Last checked October 2026 · by the PaySorted team
Before you chase: check the basics
A surprising number of "late" invoices are late because something on the invoice made it easy to put off. Before you chase, check:
- Did they actually get it? Emails land in junk. A text with a link is much harder to miss.
- Is the due date clear? "Payment due within 14 days" is clearer than "net 14". Better still, show the actual date.
- Is it easy to pay? Bank details with a reference, or a "Pay now" button for card or Pay by Bank. Every extra step is an excuse.
- Does it show everything the law requires? See what to include on an invoice. A business customer's accounts team may hold back an invoice that's missing your VAT number or company details.
A reminder timeline that works
Late payment is usually forgetfulness, not refusal. A short series of reminders — getting a little firmer each time — gets most invoices paid without any falling out.
| When | Tone | What to say |
|---|---|---|
| 3 days before it's due | Friendly | A heads-up that it's due soon, with the amount and how to pay. |
| On the due date | Friendly | "Just a reminder this is due today." |
| 3 days late | Professional | Point out it's now overdue and ask them to pay or let you know if there's a problem. |
| 7 days late | Professional | A second overdue reminder. Pick up the phone too if it's a big amount. |
| 14 days late | Firm | A final reminder: say what you'll do next if it isn't paid (for business customers, mention late payment interest). |
Keep each reminder short, always include the invoice number, the amount, the due date and a way to pay — and never send a reminder after they've paid. You'll find ready-to-use wording in our payment reminder templates.
Pick up the phone
For bigger amounts, a quick friendly call after the first overdue reminder often sorts it. Ask whether there's a problem with the work or the invoice — sometimes there is, and it's better to know now. If they can't pay in one go, agree a plan in writing (for example, three weekly payments) and send them a note confirming it.
Business customers: charge interest and compensation
If your customer is a business (including another tradesperson or a letting agent), the Late Payment of Commercial Debts (Interest) Act 1998 lets you claim statutory interest at 8% plus the Bank of England base rate, plus a fixed sum of £40, £70 or £100 depending on the size of the debt. It doesn't apply to invoices to private individuals (consumers).
Work out what you can claim with our late payment interest calculator, and read more in charging interest on late payments.
Send a letter before action
If reminders and calls haven't worked, the next step is a formal letter before action (also called a letter before claim). It says how much is owed, what for, and that you'll start court proceedings if it isn't paid by a set date.
- If the customer is an individual or sole trader, the courts expect you to follow the Pre-Action Protocol for Debt Claims in England and Wales: give them at least 30 days to reply, and include the Information Sheet, Reply Form and Financial Statement that go with it.
- If the customer is a company, 14 days is usual.
Use our free letter before action template to create one in a couple of minutes.
Small claims court
In England and Wales you can claim online using Money Claim Online on GOV.UK. Claims up to £10,000 normally go through the small claims track, which is designed for people without a solicitor. There's a court fee, which you can usually add to the claim. Scotland and Northern Ireland have their own procedures.
This guide is general information, not legal advice. For large or disputed amounts, speak to a solicitor or Citizens Advice before going to court.
How to stop it happening again
- Take a deposit on bigger jobs, so you're never out of pocket for materials.
- Invoice the same day — the longer you wait, the less urgent it feels to the customer.
- Make paying easy with a card and Pay by Bank link on the invoice.
- Automate the reminders so chasing doesn't depend on you remembering. That's exactly what PaySorted does: reminders go out on schedule and stop the moment the customer pays.
Common questions
How long should I wait before chasing an unpaid invoice?
Send a friendly reminder a few days before the due date and another on the day. Once it's overdue, chase after about 7 days, then 14, then 28 — getting firmer each time.
Can I charge interest on an unpaid invoice?
If your customer is a business, yes — statutory interest at 8% above the Bank of England base rate plus a fixed compensation sum. For private customers you can only charge interest if your terms said so before the work.
What should a payment reminder say?
Keep it short: the invoice number, the amount, the due date, how to pay (ideally a link), and a polite request to pay or get in touch if there's a problem.
When should I send a letter before action?
When reminders and a phone call haven't worked — usually 2–4 weeks after the due date. For individuals and sole traders, give at least 30 days to respond.