How to chase an unpaid invoice politely (step by step)
Most unpaid invoices are not refusals. They are forgotten, stuck in someone’s inbox, or waiting for one missing detail. A polite, well-timed sequence gets most of them paid without an awkward conversation.
1. Make the invoice easy to pay
Before you chase anything, check the invoice has an invoice number, the amount, the due date, what the work was, and one simple way to pay (a payment link or bank details). Missing details are the most common reason invoices sit unpaid.
2. Send a friendly heads-up before it’s due
Three days before the due date, send a short reminder with the amount and the payment link. It feels helpful, not pushy, and it brings your invoice to the top of their inbox.
3. Follow up the day after it’s late
Keep it light: “It may have slipped through, so here it is again.” Ask when you can expect payment. A question gets a reply far more often than a statement.
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4. Be clear at 7 days
Name the invoice as overdue, give a new date to pay by, and offer to fix anything that is wrong with it or to split the payment. Offering options removes excuses.
5. Pick up the phone at 14 days
Email is easy to ignore; a short, friendly call usually is not. Ask if everything is OK on their side and agree a date while you are talking.
6. Final notice at 30 days
Send a final notice that lists your earlier reminders, gives a last date, and says what happens next (for example, pausing further work). Stay calm and factual.
Keep a simple log
Write down every reminder and reply. If you ever need to escalate, a clear record of polite reminders makes it much easier.
Need wording? Get the 5 free reminder templates.
Want this done for you?
Recover finds overdue invoices and quiet quotes, drafts the follow-ups, and sends nothing without your approval.
Check my invoices free →Free. No card. Nothing is sent without your approval.
Prefer a hand? Book a $99 recovery session with a person →
Get the free chasing schedule
A one-page plan for when to send each reminder. Enter your email and it opens right here.
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Your chasing schedule
- 3 days before due: friendly heads-up with the amount and payment link.
- Day 1 late: light reminder, ask when to expect payment.
- Day 7 late: name it overdue, give a new date, offer to fix or split.
- Day 14 late: phone call to the person who approved the work.
- Day 30 late: final notice listing earlier reminders and a last date.
The wording for each step is in the 5 free templates.
More guides
- What to do when a client won’t pay: a practical checklist
- Late payment email for freelancers (3 templates that work)
- Unpaid invoices for tradespeople: how plumbers, electricians and builders get paid
General information, not legal or financial advice. Rules differ by country.