Guide · 5 minute read

How to ask a client for payment politely

Be short, specific and early. Every reminder should name the invoice, the amount and the due date, link straight to payment, and make it easy to reply if something is in the way. Start with a heads-up before the due date, then follow up at 3, 7, 14 and 21 days, getting clearer, never ruder.

  1. 3 days beforeA friendly heads-up

    Not a reminder, a courtesy: the invoice number, amount, due date and a one-click way to pay. It catches invoices stuck in someone’s inbox before they’re late.

  2. On the due dateDue today

    One short, neutral line. Many clients pay on the day they’re reminded.

  3. 3 days lateAssume it slipped

    Keep it warm and blame-free: “inboxes get busy”. Offer to resend the invoice or send it to whoever pays.

  4. 7 days lateAsk what’s in the way

    Name the days overdue and ask if anything is holding it up: an approval, a PO number, a question about the work.

  5. 14 days lateAsk for a date

    Be direct: pay this week or tell me when. A promised date is progress, so make it easy to give one.

  6. 21 days lateFinal reminder

    Clear and calm. State the amount, a deadline, and what happens next (a call, pausing new work, the late-payment interest the law allows).

Word for word

What to say by email, phone and message

Email (first follow-up)

Hi [Name], inboxes get busy, so I wanted to float invoice #1042 ([amount]) back to the top. It was due on [date]. If it’s already on its way, thank you! If not, here’s the link to pay: [link].

Phone call

Hi [Name], it’s [you]. Have you got two minutes? I’m calling about invoice #1042 for [amount], due on [date]. Is anything blocking it, like approvals or a PO number? Great, what date can I expect it? I’ll note it down so you don’t get more reminders before then.

WhatsApp or text

Hi [Name], it’s [you]. Just checking in personally on invoice #1042 ([amount]). Is anything holding it up on your side? You can pay or pick a date here: [link].

More wording for each step: free reminder email writer · templates for designers, photographers, developers, writers and video producers.

Don’t

Five things that slow payment down

  • Apologising for asking. You did the work; the invoice is normal business.
  • Vague asks like “any update?”. Give the invoice number, amount and due date every time.
  • Threats you won’t carry out, or anything that looks like it’s from a court or collection agency.
  • Emailing daily. Leave at least two days between reminders.
  • Guessing why they haven’t paid. Ask, and make it easy to reply.
Still unpaid?

After the final reminder, call. Then send a short final letter with a firm date and the late-payment interest the law allows. The numbers show you’re not alone: UK businesses spend 86 hours a year chasing.

Before the first reminder

Good questions.

How do you politely ask a client for payment?
Keep it short and specific: the invoice number, amount and due date, a link to pay, and an easy way to reply if something is holding it up. Start warm (“inboxes get busy”), and get clearer, not ruder, with each reminder.
How soon after the due date should I send a reminder?
Three days after the due date is a good first follow-up. A heads-up three days before the due date prevents many late payments in the first place.
How many payment reminders should I send?
About five or six over three weeks works well: a heads-up, due today, then 3, 7, 14 and 21 days late, at least two days apart. After that, call or send a personal message.
Can I charge interest on a late invoice?
For business clients in the UK and the EU, yes: the law lets you add interest and a fixed fee. Mentioning it calmly in a final reminder often gets things moving.
What should I do if the client still doesn’t pay?
Call them, send a short final letter with a firm date, then consider a small claims route (in England and Wales, a money claim online; across EU borders, the European Small Claims Procedure for up to €5,000).

Consider the awkward part handled.

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