Late payments are the single biggest cash flow problem facing UK freelancers and small businesses. According to the Federation of Small Businesses, UK small businesses are owed an average of £25,000 in overdue invoices at any given time — and one in three invoices is paid late.

The frustrating part isn't just the money. It's the awkwardness of asking for it. Most freelancers would rather wait another two weeks than send a chaser that might upset a client they want to keep.

This guide gives you a practical, professional framework for chasing late payments — with template language you can use — so you get paid without burning bridges.

First: know your legal position

Before chasing, it helps to know what you're entitled to under UK law. The Late Payment of Commercial Debts (Interest) Act 1998 gives you the right to:

Charge statutory interest of 8% above the Bank of England base rate on overdue invoices between businesses
Claim a fixed debt recovery fee of £40 (invoices under £1,000), £70 (£1,000–£9,999), or £100 (£10,000+)
Recover reasonable debt recovery costs on top of the above

You don't have to enforce these rights — and often you won't want to — but knowing you have them gives you confidence when chasing. Most clients are aware of this legislation and a polite reference to it can accelerate payment without any confrontation.

The default payment term under UK law is 30 days from the invoice date or date of delivery, whichever is later — unless your invoice states different terms.

The golden rule: chase sooner than feels comfortable

Most freelancers wait too long before chasing. They send an invoice, it goes past due, and they wait another two or three weeks before saying anything — partly out of politeness, partly hoping the client will just pay.

The reality is that the longer an invoice goes unpaid, the harder it becomes to collect. Clients deprioritise older invoices. Finance teams process newer ones first. And the longer you wait, the more awkward it feels to bring it up.

Chase early, chase politely, and chase consistently. This isn't rude — it's professional. Clients who pay on time won't be bothered by a friendly reminder. Clients who don't pay on time need the nudge.

A step-by-step chasing schedule

Step 1: A few days before the due date

A brief, friendly heads-up that the invoice is coming due. This isn't a chase — it's a courtesy reminder. It also catches any invoice that may have been missed or gone to spam.

Subject: Invoice INV-2026-0042 — due [date]

Hi [Name], just a quick note that invoice INV-2026-0042 for £[amount] is due on [date]. Please let me know if you need anything from me to process it. Happy to resend the invoice if helpful. Thanks, [Your name]

Step 2: On the due date (if unpaid)

Still friendly, but now explicitly flagging that payment is due today. Keep it brief and assume positive intent — most late payments at this stage are administrative rather than intentional.

Subject: Invoice INV-2026-0042 — due today

Hi [Name], I wanted to flag that invoice INV-2026-0042 for £[amount] is due today. If payment has already been arranged, please ignore this. If not, I'd be grateful if you could process it today. I've attached the invoice again for convenience. Thanks, [Your name]

Step 3: One week overdue

Now you're in official chasing territory. The tone shifts slightly — still professional and non-confrontational, but clearer that you're expecting action.

Subject: Overdue invoice INV-2026-0042 — action required

Hi [Name], I'm following up on invoice INV-2026-0042 for £[amount], which was due on [date] and remains unpaid. Could you let me know when I can expect payment, or flag if there's anything holding it up? I'm happy to help resolve any queries quickly. Thanks, [Your name]

Step 4: Two to three weeks overdue

The tone becomes more formal. You're still being professional, but you're making clear that this is now becoming a serious issue. This is also the point where you can mention statutory interest — not as a threat, but as a factual statement of your position.

Subject: Invoice INV-2026-0042 — [X] days overdue

Hi [Name], I'm writing regarding invoice INV-2026-0042 for £[amount], now [X] days overdue. I have not yet received payment or a response to my previous messages. Please arrange payment as a matter of urgency, or contact me immediately if there is a dispute. Please be aware that under the Late Payment of Commercial Debts Act, I am entitled to charge statutory interest and a debt recovery fee on overdue invoices. I would prefer to resolve this without going down that route. [Your name]

Step 5: More than 30 days overdue

This is a formal letter before action — the last step before involving a debt recovery service or taking the matter to the small claims court. At this stage, switch from email to a formal letter sent by recorded post as well as email. Keep it factual and unemotional.

Subject: Letter before action — Invoice INV-2026-0042

Dear [Name], I am writing formally regarding the outstanding invoice INV-2026-0042 for £[amount], issued on [date] and now [X] days overdue. Despite multiple requests for payment, this invoice remains unpaid. Unless full payment is received within 7 days of this letter, I will have no choice but to pursue this debt through the courts or a debt recovery service. Statutory interest under the Late Payment of Commercial Debts Act has been accruing at 8% above the Bank of England base rate from the due date. Yours sincerely, [Your name]

If they still don't pay: your options

Small claims court

For debts up to £10,000, the UK small claims court (Money Claims Online) is relatively straightforward and doesn't require a solicitor. The filing fee is modest and is added to the claim. A court judgment also allows you to use enforcement options such as bailiffs or attachment of earnings if the client still doesn't pay after judgment.

Debt recovery service

There are several reputable UK debt recovery services that work on a no-win no-fee or commission basis. They handle the chase for you and have more formal leverage than an individual freelancer. Useful if you want to preserve your time and don't want the stress of court proceedings.

Statutory demand

For debts over £750 owed by a limited company, you can issue a statutory demand — a formal legal notice that gives the company 21 days to pay before you can apply to wind it up. This is a serious step and should only be used as a genuine last resort, but it can be very effective at prompting payment from companies that are stalling rather than genuinely unable to pay.

How to protect yourself upfront

The best way to deal with late payments is to make them less likely in the first place:

Always issue invoices immediately after completing work — the sooner you invoice, the sooner the clock starts
State your payment terms clearly on every invoice — "Payment due within 14 days" is unambiguous
Use shorter payment terms for new clients — 14 days rather than 30 until you've established trust
Request a deposit upfront for large projects — typically 25–50% before work begins
Include your bank details on every invoice so there's no friction when the client is ready to pay
Send automated reminders before and on the due date — most clients genuinely forget, and a timely nudge is all it takes

The relationship question

Many freelancers worry that chasing payment will damage a good client relationship. In most cases, the opposite is true. Professional, consistent invoicing signals that you run a proper business. Good clients respect it. Clients who react badly to a polite, professional payment reminder were probably going to be difficult anyway.

The key is to keep the tone warm and assume positive intent in your early chasers, escalating only when the client's behaviour warrants it. Never make it personal, never threaten in anger, and always keep a written record of every communication.

If a long-term client hits a genuine cash flow problem, it's worth having an honest conversation about a payment plan. Getting 50% now and 50% in 30 days is almost always better than waiting indefinitely for 100%.

Let Invoice Kwik handle the reminders for you

Invoice Kwik sends automatic payment reminders before and after the due date, so you never have to remember to chase. Just say "Send a reminder to ACME Ltd" or set up automatic reminders and they go out without you having to think about it. You can see at a glance which invoices are overdue and by how many days — so you always know exactly where you stand.

Try Invoice Kwik free — no credit card required.

How to Chase a Late Payment (Without Damaging the Relationship)