The Late Payment Swipe File

Don't know what to say when a client ignores your invoice? Choose from our proven email templates to politely nudge them—or firmly demand payment.

When to Send

Tone of Voice

Email Template

Subject:Check-in: Invoice #[Invoice Number] is due
Hello [Client Name], I hope this email finds you well. I am writing to follow up on Invoice #[Invoice Number] for the amount of [Amount], which was due on [Due Date]. Could you please confirm if this has been scheduled for payment? I have attached the original invoice for your convenience. Please let me know if you need any additional information from my end. Best regards, [Your Name]

Tip: Make sure to replace the bracketed placeholder text (e.g. [Client Name]) before sending!

How to handle late paying clients

It's incredibly frustrating when a client goes quiet after you've delivered the work. However, before you jump to conclusions, remember that most late payments are due to disorganization, not malice. A polite check-in is often all it takes to get an invoice paid.

1. Start friendly (1-3 days late)

Give the client the benefit of the doubt. Assume the invoice got buried in their inbox or they simply forgot. Keep the tone light and helpful.

2. Be direct but professional (7-14 days late)

If a week goes by without a response, drop the casual tone. Be direct. Ask for a specific payment date and attach the invoice again so they don't have to go digging for it.

3. Set consequences (30+ days late)

When an invoice is severely past due, you need to establish consequences. This usually means applying a late fee (if stipulated in your contract) or pausing all ongoing work until the balance is cleared.

Prevent late payments before they happen

Clear payment terms on a professional invoice are your best defense against late payments. Generate yours right now for free.

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