How to Chase Unpaid Invoices in the UK — Without Making It Awkward

Nobody enjoys chasing money. It's uncomfortable, it feels confrontational, and there's always that nagging worry that you'll upset the customer and lose future work. So most sole traders wait too long, send an apologetic message, wait some more, and end up writing off invoices they should have been paid months ago.

Here's the thing: chasing payment isn't rude. You did the work, you invoiced correctly, and the money is owed. A systematic approach — starting politely and escalating firmly if needed — is how you get paid without unnecessary drama.

Prevention is cheaper than chasing

Clear payment terms on every invoice. A specific due date, not vague language like "payment due on receipt." Your bank details on the invoice. An invoice sent the same day the job finishes.

For new customers, especially for bigger jobs, ask for a deposit upfront. 25-50% before work starts is standard for most trades. It confirms they're serious, covers your materials, and means you're not fully exposed if they turn difficult at the end.

Day one after the due date — the friendly reminder

Don't wait a week. The day after payment was due, send a reminder. Keep it friendly — most late payments at this stage are genuinely just oversight.

"Hi [Name], just a quick one — I noticed invoice [number] for £[amount] was due yesterday. Could you let me know when payment will be made? Bank details are below if you need them. Thanks."

Send it by email and follow up with a text if you have a direct number. The email creates a paper trail; the text gets seen.

One week overdue — firmer follow-up

"Hi [Name], following up on invoice [number] for £[amount], now [X] days overdue. Please could you confirm when payment will be made, or let me know if there's an issue with the invoice. I'd like to get this resolved this week."

That last sentence matters. "I'd like to get this resolved this week" is polite but signals you're not going to let it drift. It also invites them to raise any query — better to know now than after three more weeks of chasing.

Two weeks overdue — the formal reminder

"Dear [Name], I'm writing regarding invoice [number] dated [date] for £[amount], which remains outstanding [X] days beyond the agreed payment date. Under the Late Payment of Commercial Debts (Interest) Act 1998, I'm entitled to charge statutory interest of 8% above the Bank of England base rate, plus compensation of £40. I'd like to avoid this. Please arrange payment within 7 days or contact me to discuss. If payment is not received by [date], I will proceed accordingly."

The Late Payment of Commercial Debts Act — what it gives you For business-to-business debts, the Late Payment of Commercial Debts (Interest) Act 1998 gives you the right to:

Charge statutory interest at 8% above the Bank of England base rate Claim fixed compensation: £40 for debts under £1,000, £70 for debts between £1,000-£10,000, £100 for debts over £10,000

Recover reasonable debt recovery costs

This applies to B2B transactions. For homeowners, different rules apply but you can still chase and take legal action.

One month overdue — letter before action

Send a formal letter before action (LBA) by post (recorded delivery) and email. It should include the invoice number and amount, a statement that the debt is overdue, a payment deadline of 7-14 days, and a clear statement that failure to pay will result in court proceedings.

Keep it factual and unemotional. No threats, no insults — just the facts and the consequence.

Small claims court — how it actually works

For debts up to £10,000, small claims court is the right route. It's designed to be used without a solicitor, costs are relatively low (£35-£455 depending on claim size), and judgments are enforceable.

Make a claim online at gov.uk/make-court-claim-for-money. Many debtors pay up as soon as they receive court papers, before it goes any further.

The one thing that makes all of this easier A paper trail. Every invoice sent, every reminder, every response. If it ever goes to court, the judge wants to see that you invoiced correctly, gave reasonable time to pay, and followed up properly.

Dayrates has a reminders feature that lets you send a professional chaser — friendly, firm, or final notice — directly from the invoice, with the PDF attached. Keeps everything on record and saves composing emails from scratch every time.

You're owed the money. Go and get it.