The fastest way to get an overdue invoice paid is a short, consistent sequence of emails that gets firmer over time, not one perfectly worded message you agonise over. Below are five templates that do exactly that, from a friendly nudge before the due date to a final notice before escalation. Copy them, swap in your details, and send.
Key facts
- UK statutory interest on a late business invoice is 8% plus the Bank of England base rate, under the Late Payment of Commercial Debts (Interest) Act 1998 (GOV.UK).
- The fixed recovery sum is £40 for debts up to £999.99, £70 for £1,000 to £9,999.99 and £100 for £10,000 or more (GOV.UK).
- With no agreed payment date, a business invoice is late 30 days after the customer gets it or the goods or service arrive, whichever is later (GOV.UK).
The short answer
Use a five-step ladder: a friendly reminder three days before the due date, a short note on the due date, a polite follow-up at 7 days overdue, a notice at 30 days overdue that names the late fee and interest, and a final notice before escalation.
- Friendly reminder, three days before the due date.
- Due-date reminder, on the day.
- Polite follow-up, at 7 days overdue.
- Late fee and interest notice, at 30 days overdue.
- Final notice, before escalation.
How to use these templates
A reminder cadence that stays consistent without nagging.
Three things make a sequence work. Send it consistently, because predictability is what changes behaviour, not a single sharply worded email.
And get firmer in steps, so a good customer who simply forgot is not hit with a final notice on day two. Replace anything in {curly brackets} with your own details before sending.
1. Before the due date: “Invoice {invoice_number} is due on {due_date}”
Send three days before the due date. Keep it to a short heads-up.
Subject: Invoice {invoice_number} is due on {due_date}
Hi {first_name},
A quick reminder that invoice {invoice_number} for {amount} is due on {due_date}. If payment is already arranged, thank you, and please ignore this.
You can pay online here: {payment_link}.
Kind regards,
{your_name}, {company_name}
2. On the due date: “Invoice {invoice_number} is due today”
Send on the day the invoice falls due. Keep it short and make paying easy.
Subject: Invoice {invoice_number} is due today
Hi {first_name},
Invoice {invoice_number} for {amount} is due today. You can pay in a couple of clicks here: {payment_link}.
If there is a query on the invoice, reply to this email and I will sort it out.
Thanks,
{your_name}, {company_name}
3. 7 days overdue: “Invoice {invoice_number} is now 7 days overdue”
Send at 7 days overdue. Still friendly, but now asking for a payment date.
Subject: Invoice {invoice_number} is now 7 days overdue
Hi {first_name},
Invoice {invoice_number} for {amount} was due on {due_date} and is now 7 days overdue.
Could you let me know when payment will be made, or pay here: {payment_link}? If something is holding it up, tell me and I will help.
Thanks,
{your_name}, {company_name}
4. 30 days overdue, with the late fee and interest: “Invoice {invoice_number} is 30 days overdue: late payment charges”
A vague reminder
- No invoice number or amount
- No due date or terms
- No clear next step
- Easy to ignore
A reminder that gets paid
- The invoice number and exact amount
- The date it was due
- One clear action and a pay link
- Names the fee that now applies
The same email, rewritten to actually get a response.
Send at 30 days overdue. Factual and direct, and the first time you name the charges your terms allow.
Subject: Invoice {invoice_number} is 30 days overdue: late payment charges
Hi {first_name},
Invoice {invoice_number} for {amount} is now 30 days overdue.
Our payment terms allow us to add interest of {interest_rate} a year and a late fee of {late_fee} to overdue invoices. As a business-to-business invoice, it is also eligible for statutory late payment interest and a fixed compensation sum under UK law. If the invoice is paid by {deadline_date}, we will not add these charges.
Pay here: {payment_link}. If there is a problem, call me on {phone_number} today.
Regards,
{your_name}, {company_name}
5. Final notice before escalation: “Final notice: invoice {invoice_number}”
Send when the deadline in the 30-day email passes. Calm and formal, with one deadline and the next step named.
Subject: Final notice: invoice {invoice_number}
Hi {first_name},
Invoice {invoice_number} remains unpaid and is now {days_overdue} days overdue. The balance, including {late_charges} in late payment charges, is {total_due}.
This is a final notice. Please pay {total_due} by {final_date}. If payment is not received by then, we will refer the account to {recovery_partner} to recover the amount, along with any further costs allowed under the Late Payment of Commercial Debts (Interest) Act 1998.
If you need a short payment plan, contact me before {final_date} on {phone_number}.
Regards,
{your_name}, {company_name}
Example: the placeholders filled in
| Placeholder | Value |
|---|---|
| {invoice_number} | INV-2041 |
| {amount} | £4,000.00 |
| {due_date} | 1 September |
| {days_overdue} | 30 (on 1 October) |
| {late_charges} | £109.45 |
| {total_due} | £4,109.45 |
Interest assumes a 4% base rate for illustration, so 12% a year: £4,000 × 12% × 30 ÷ 365 = £39.45. At £4,000 the fixed sum is £70. £39.45 + £70 = £109.45, and £4,000 + £109.45 = £4,109.45. Check the current base rate before you send.
Subject lines that get opened
The email cannot work if it is not opened. Keep subject lines specific and free of anything that looks like spam. A few that tend to perform:
- Invoice {invoice_number} is due on {due_date}
- Quick question about invoice {invoice_number}
- Invoice {invoice_number} is now overdue
- Payment reminder: invoice {invoice_number}
- Final notice: invoice {invoice_number}
Put the invoice number in the subject so it is searchable, keep it under about eight words, and avoid all-capitals or words like urgent that trip spam filters.
Adapt the tone to the customer
One ladder does not fit every account. A long-standing client who pays on day 35 every time needs a gentler touch than a new customer who has gone silent.
Soften the early steps for the relationships you value, and do not be afraid to move faster on accounts that have form.
Where automation takes over
Templates only help if someone sends them, on time, every time, which is exactly the part that slips. Accounts receivable tools send the whole ladder for you, from your own email address, and stop the instant an invoice is paid.
Paidnice, for example, runs sequences like these across email, SMS and posted letter and applies the late fee automatically; it holds a 5-star average on the Xero App Store. For a comparison of the options, see the credit control software guide.
What mistakes should you avoid with this template?
- Quoting a fixed sum outside the legal bands. On INV-2041 the fixed sum is £70. Quoting £100 overstates it by £30 (43%) and gives the customer a reason to dispute the whole email. Use the GOV.UK bands.
- Adding charges to the original invoice. Adding £109.45 to INV-2041 shows £4,109.45 on an invoice the customer agreed at £4,000. Send a new invoice for the charges.
- Waiting until day 30 for the first contact. The £4,000 sits unpaid for a month, which is £39.45 of interest at 12% and 30 days of lost cash. Send the day -3 and day 0 emails.
Frequently asked questions
How many times should I email about an overdue invoice?
Most invoices are recovered within the first two or three reminders, but the ones that need more are usually the ones most at risk, so do not stop too early. A five-step ladder, from a friendly nudge to a final notice, covers almost every case without becoming a nuisance to good customers.
What should an overdue invoice email say?
Keep it short and specific: the invoice number and amount, how overdue it is, a single clear next step (a payment link or a date), and a way to flag any problem. Open warm, get factual as it ages, and never threaten.
When should I mention a late fee?
At 30 days overdue, in the late payment charges notice, before you actually apply it. Mentioning it first gives the customer a chance to pay and avoid it, which is usually what you want. For UK B2B invoices you are entitled to statutory interest and a fixed fee.
Should I send reminders before the due date?
Yes, for higher-value invoices and longer payment terms. A short, friendly note a few days before the due date removes the friction before it builds and tends to bring payment forward, without feeling like chasing.
How much interest can I charge on a late business invoice in the UK?
Statutory interest is 8% plus the Bank of England base rate, unless your contract sets a different rate. You can also claim a fixed sum of £40, £70 or £100, depending on the size of the debt.
When is a business invoice legally late in the UK?
If you agreed a payment date, it is late after that date. If you did not, it is late 30 days after the customer gets the invoice or the goods arrive, whichever is later. Agreed terms are usually within 60 days.
Do I need to send a new invoice for late payment charges?
Yes. GOV.UK says to send a new invoice if you add interest to the money you are owed. Keep the original invoice at its agreed amount so the customer can match it to the order.
The bottom line
Bottom line: These templates suit a business that sends a few dozen reminders a month from its own inbox. Move to software when sending every step on time becomes the bottleneck, because the sequence only works if each email goes out.
Templates are general examples, not legal advice; adapt the wording and any fee references to your own terms. This resource is published by Accounting.Events.
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Sources
5 sources, checked by Julie Turnbridge on October 26, 2026
- Late Payment of Commercial Debts (Interest) Act 1998 legislation.gov.uk/ukpga/1998/20/contents
- GOV.UK gov.uk/late-commercial-payments-interest-debt-recovery/ch...
- GOV.UK gov.uk/late-commercial-payments-interest-debt-recovery/cl...
- GOV.UK gov.uk/late-commercial-payments-interest-debt-recovery/in...
- Xero App Store apps.xero.com/uk/app/paidnice
