Chasing a late payment is uncomfortable for almost everyone, which is exactly why having a planned approach — rather than improvising each time — makes the conversation easier.
First: a friendly reminder (1-3 days after due date)
Assume it was simply missed, not ignored. A short, friendly email referencing the invoice number and due date is usually all it takes at this stage.
Second: a firmer follow-up (7-14 days overdue)
Reference your original payment terms directly and ask for a specific update — has it been processed, is there an issue with the invoice itself, when can you expect payment.
Third: a formal notice (14-30+ days overdue)
State the amount owed, reference any late fee policy from your original invoice or contract, and set a firm new deadline. This is also the point where our Late Fee Calculator is worth using if you disclosed a late fee policy upfront.
Throughout: keep it in writing
Phone calls are fine for a quick check-in, but follow up any verbal conversation with a written summary — it protects you if the situation escalates further, and gives both sides a clear record of what was agreed.
Have a late fee policy ready. Use our Late Fee Calculator to calculate exactly what’s owed.