Why Polite Matters When Chasing Money
You've finished the job. The work was solid. But the invoice is sitting unpaid past 30 days. Your instinct might be to come in hard, but that usually backfires with tradespeople. One angry email and a client who owes you £800 suddenly goes quiet, or worse—leaves a bad review.
The trick is being direct and professional while making it clear you're serious about getting paid. You're not being rude by asking for money you've earned. You're being a business owner.
Get the Basics Right From Invoice Day One
Chase prevention starts when you send the invoice. If you're vague about payment terms, you've already lost leverage.
- State payment terms clearly: "Payment due within 7 days" or "Payment due within 30 days" — not wishy-washy.
- Include your bank details, not just "contact for payment info".
- Add a late payment fee clause if you operate that way: "Invoices unpaid after 30 days will incur 5% interest per month".
- Send invoices the same day you finish, not two weeks later.
This sets expectations and shows you're organised. Clients who know you track payments closely are faster to pay.
First Reminder: The Friendly Nudge (7–10 Days Past Due)
Don't wait until 60 days overdue. Send a gentle reminder as soon as it's a few days late. Clients genuinely forget, especially if you're a side job for them.
Keep it short and assume good faith:
"Hi [name], just a quick note—your invoice for [job description] is due on [date]. Payment to [your bank details]. Let me know if you've got any questions. Cheers."
That's it. One message, friendly tone, no accusation. Most invoices get paid after this.
Second Reminder: Firmer, But Still Professional (14–21 Days Past Due)
If it's now two to three weeks overdue and you've had no contact, the tone shifts slightly. You're still professional, but you're making it clear this is now a priority issue.
"Hi [name], I haven't received payment for invoice [number] dated [date], which was due on [due date]. The balance outstanding is £[amount]. Could you confirm when I can expect this? If there's an issue with the invoice or work, let me know and we'll sort it. Otherwise, please arrange payment within the next 3 days. Thanks."
This does three things: it restates the facts (removes any ambiguity), it gives them a clear deadline, and it opens the door for them to raise a legitimate concern (e.g., they're unhappy with something). It also shows you're keeping proper records.
Third Reminder: The Final Notice (30+ Days Past Due)
By now, you're past politeness. You need payment or you need to escalate. Be direct:
"I need payment of £[amount] for invoice [number] by [specific date]. If I don't receive it, I'll need to pursue this through small claims court. If there's a dispute over the work, tell me now so we can resolve it. Otherwise, I expect payment within 7 days."
You're not being rude. You're stating fact and consequence. Most tradespeople never get here because the second reminder works.
Use Multiple Channels
Don't just email. If you have their phone number, a quick call asking "Did you get the invoice?" often surfaces whether it's forgotten, disputed, or genuinely lost in their inbox. A text reminder can work too, depending on your relationship.
If they're avoiding you across multiple channels at 30+ days, that's your signal to escalate formally or write it off.
Know When to Stop and Escalate
Some jobs go unpaid. It happens. If you've sent three reminders over 40+ days and had no response, you have options: small claims court, a debt collection agency, or a solicitor's letter. Most clients panic when a solicitor gets involved and suddenly find the money. But this costs you time and money, so prevention is better than cure.
For one-off jobs, it's sometimes smarter to absorb the loss and never work for that client again. For regular clients who are just slow payers, set stricter terms going forward—advance payment or payment on completion.
Keep Records
Every message, every reminder, every attempt to contact—keep it. If you end up in a dispute, you need to show you made reasonable efforts to collect payment and gave fair notice.
Flint handles invoice tracking and payment reminders for plumbers and electricians in seconds — try it free at ask-flint.com.