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How to Chase Late Payments (Templates Included)

Last updated: February 2026

Your invoice is overdue. Again.

Chasing payments is the worst part of being a creator, but it's also non-negotiable. Here's exactly how to do it — with copy-paste templates for every stage.

The Payment Follow-Up Timeline

Days Overdue Action Tone
1-3 days Friendly reminder Casual
7 days Direct follow-up Professional
14 days Firm request Serious
21 days Final notice Formal
30+ days Demand letter Legal

Stage 1: Friendly Reminder (1-3 Days Overdue)

Assumption: They forgot or it's stuck in processing.

Template:

Subject: Quick reminder: Invoice #[NUMBER]

Hey [Name]!

Hope you're doing well. Just a quick reminder that invoice #[NUMBER] for $[AMOUNT] was due on [DATE].

No rush panic — just wanted to make sure it didn't slip through the cracks!

Payment link: [LINK]

Let me know if you have any questions.

[Your name]

When to send: 2-3 business days after due date.

Stage 2: Direct Follow-Up (7 Days Overdue)

Assumption: They saw the first email but haven't acted.

Template:

Subject: Following up: Invoice #[NUMBER] — 7 days overdue

Hi [Name],

I wanted to follow up on invoice #[NUMBER] for $[AMOUNT], which was due on [DATE].

Could you confirm:

  1. You received the invoice
  2. Expected payment date

If there are any issues with the invoice or payment process, please let me know so we can sort it out.

Invoice attached for reference.

Thanks, [Your name]

Stage 3: Firm Request (14 Days Overdue)

Assumption: There's a real issue.

Template:

Subject: Action Required: Invoice #[NUMBER] — 14 days overdue

Hi [Name],

I'm following up again regarding invoice #[NUMBER] for $[AMOUNT], now 14 days past due.

I haven't received a response to my previous emails. Please confirm receipt and provide an expected payment date by [DATE — 3 days from now].

Per our agreement, payment was due within [X] days of delivery. The content was delivered on [DATE].

If payment is not received or a payment plan is not arranged by [DATE], I will need to escalate this matter.

Please respond at your earliest convenience.

Regards, [Your name]

Stage 4: Final Notice (21 Days Overdue)

Assumption: They're avoiding payment.

Template:

Subject: FINAL NOTICE: Invoice #[NUMBER] — Immediate Attention Required

Dear [Name],

This is a final notice regarding the outstanding payment for invoice #[NUMBER].

Invoice Details:

  • Amount: $[AMOUNT]
  • Original Due Date: [DATE]
  • Days Overdue: 21
  • Late Fees Accrued: $[AMOUNT per contract]

Despite multiple attempts to contact you, this invoice remains unpaid and I have not received any response.

Required Action: Payment of $[TOTAL INCLUDING LATE FEES] must be received within 7 days — by [SPECIFIC DATE].

If payment is not received by this date, I will proceed with formal collection procedures, which may include:

  • Formal demand letter
  • Small claims court filing
  • Reporting to professional communities

I would prefer to resolve this matter directly. Please respond to this email today.

Regards, [Your name]

Stage 5: Demand Letter (30+ Days Overdue)

When to use: No response after final notice, or explicit refusal to pay.

Template:

[YOUR NAME]
[YOUR ADDRESS]
[YOUR EMAIL]
[DATE]

VIA EMAIL AND CERTIFIED MAIL

[COMPANY NAME]
[COMPANY ADDRESS]

RE: FORMAL DEMAND FOR PAYMENT
Invoice #[NUMBER] | Amount Due: $[AMOUNT]

Dear [Company Name / Accounts Payable]:

This letter constitutes a formal demand for payment of services rendered.

BACKGROUND:
On [CONTRACT DATE], [COMPANY NAME] ("Client") and [YOUR NAME] ("Creator") 
entered into an agreement for content creation services. Creator delivered 
all agreed-upon content on [DELIVERY DATE]. Payment of $[AMOUNT] was due 
on [DUE DATE] per the terms of our agreement.

CURRENT STATUS:
Despite multiple written requests dated [LIST DATES OF PREVIOUS EMAILS], 
payment remains outstanding. The account is now [X] days past due.

AMOUNT OWED:
Original Invoice:         $[AMOUNT]
Late Fee (per contract):  $[AMOUNT]
TOTAL DUE:               $[TOTAL]

DEMAND:
I hereby demand payment of $[TOTAL] within TEN (10) calendar days of the 
date of this letter — no later than [SPECIFIC DATE].

CONSEQUENCES OF NON-PAYMENT:
If payment is not received by the above date, I will pursue all available 
legal remedies without further notice, including but not limited to:
- Filing a claim in small claims court
- Engaging a collection agency
- Reporting to business credit bureaus
- Pursuing attorney's fees and court costs as permitted by law

DOCUMENTATION:
I have retained copies of our signed agreement, all invoices, delivery 
confirmations, and email correspondence. These will be submitted as 
evidence if legal action becomes necessary.

PAYMENT INSTRUCTIONS:
[YOUR PAYMENT DETAILS - PayPal, bank info, etc.]

This matter can be resolved immediately by remitting payment. I am willing 
to discuss a payment plan if financial circumstances require it. Please 
contact me at [YOUR EMAIL] to arrange payment or discuss options.

Sincerely,

[YOUR SIGNATURE]
[YOUR NAME]

Enclosures:
- Copy of signed agreement
- Copy of invoice #[NUMBER]
- Delivery confirmation

CC: [CEO NAME] (if known)

Important: Send via email AND certified mail. Keep the certified mail receipt as proof of delivery.

Email Templates for Specific Situations

"We're Having Cash Flow Issues"

Hi [Name],

I appreciate you letting me know about the situation. I understand businesses go through difficult periods.

That said, the work was completed and delivered as agreed. I'd like to propose a payment plan:

  • 50% ($[X]) by [DATE]
  • 50% ($[X]) by [DATE]

Please confirm this arrangement works, or suggest an alternative timeline that you can commit to.

Regards, [Your name]

"The Invoice Is With Finance"

Hi [Name],

Thanks for the update. Could you provide:

  1. The expected processing time
  2. A contact in finance I can follow up with directly

I'll mark [DATE] to check back if I haven't received payment by then.

Thanks, [Your name]

"We're Not Happy With the Content"

Hi [Name],

I'm sorry to hear you're not satisfied. Per our agreement, the revision process was the time to address any concerns — which we completed on [DATE].

The invoice covers the creation and delivery of content as agreed. If you'd like additional revisions or new content, I'm happy to quote that separately.

In the meantime, the original invoice remains due. Please confirm payment date.

Regards, [Your name]

"We Decided Not to Use the Content"

Hi [Name],

I understand the content direction changed. However, payment is for the work completed, not contingent on your decision to use it.

The content was created and delivered per our agreement. The invoice for $[AMOUNT] remains due.

Please confirm payment will be processed by [DATE].

Regards, [Your name]

Pro Tips for Chasing Payments

Always Be Professional

Angry emails feel satisfying. They don't get you paid. Keep every communication professional — it may end up in court.

Document Everything

Save every email, every agreement, every delivery confirmation. Screenshot DMs before they disappear.

Try Multiple Contacts

Your marketing contact might not have payment authority. Try:

Invoice Immediately

Don't wait weeks after delivery to invoice. Send it the same day you deliver final content.

Include Payment Terms on Invoice

Every invoice should state:

Consider Payment Upfront

For new clients, 100% upfront (or 50% deposit) eliminates the chase entirely. Offer this for smaller projects.

When to Escalate to Small Claims

Consider small claims when:

Small claims basics:

Warning: Even with a judgment, collecting can be difficult from some companies. Weigh the time investment.

Prevention Is Better Than Cure

In Your Contract

In Your Process

Late Payment Email Checklist

Before sending:

Summary

Chasing payments is uncomfortable but necessary. The key is having a system:

  1. Friendly reminder at 3 days
  2. Direct follow-up at 7 days
  3. Firm request at 14 days
  4. Final notice at 21 days
  5. Demand letter at 30 days

Stay professional, document everything, and don't be afraid to escalate. Your work has value — fight for it.

Related: What to Do When a Brand Ghosts You | Kill Fee Clause

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