If a client hasn't paid on time, stay calm and professional. Most late payments are simple oversights, and a friendly reminder usually works. The key is to increase formality gradually while maintaining the client relationship.
Can you ask for payment while maintaining the relationship?
Yes. The majority of clients appreciate a polite reminder. They may have simply forgotten, be waiting for their own invoices to be paid, or have your email buried in their inbox.
A professional, graduated approach lets you collect payment without damaging the working relationship.
Start friendly (days 1-7)
Keep your tone light and helpful. A short message works best:
"Hi [Name], I just wanted to send a quick reminder in case the invoice has been overlooked. Could you let me know when payment might be made?"
Include the invoice number, amount, due date, and payment link so it's easy to action.
Be polite but clear (days 7-30)
If there's still no payment, follow up politely but more directly:
"Hi [Name], I'd appreciate your prompt attention to this overdue payment. Please confirm when we can expect the transfer for invoice [#1234], due on [date]."
Avoid frustration in your tone; keep it factual and professional.
Get firm (days 30-60)
By now, your message should sound firmer and more formal:
"This payment is now [X] days overdue. Please arrange settlement within the next seven days to avoid further action."
Mention any late fees or next steps, and record all communication.
Send a final notice (60+ days)
When payment is seriously overdue, use clear, formal wording:
"Final notice before legal action. Unless full payment is received within seven days, we'll begin recovery proceedings."
Keep a full record of all emails and messages. This may be useful evidence later if the matter proceeds to court.
If the final notice doesn't work, the next step is a formal Letter Before Action, which is required under the Pre-Action Protocol for Debt Claims before you can file a court claim.
Common excuses and how to respond
"I never received the invoice." Resend it immediately with a read receipt or a request for confirmation.
"I'm waiting for payment from my client." Ask for a firm date and confirm it in writing.
"I can't pay in full right now." Offer a simple payment plan and agree it in writing.
How Garfield helps
Garfield automates polite payment reminders for you. It sends friendly chasers first, then increases the formality if no payment is received. Every email and letter is time-stamped, and worded to protect your professionalism, right up to court filing if needed.
That means less stress, faster payments, and no awkward conversations.