Sending payment reminders is about timing, tone, and persistence. Most people pay after a friendly nudge, but if they don't, you need to escalate gradually until they take it seriously.
When to send reminders
First reminder: 1-3 days after due date Keep it brief and friendly. Assume it's an oversight.
Second reminder: Around day 7 Polite but more direct. Ask for confirmation of when they'll pay.
Third reminder: Day 14 More urgent tone. Make it clear this is overdue.
Firm reminder: Day 21-30 Mention consequences if payment isn't made soon.
Final email: Day 30-45 Serious tone. Warn that legal action is next.
Letter Before Action: Day 45-60 Formal legal demand sent by trackable post.
Court action: Day 60+ If they still haven't paid, file a small claims court claim.
What channel to use
Email works best for the first few reminders. It's quick, creates a paper trail, and most people will see it.
Phone calls are useful after two unanswered emails. You might find out there's a genuine problem (like a disputed invoice or cash flow issue).
Postal mail is essential for the Letter Before Action. Courts expect proof of delivery, so use Recorded Delivery or Signed For.
When to send (timing matters)
Send reminders Tuesday to Thursday, mid-morning (10-11am) or early afternoon (2-3pm). Avoid:
- Monday mornings (inbox overload)
- Friday afternoons (weekend mindset)
- Weekends (unprofessional and easy to miss)
Don't send multiple reminders in one day; that's harassment. Stick to weekly follow-ups once payment is overdue.
What to include in every reminder
- Clear subject line: "Payment reminder - Invoice #12345"
- Invoice number, date, amount, and due date
- How many days overdue it is
- Payment instructions (bank details, payment link)
- Specific deadline: "Please pay by January 15th"
- Attached PDF copy of the invoice
Keep records
Track everything: what you sent, when, any responses, and promises made. If this ends up in court, you'll need evidence that you chased payment properly.
How Garfield helps
Garfield automates the entire reminder process. It sends your first reminder 3 days after the due date, then escalates every 7-10 days with gradually firmer wording. It handles email, SMS, and postal letters, tracks every interaction, and escalates to court filing when needed, saving you hours of admin and awkward follow-ups.