Polite debt chasing letter template for a UK invoice.

A polite debt chasing letter template.

First check that the invoice is still unpaid and that there is no open query. Replace each bracketed field with the correct details before sending.

Subject: Payment reminder for invoice [invoice number]

Dear [customer name],

Our records show that invoice [invoice number] for [amount] was due on [due date]. After checking the account, we have not matched a payment to this invoice.

If you have already paid, please reply with the payment date or remittance reference so we can check. Otherwise, please arrange payment by [date] using the details on the invoice. If you have a query or need to discuss the payment, reply to [contact name or email] so we can review it.

Kind regards,
[name]
[business]

This is a general reminder, not legal advice. Check the invoice and agreement before sending. If you intend to claim statutory interest, read the GOV.UK guidance for late commercial payments. For recurring invoice chasing, see SHVL's credit-control workspace for small businesses.

When to use a firmer payment reminder.

Start with a polite reminder once you have checked the agreed due date, recent payments and any invoice queries. Use a firmer follow-up when your earlier reminder has not resolved the overdue payment. Check any promised payment date before chasing again; if the customer has raised a dispute, review it before repeating the payment request.

Copy the draft below and replace every bracketed field. Choose payment and reply dates that fit the agreement and earlier correspondence; they are requests you make, not statutory deadlines. Check the outstanding amount and attach the original invoice before you send it yourself.

A firmer UK B2B payment reminder.

This is an ordinary payment reminder, not a formal letter before action. Review and edit it before sending. If you are considering legal action, get advice on the process for your circumstances. The GOV.UK court-claim guide for England and Wales explains that Scotland and Northern Ireland have different processes.

What the letter needs to make clear.

• Who owes the money and which invoice is overdue.
• The original amount, due date, and days overdue.
• The payment request and where the debtor should send queries.
• Any statutory-interest or fixed-compensation calculation you intend to rely on.
• A professional tone that still leaves room for disputes, allocation errors, or recent payments.

SHVL prepares drafts only. You should review every letter before sending, especially where the debt is disputed, the customer relationship is sensitive, or contract terms change the position.

Common chasing-letter questions.

Is a chasing letter different from a chase letter?

Usually not. UK finance teams use both phrases for the same task: a written reminder that asks a customer to pay or respond about an overdue invoice.

What does a letter chasing debt need to say?

It should make the commercial facts easy to check: invoice number, amount, due date, days overdue, payment request, and who to contact if the debtor has already paid or disputes the invoice.

Can I use one late payment chasing letter template for every debt?

A template helps with tone, but each debt still needs the right invoice number, due date, amount, days overdue, and any statutory interest or fixed-compensation figure. SHVL creates those draft details from the aged-debtors CSV so your team can review the pack.