Every owner has one: the customer who was lovely on the day and silent ever since. Chasing money feels awkward, so most of us wait too long. These three short messages make it easier. Copy one, change the names and amounts, and send it.
The three templates#
1. Friendly (a few days after the due date)
> Hi [name], hope all is well. Just a quick note that invoice [number] for [job], €[amount], was due on [date]. It may simply have slipped through. You can pay to [account details]. Thanks very much! [your name]
2. Firm (about two weeks late)
> Hi [name], I'm following up on invoice [number] for €[amount], which is now two weeks overdue. Could you let me know when I can expect payment? If something about the job isn't right, please tell me so we can sort it out. Thanks, [your name]
3. Final (a month or more late)
> Hi [name], invoice [number] for €[amount] is now [X] weeks overdue and I haven't heard back. Please pay by [date, about 7 days from now]. If I don't receive payment by then, I'll have to pass it on for collection. I'd much rather settle this directly with you. [your name]
A few tips from owners
- Put the payment due date and your bank details on every invoice, so nobody can say they didn't know.
- Send reminders on a fixed schedule, not when you happen to feel brave.
- Keep it about the invoice, not the person. Calm and short works better than angry and long.
- Check what late-payment rules apply in your country before you threaten collection or charge interest.
Got a version that works for you? Share it in the community so other owners can use it too.