Why Start With a Polite Reminder?

When an invoice goes unpaid, it’s tempting to jump straight to formal letters or even legal threats. But most people don’t set out to avoid payment. Life gets busy, cashflow can be tight, and sometimes an invoice simply slips through the cracks. By sending a gentle nudge, you show respect, keep the conversation open, and often get paid without drama.

This approach is especially useful if:

• You’ve sent an invoice and a couple of reminders, but haven’t had a reply.

• You want to avoid damaging a business or personal relationship.

• You’re not ready to go formal with a Letter Before Action (LBA) or court claim.

Copy-and-Paste Template

Here’s a template you can use straight away. Just fill in the blanks and send by email or post.

Subject: Friendly reminder – unpaid invoice [INV-XXXX] due [DD Month YYYY]

Dear [Name],

I hope you’re well. I’m getting in touch to chase the outstanding amount of £[amount] for invoice [INV-XXXX], which fell due on [date].

Could you please confirm:
- If payment has already been made (and when)?
- If there’s any issue with the invoice or the product/service that we should resolve?

Payment details:
[Bank name]
[Account name]
[Sort code / Account number / Reference]

If you need a short payment plan, I’m happy to discuss options.

This is not a formal letter before action and no court claim has been issued. I’d be grateful for your reply by [7 calendar days from today].

Kind regards,  
[Your name]  
[Role / Company]  
[Phone / Email]

How to Make Your Reminder Effective

Keep your message short, kind, and specific. The goal is to make it easy for the other person to pay, or to let you know if there’s a problem. Avoid vague requests like “please pay soon”—set a clear date for reply, usually seven days from sending. This gives you a natural point to follow up or escalate if needed.

Example:
Imagine you’re a self-employed decorator. You finished a job for a local café, sent your invoice, and two weeks have passed with no payment. You send the above template, and the café owner replies: “Sorry, we’re waiting for a big payment ourselves. Can we pay half now and the rest in two weeks?” You agree in writing, and the debt is settled without any formal action.

Details to Consider

• Bank Details: Always include your payment information. If you’re chasing a friend or family member, you might just ask for a bank transfer, but for business debts, be precise.

• Reference: Make sure the payment reference is clear so you can match payments easily.

• Payment Plan: If you’re open to instalments, say so. Many people appreciate flexibility, especially if they’re struggling.

• Deadline: A seven-day reply window is standard. It’s long enough to be reasonable, but short enough to keep things moving.

Common Pitfalls

• Aggressive Tone: Starting with threats or demands can make people defensive and less likely to pay. Keep it friendly and factual.

• Missing Details: If you forget to include your bank details or payment reference, you risk delays or confusion.

• Vague Deadlines: If you don’t set a clear date for reply, you may end up chasing repeatedly, which is frustrating for everyone.

What Happens Next?

If the debt is paid, send a receipt and thank the person. This closes the loop and leaves a positive impression. If you don’t get a reply or payment by your deadline, you’re in a strong position to escalate. The next step is usually a formal Letter Before Action, which sets out the debt and gives a final chance to pay before court proceedings.

Example:
A freelance web designer sends a polite reminder for a £600 invoice. The client replies, saying they’re unhappy with part of the work. The designer offers to fix the issue, and payment is made once resolved. If the client hadn’t replied, the designer would have sent a formal LBA, attaching the invoice and a clear deadline.

Why This Approach Works

Most people want to do the right thing, but circumstances can get in the way. By starting with a friendly reminder, you show you’re reasonable and open to dialogue. You also create a clear paper trail, which is vital if you ever need to prove your efforts in court.

This method is especially useful for sole traders, small businesses, and anyone lending money informally. It’s also a good way to keep things civil with neighbours, friends, or local contacts—nobody wants to fall out over money if it can be avoided.

Relatable Scenarios

• Neighbourly Loan: You lent £200 to a neighbour for emergency repairs. After a month, you send a gentle reminder. They apologise and pay back in full.

• Small Business Invoice: Your cleaning business invoices a local shop. After no reply, you send the template. The shop owner calls to explain a delay and pays within a week.

• Family Member: You helped a relative with moving costs. A friendly nudge by text or email gets the conversation started, and you agree a payment plan.

What If You Need to Escalate?

If the polite reminder doesn’t work, don’t worry. You’ve set the tone, kept things professional, and created a record of your efforts. The next step is a formal Letter Before Action, which is more serious but still gives the debtor a chance to pay before things get legal.

If you do end up in court, having a clear record of your reminders and offers to resolve will help your case. It shows you’ve acted fairly and given every opportunity to settle.

Caira: Your Debt Recovery Companion

Caira is backed by tens of thousands of legal documents and updated weekly, making it a reliable source for practical, up-to-date information. Unlike generic websites or chatbots, Caira’s responses are grounded in real cases and current law, so you can feel confident navigating debt recovery yourself.

Disclaimer:
This article provides general information for England and Wales only. It’s not legal advice. If you have a specific situation or want feedback on your draft letter, you can upload it to Caira for instant, practical suggestions.

By starting with a friendly, clear reminder, you give yourself the best chance of resolving debts quickly and amicably. If you need to take things further, you’ll have a solid foundation and a clean record of your efforts.