Payment reminders · Guide for UK small businesses
How to politely remind clients to pay you
Scripts, templates and timing advice for tutors, personal trainers, cleaners and small businesses, so you get paid without the awkward conversation.
Why chasing payments feels uncomfortable
Most small businesses (tutors, personal trainers, childminders, cleaners) have ongoing relationships with their clients. Asking for money in person feels awkward because it mixes a professional transaction with a personal relationship.
The solution isn't to get better at awkward conversations. It's to move payment reminders out of the personal realm entirely, into professional, written communications that feel like normal business admin, not personal requests.
When to send payment reminders
7 days before due
First reminder
A friendly heads-up that payment is coming. Most clients pay at this stage. They simply forgot.
On the due date
Due date reminder
A short, neutral note that payment is due today. Include the invoice number, amount, and payment link.
7 days overdue
Overdue notice
Firmer in tone but still professional. State clearly that payment is now overdue and request payment by a specific date.
Polite payment reminder templates
First reminder (7 days before due)
Subject: Payment reminder: Invoice #[X] due [date] Hi [Name], I hope you're well. This is a friendly reminder that Invoice #[X] for £[amount] is due on [date]. You can pay securely via the link below: [Payment link] Please don't hesitate to get in touch if you have any questions. Best, [Your name]
Due date reminder
Subject: Invoice #[X]: payment due today Hi [Name], Just a quick note to let you know that Invoice #[X] for £[amount] is due today. Payment link: [link] Thank you, [Your name]
Overdue notice (7 days late)
Subject: Overdue: Invoice #[X], payment required Hi [Name], I'm following up on Invoice #[X] for £[amount], which was due on [date] and remains unpaid. Could you please arrange payment by [date + 5 days]? Payment link: [link] If there's an issue, please do get in touch and we can discuss. Many thanks, [Your name]
Frequently asked questions
How do I politely remind someone to pay me?
Send a short, professional email that states the invoice number, amount, and due date clearly. Keep the tone friendly but direct. Avoid apologising for chasing. You provided a service and payment is expected. Most clients simply forgot, so a reminder is all that's needed.
What do you say when chasing a payment?
Keep it brief: reference the invoice number, state the amount owed, confirm the due date, and provide a payment link. Example: "Hi [Name], I hope you're well. I'm just following up on Invoice #[X] for £[amount], which was due on [date]. Please find the payment link below." Avoid emotional language.
When should I send a payment reminder?
Send a first reminder 7 days before the due date, a second on the due date, and a third 7 days after if unpaid. For recurring clients, an automated reminder system handles this automatically so you never have to think about it.
How do I chase an invoice without damaging the client relationship?
Use professional, written reminders rather than verbal requests. It removes the social awkwardness entirely. Frame it as an admin process, not a personal request. Automated reminder software makes this even easier because the message comes from a system, not from you personally.
Need reminders for your own bills?
This guide covers chasing clients for payment. If you want help remembering your own bills (rent, council tax, MOT), we have a separate guide for that.
How to never miss a bill payment →Stop writing reminders manually
RemindToPay sends professional payment reminders automatically, so you never have to write one of these messages again. Free for up to 5 clients.
Payment reminder guides by profession: