Got a client who’s late on their payment by three weeks. We’ve worked well together, so I want to nudge them without coming off as too aggressive.
I usually shoot them a quick “just checking in” email, but I’m curious if there are other ways to handle this that maintain a professional yet friendly vibe.
I just send another copy of the invoice with “second notice” on it. Most people pay up after that.
If they are late on payment, let them know you can’t start the next job until the last one is settled. This gets their attention since they want their project going. If no new work is coming, just send one last email with the invoice. Use a clear subject line like ‘Final Notice - Payment Required.’ If they don’t respond, you may need to consider collections.
I just show up for the next job reminder.
I usually wait until I have something else to talk to them about, then slip it in naturally. Like if I’m sending project updates or asking a quick question, I’ll add a line like “Also, just wanted to check if you received the invoice from a few weeks back.”
This way it doesn’t feel like a standalone nag email. It’s just part of regular business chat.
If there’s nothing else to discuss, I send a really short message:
Keep it light and assume good intentions. Most people aren’t trying to stiff you, they’re just swamped or it slipped through the cracks.
I avoid words like “overdue” or “outstanding” in the first reminder. Sounds too formal and can make things awkward.
I send a simple text message if I have their number. Something like “Hi [name], just following up on the invoice from [date]. Let me know if you need me to resend it.”
Texts get read faster than emails and feel less formal. Plus it shows I’m being reasonable about it.
If texting isn’t an option, I just forward the original invoice email with “Following up” in the subject line. No need to write a whole new message.
I call them instead of emailing. Something about a voice makes it more personal and harder to ignore.
Usually go with “Hey, just wanted to touch base about the invoice from last month. Is everything okay on your end?” This way I’m not being pushy but also checking if there’s an actual issue.
Most of the time they just forgot or had some cash flow hiccup. The phone call usually gets me paid within a week.
If calling feels weird, I add the overdue invoice as an attachment to any other business email I send them. Like if we’re discussing a new project, I’ll mention “Oh, and I attached that outstanding invoice just as a reminder.” Feels more natural than a separate nag email.