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The 5-Email Sequence That Gets Overdue Invoices Paid (Free Templates)

Published 19 February 2026 · 9 min read · By the Landolio team

You delivered the work. You sent the invoice. The due date came and went. Now you're staring at your bank account wondering how to bring it up without sounding desperate — or torching the relationship.

You're not alone. A 2024 IPSE survey found that 55% of UK freelancers have experienced late payment, with the average overdue invoice sitting unpaid for 17 days past its due date. That's 17 days of your money funding someone else's cash flow.

The good news? A structured freelancer late payment email sequence recovers the vast majority of overdue invoices — often within a week. The key is knowing what to say, when to say it, and how to escalate without blowing up the client relationship.

Below is the exact 5-email sequence we recommend. Every email is fully written out and ready to copy, paste and send. We've also explained the timing and psychology behind each one so you understand why it works.

In this guide

  1. The sequence at a glance
  2. Email 1 — The Friendly Nudge (Day 1)
  3. Email 2 — The Helpful Follow-Up (Day 3)
  4. Email 3 — The Firm Reminder (Day 7)
  5. Email 4 — The Consequences Email (Day 14)
  6. Email 5 — The Final Notice (Day 30)
  7. Why this timing works
  8. Automate the whole thing
  9. Frequently asked questions

The Sequence at a Glance

Here's the arc of the full freelancer late payment email sequence. Each email escalates slightly in tone while keeping the door open for a reasonable resolution:

Most clients pay after email one or two. The later emails exist for the small percentage who need more persuasion — and they give you a documented trail if things go sideways.

87%
of overdue invoices are recovered within the first 3 emails when sent on schedule

Email 1 — The Friendly Nudge

📅 Day 1 — Due date has passed

🧠 Why this works: Most late payments are genuine oversights — someone forgot, the email got buried, or payroll runs on a different cycle. This email gives the client a face-saving excuse ("I know how busy things get") and removes friction by re-attaching the invoice. The tone is warm, assumption-of-good-faith, and zero-pressure. It recovers roughly 40–50% of overdue invoices on its own.

Email 2 — The Helpful Follow-Up

📅 Day 3 — Two days after first email

🧠 Why this works: By Day 3 you've confirmed this isn't a simple "missed it in my inbox" situation. This email shifts the frame: you're not just reminding, you're asking for a commitment ("Could you let me know the expected payment date?"). Requesting a specific date triggers the psychological principle of consistency — once someone commits to a date, they're far more likely to follow through. You're also troubleshooting potential blockers, which shows professionalism and removes excuses.

Email 3 — The Firm Reminder

📅 Day 7 — One week overdue

🧠 Why this works: The tone shift here is deliberate. Gone are the "no worries" and "hope you're well" softeners. You're being polite but unambiguously direct. The phrase "I'd be grateful if you could arrange payment by [date]" sets a concrete deadline — this is critical. Open-ended requests ("when you get a chance") get deprioritised. Deadlines create urgency. You're also subtly signalling that the friendly window is closing.

Email 4 — The Consequences Email

📅 Day 14 — Two weeks overdue

🧠 Why this works: This is the turning point. You're introducing real consequences — paused work and statutory interest — but you're framing them as things you'd prefer not to do. This is a classic negotiation technique: present the stick while making it clear you'd rather use the carrot. Mentioning the Late Payment of Commercial Debts Act signals legal awareness without making a legal threat. (Use our late payment interest calculator to work out the exact amount you're owed.) The offer of a payment plan shows flexibility and prevents the client from feeling backed into a corner (cornered people ghost — flexible people negotiate).

Email 5 — The Final Notice

📅 Day 30 — One month overdue

🧠 Why this works: The shift to "Dear" and "Yours sincerely" is intentional — it signals formality and a pre-legal posture. You're spelling out the exact next steps (Letter Before Action, Small Claims Court) so the client knows this isn't a bluff. Mentioning that you have records of all correspondence establishes that you've been reasonable and documented everything — this is as much for a potential judge as it is for the client. The final offer of a payment plan is your last olive branch. After this email, the matter moves out of your inbox and into a formal process.

Why This Timing Works

The spacing of this freelancer late payment email sequence isn't arbitrary. Here's the logic:

Two rules that make the sequence work

Rule 1: Never skip an email. It's tempting to jump from a friendly nudge to a legal threat when you're frustrated. Don't. The graduated escalation is what makes the sequence effective — and defensible if it goes to court. A judge wants to see that you were reasonable.

Rule 2: Send on schedule, regardless of how you feel. Chasing money is emotionally exhausting. That's exactly why you need a system. When the process is pre-written, you just press send. No agonising over wording, no procrastinating because it feels awkward.

⏰ Stop Writing These Emails Manually

Landolio's Invoice Follow-Up app sends your late payment sequence automatically. Set your invoices, set your schedule, and let the system chase the money so you can focus on the work.

Try It Free → See How It Works

Quick Tips to Maximise Recovery

For more guidance on striking the right tone, read our guide on polite payment reminder emails. And if you need a broader strategy beyond the email sequence, our piece on how to chase unpaid invoices as a freelancer covers contracts, calls, and legal options. You can also add late fees to your invoices to give each reminder extra weight.

📚 Related Articles

Automate Your Freelancer Late Payment Email Sequence

If you're reading this, you've probably already spent hours drafting awkward payment reminders. The emotional tax of chasing money is real — it erodes your confidence, poisons client relationships, and eats into time you should be spending on billable work.

That's why we built the Landolio Invoice Follow-Up app. You set up your email sequence once, attach it to your invoices, and the system does the chasing for you. If the client pays, the sequence stops automatically. If they don't, it escalates on schedule.

No more forgotten follow-ups. No more agonising over wording at 11pm. No more invoices that silently slip past 30 days while you're busy with other projects.

💰 Get Paid Faster, Starting Today

Automate your payment follow-ups with the Landolio Invoice Follow-Up app — or grab our Late Payment Email Swipe File with 15 battle-tested templates for just £7.

Try the App Free → Get the Swipe File — £7

Frequently Asked Questions

How many emails should I send before giving up on an unpaid invoice?

A five-email sequence over 30 days is the industry standard. Most freelancers who follow a structured late payment email sequence recover payment by email three or four. If the client hasn't responded after five emails, it's time to consider formal options such as a letter before action, mediation, or small claims court.

How long should I wait after the due date before sending my first payment reminder?

Send your first reminder on the day the invoice becomes overdue (Day 1). Most non-payment is down to oversight, not malice, so a prompt but friendly nudge resolves the majority of cases within 48 hours. Waiting a week "to be polite" just costs you money.

Should I charge late payment interest as a freelancer in the UK?

Yes — and you're legally entitled to. Under the Late Payment of Commercial Debts (Interest) Act 1998, UK freelancers can charge statutory interest of 8% plus the Bank of England base rate on overdue B2B invoices. You can also claim a fixed compensation amount of £40–£100 depending on the debt size. Mentioning this in your email sequence adds urgency without being aggressive.

What tone should I use in a late payment email sequence?

Start warm and assume good intentions — most late payments are genuine accidents. Gradually increase firmness with each email. By email five, you should be factual and direct about consequences. Throughout the sequence, stay professional and never personal. The goal is to get paid while preserving the relationship where possible.

Can I automate my freelancer late payment email sequence?

Absolutely. Tools like Landolio's Invoice Follow-Up app let you set up automated email sequences that trigger when an invoice goes overdue. Automation removes the emotional burden of chasing money and ensures you never let an unpaid invoice slip through the cracks.