Check the invoice before chasing
Confirm the legal customer name, invoice reference, amount, agreed terms, due date, delivery evidence and payment details. Check for credits, part-payments or a genuine dispute.
If the invoice or bank details were wrong, correct them before treating the account as a recovery case.
- Contract or accepted quote
- Invoice and agreed payment terms
- Proof that the work or goods were supplied
- Any complaint, credit note or payment promise
Start with a clear reminder
State what is owed, when it was due and how to pay. Ask for a specific payment date or a written explanation of any dispute. Keep the tone professional and give the customer an easy way to respond.
Record the sent message, delivery status and every reply. A complete timeline is more useful than scattered screenshots.
Escalate the wording, not the emotion
If a friendly reminder is ignored, move to a firmer demand that repeats the facts and sets a reasonable response date. Do not invent legal powers, court outcomes or charges.
Before mentioning statutory interest or recovery costs, confirm that the payment is a qualifying commercial debt and check the contract and current official guidance.
Prepare before external escalation
Keep the contract, invoice, delivery evidence, reminders, replies, call notes and payment promises together. If the debt remains unresolved, review the applicable pre-action steps and consider professional advice for disputed, high-value or cross-border matters.