James
Founder, PayReady
James spent 20 years developing software and apps for Johnson and Johnson, Disney, and Eli Lilly before building PayReady for the tradesmen he saw drowning in paperwork.
Writing a payment reminder is simple in theory and uncomfortable in practice. Most tradesmen either delay sending them or send something that damages the customer relationship. Both outcomes leave money unpaid.
This guide gives you the exact words for each stage of the chasing process, from the first gentle nudge to the final notice - so you can copy, adjust, and send in under two minutes.
Why written reminders work better than phone calls
Phone calls put both parties under immediate pressure. You feel awkward. The customer feels cornered. Neither of you has time to think.
Written reminders - by WhatsApp, email, or text - are more effective because:
- You control the tone. Write it when you are calm, read it back before you send it.
- There is a paper trail. Every message is timestamped and recorded.
- The customer can respond when it suits them - less friction often means faster payment.
- You can send the same professional format every time, not a different conversation depending on your mood.
The three-tone system
Match your tone to the stage:
| Stage | Tone | When to send |
|---|---|---|
| 1 | Friendly | On or just after the due date |
| 2 | Firm | 7 days after the friendly reminder with no response |
| 3 | Final notice | 14 days after the friendly reminder with no payment and no communication |
Message 1: the friendly reminder
Assume good faith at this stage. Most invoices that are a few days late are genuine oversights. Keep it short, professional, and easy to respond to.
Hi [Name], just a quick note - invoice [number] for [amount] was due on [date]. Happy to resend the bank details if helpful. Thanks, [your name]
What makes this work:
- No accusation - assumes it got missed.
- Offers something practical (bank details) that removes a possible friction point.
- Under 30 words. Gets read on a phone screen.
Message 2: the firm follow-up
Send this 7 days after message 1 with no response. The tone shifts from friendly to clear. A direct question forces a reply.
Hi [Name], following up on invoice [number] for [amount], now 7 days overdue. Could you let me know when this will be settled? Thanks, [your name]
“When will this be settled?” is harder to ignore than a statement. It asks for a specific commitment.
Message 3: the final notice
Send this 14 days after your first message if there has been no payment and no communication. The tone is professional but unambiguous.
[Name], invoice [number] for [amount] is now 14 days overdue and I have not received a response to my previous messages. Please make payment by [date 7 days away] or contact me to make arrangements. If I do not hear from you, I will pursue the matter through the options available to me.
“Options available to me” is deliberate. It refers to your legal rights without being aggressive. For B2B invoices in Ireland, you have statutory rights to interest and compensation under S.I. 580/2012. In the UK, under the Late Payment of Commercial Debts Act 1998. See the full guides on late payment rights in Ireland and in the UK.
What if they dispute the invoice?
If a customer raises a dispute after receiving a reminder, do not react immediately. Ask them to put the concern in writing:
Thanks for coming back to me. Could you send me the specific concern in writing so I can address it properly? I want to make sure we resolve this fairly. [Your name]
This filters bad-faith delaying tactics. A genuine dispute produces specific detail quickly. A delay tactic produces vagueness.
What if they offer a partial payment?
Accept it without implying the remaining balance is forgiven:
Thanks for the partial payment - received. The remaining [amount] is still due by [date]. [Your name]
How PayReady handles payment reminders
The reason most tradesmen do not chase invoices is friction. Writing a message from scratch when you are tired after a day on the tools is a task that gets pushed to “later.” Later becomes never.
PayReady flags overdue invoices and PayReady AI drafts the reminder in the right tone for the stage you are at. You read the draft, adjust if needed, and tap send. Every message goes out in your voice, with your decision - PayReady AI writes it, you always approve it before it is sent.
Get early access - it's free. Or read the full strategy guide on how to chase late payments as a tradesman.
Sources
- Late commercial payments - charging interest and debt recovery - GOV.UK
- Late payment in commercial transactions - citizensinformation.ie
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