Polite But Firm: Follow-Up Scripts That Get You Paid

You’ve done the work. The invoice is 30 days overdue. And you’re still waiting for a phone call back.

Most tradies hate chasing money. It feels awkward, confrontational, and frankly, not worth the emotional energy when you’ve got jobs queued up. But here’s the thing: silence doesn’t work. Neither does angry.

What works is a clear, professional follow-up—one that signals you’re serious without burning bridges or sounding like a debt collector. This post gives you ready-to-use scripts for different stages of non-payment, plus what to do when polite stops being enough.

Why Follow-Up Scripts Matter

Before we get to the words, let’s be honest about why this matters. A lot of payment delays aren’t malice—they’re chaos. The head contractor hasn’t passed the cash down yet. The admin team misfiled your docket. The decision-maker is in Perth for a week.

A clear, firm follow-up does three things:

• Cuts through the noise and gets your invoice in front of the right person
• Shows you’re organised and serious (which makes you harder to ignore)
• Creates a paper trail that matters later if you need it

In Australian construction, the Security of Payment Acts (NSW SOP Act 1999, QLD BIF Act 2017, VIC SOP Act 2002, and equivalent in other states) exist partly because payment chasing used to be a nightmare. But those Acts only help if you’ve tried reasonable steps first. A documented follow-up proves you did.

The Scripts: Day 15 to Day 45

Day 15 (Friendly reminder):

“Hi [name], just following up on invoice [number] dated [date] for AUD$[amount]. Happy to resend if you need it. Let me know if there’s anything you need from us to process payment. Cheers.”

Keep it short. Assume incompetence before malice. No drama.

Day 30 (Still friendly, but clearer):

“Hi [name], invoice [number] is now 30 days overdue. I haven’t heard back from my previous message. Can you confirm you’ve received it and let me know what’s holding up payment? If there’s a dispute or issue with the work, I’d rather sort it out now. Otherwise, I’ll need payment by [specific date, e.g. 7 days from now]. Cheers.”

This one does two jobs: it asks if there’s a real problem (scope, quality, whatever), and it sets a deadline. A soft one, but a deadline.

Day 45 (Firm):

“Hi [name], invoice [number] dated [date] remains unpaid. That’s now [X] days overdue. I’ve followed up twice without response. Payment was due on [original terms]. I need this resolved by [date, 7 days out]. If I don’t hear from you by then, I’ll have no choice but to pursue formal recovery. Please confirm receipt of this message. Cheers.”

Notice the language shift. “I’ll have no choice but to pursue formal recovery” is honest and direct—not a threat, just a fact. By day 45, you’re done being soft.

Escalation: When Politeness Isn’t Enough

If you’ve sent three follow-ups and heard nothing—or you’ve heard excuses but still no payment—it’s time to shift tactics.

1. Pick up the phone. Text and email are easy to ignore. A voice call isn’t. Call the project manager, the site supervisor, or whoever signed off on your work.
2. Go to the top. If the direct contact won’t answer, email the head contractor’s finance manager or director. Keep it professional, but escalate.
3. Document everything. Every call, every email, every date. Write it down. Screenshot confirmations. This matters.
4. Consider your legal options. If the debt is over AUD$1,000 (thresholds vary by state), most Australian states have fast-track adjudication under their Security of Payment legislation. It’s faster and cheaper than court, and the respondent has tight timeframes to respond. You can file a payment claim online yourself—you don’t need a lawyer to start the process.

The beauty of the Security of Payment Acts is that they move fast. In NSW, for example, the head contractor has 10 business days to issue a payment schedule once they receive your claim. They can’t just ignore it. That speed is designed to stop exactly what you’re experiencing—endless waiting.

Tone Matters: The Balance Between Friendly and Firm

Here’s what to avoid:

• Passive-aggressive: “I guess you’re not going to pay me.” (Makes them defensive, not helpful.)
• Emotional: “I can’t believe you’d do this to me.” (Not professional. Weakens your position.)
• Vague threats: “You’ll regret this.” (Sounds dodgy. Don’t do it.)
• Over-apologetic: “Sorry to bother you again, but…” (You’re not bothering them. They owe you.)

Instead, aim for what we call “polite but firm”: respectful language with zero ambiguity about what you want and by when. You’re not their mate right now. You’re a creditor owed money.

The magic of this tone is it works because it’s not personal. It’s business. And most decent operators respond to that.

One Final Thing: Know Your Rights

You don’t need a lawyer to understand that Australian construction law is built to protect you. Every state has a Security of Payment Act that says: contractors and subcontractors have the right to progress payments, the right to a clear payment schedule, and the right to adjudication if there’s a dispute.

Your follow-up scripts are step one. Your documented attempts to resolve it are step two. If those don’t work, formal recovery—whether through adjudication or other means—is step three. You’re entitled to all of it.

Start with the scripts. Be clear, be consistent, and be documented. It works more often than you’d think. And if it doesn’t, you’ve got options.