How to politely request late payment from a government agency client
Late payment from a government agency client usually comes down to their process, not bad faith. Here's who pays, when, what tends to hold payment up, and a polite reminder you can send today.
Who pays, and when
A contracting officer or program manager approves. A central finance office pays. US federal agencies generally must pay proper invoices within 30 days under the Prompt Payment Act, and UK public bodies have 30-day payment rules too. State and local bodies vary.
Why payment runs late
Invoices that don't match the contract or purchase order exactly are often returned or put on hold.
Tips for chasing a government agency client
- Submit through the invoicing system or portal named in your contract.
- Match the contract number, line items and amounts exactly.
- Ask for the invoice reference or receipt number so you can track it.
Example reminder email
Subject: Quick reminder: invoice [number] Hi [first name], I hope all's well. Invoice [number] for [amount] was due on [date]. If it's already on its way, thank you, and please ignore this. The invoice matches the contract number and line items exactly. Has the invoice been received and accepted as a proper invoice? You can pay here: [payment link] Thanks, [Your name]