How to politely request late payment from a school client
Late payment from a school 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
The school business manager or bursar. In districts or trusts, a central finance office. Payments usually need a purchase order and follow the school's financial year.
Why payment runs late
Invoices without a PO, or sent near the end of term or the financial year, are often delayed.
Tips for chasing a school client
- Get a PO number before starting work, and put it on the invoice.
- Avoid chasing during school holidays, when offices may be closed.
- Ask whether you need to be registered as a supplier with the district or trust.
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. I've included the purchase order number so it can be matched quickly. Is there a purchase order number I should add to the invoice? You can pay here: [payment link] Thanks, [Your name]