PoliteChaseHow to ask a client in China for an overdue payment
Quick answer
Send a short, friendly message in the language your contact uses. Name the project, the remaining amount and currency, and the agreed due date. Ask whether any documents are missing and request an expected payment date. Use the bilingual template below when both languages help the people handling the payment.
Check what is holding up the payment
A late payment tells you that the money has not arrived. It does not tell you why. Start by checking your own payment records and the date you actually agreed with the client. If there was no agreed date, ask about the payment schedule instead of calling the balance overdue.
For a client paying from China, the person who commissioned your work may be different from the person arranging the transfer. Ask your contact to confirm the next step with their finance team. Avoid guessing what their bank requires: the payer can tell you what is missing for this particular transaction.
- Confirm the exact outstanding balance, after any payments already received.
- Check the recipient name, currency and payment details you previously supplied.
- Ask whether finance needs a commercial invoice, the contract, or another document.
- Confirm who owns the payment request and when they expect it to be processed.
A screenshot can help identify an agreement or a previous payment, but do not assume it replaces every document the client may need. Offer the records you have and ask what else is required.
The email you can send today
Use the due-date sentence only when that date was agreed and has passed. The highlighted details are placeholders, not facts about your client.
Replace the highlighted details before sending, or customize a reminder for your situation.
What to avoid
× Don’t
Assume silence means refusal, or add fees and threats that were never agreed.✓ Do
Keep the amount precise, offer the missing records, and ask for a specific next step and date.Use the language your contact is comfortable with. A bilingual email can be useful when it will be forwarded internally, but it is not a requirement for every Chinese client. Keep the meaning consistent in both versions, particularly the amount, currency and date.
If they reply
They give you a payment date. Thank them, record the date, and pause reminders until you have checked the account after that date. A promise is not the same as money received.
They say the payment was sent. Ask for the payment date, amount, currency and transfer reference. Compare those details with your account before marking the balance paid. Avoid asking them to send the money again while you investigate.
They ask for documents. Confirm exactly which document is needed, who should receive it and whether anything else is blocking payment. After supplying it, ask for the revised expected payment date.
They dispute the amount. Pause the normal reminder sequence. Compare the agreed scope and payment history, identify the difference, and confirm the next step in writing.
FAQ
Should I always send both languages?
No. Follow the language used in your working relationship. The bilingual version is an option when it helps your contact or the finance team. Have unfamiliar wording checked before you send it.
What if I never issued an invoice?
You can still start a factual conversation about an agreed payment. Refer to the project and the records you have, then ask what the client needs to process it. See the no-invoice guide.
How long should I wait before writing again?
Use the date the client confirms and check your payment account first. If that date passes without an update, send a brief follow-up referring to the agreement. If there is a reply or a dispute, handle it before continuing a routine sequence.