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Here’s my quick guide (plus a copy-and-paste email template) for asking for payment without making it weird.
Rachel Meltzer
Late client payments aren’t just inconvenient—they can seriously disrupt your cash flow and put you in an awkward spot. As a freelancer, you rely on timely payments to pay your own bills and keep your business running smoothly.
The good news? Most late payments aren’t malicious. Your client may have forgotten entirely or passed your invoice to their accounts payable department without telling you about their payment schedule.
Either way, you can—and should—confront them. The key is to do it clearly, professionally, and without letting emotions take over.
Here’s my quick guide (plus a copy-and-paste email template) for asking for payment without making it weird.
How to Confront a Client About a Late Payment
1. Gather Your Information
Before you write a single word, make sure you have:
- The original due date of the payment
- The link or attachment to the invoice
- The correct point of contact (sometimes it’s your client, other times it’s their accounts payable team)
2. Be Direct and Clear
Your message should:
- State that the payment is late
- Remind them of the due date
- Ask when you can expect payment
Avoid filler words and phrases that make your email sound uncertain or apologetic. Words to delete include:
- “I think…”
- “Can you…”
- “I just…”
Instead, say what needs to be said and stop talking—give the client space to respond.
3. Remove Emotion
It’s easy to get frustrated when money is late, but the less emotion in your email, the better. Keep it firm, polite, and concise.
4. Use a Clear Subject Line
A subject line like this sets the right tone and gets noticed:
Important: Late Payment for [Your Name]
Email Template for Late Client Payments
Subject:
Important: Late Payment for [Your Name]
Body:
Hi [Client Name],
I need to let you know that your payment for [project name] was due on [due date].
Please complete this payment as soon as possible.
Thank you,
[Your Name]
If no payment after 5 days:
Replace “Please complete this payment…” with:
“When can I expect this payment?”
Why This Works:
The fewer words you use, the better. You’re not over explaining, apologizing, or making it about anything other than the fact that you are owed money for completed work.
FAQs About How to Handle Late Payments
Q: How long should I wait before sending a late payment email?
A: If your payment terms specify a due date, you can send a reminder the next day. If you didn’t specify terms, a 3–5 day grace period is reasonable.
Q: What if the client still doesn’t pay after my follow-up?
A: Send one final reminder with a firm deadline and note that you may pause work until payment is received. If they continue to ignore you, you may need to escalate—either by hiring a collections agency or seeking legal advice.
Q: How do I prevent late payments in the future?
A: Always use contracts with clear payment terms. Consider requiring a deposit before starting work or setting up milestone-based payments.
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