Shopper ghosting and late funds are unlucky realities for a lot of contractors and freelancers. I’ve skilled this and know freelancers who struggled with late funds of as much as $4,000.

A technique I forestall a repeat of this ugly scenario is by having a contract and utilizing cost reminder e mail templates. These templates save me time and maintain me skilled whereas guaranteeing shoppers keep accountable.
Desk of Contents
Why Is Sending a Fee Reminder Electronic mail So Painful?
Sending a cost reminder e mail looks like strolling on eggshells. It’s awkward, irritating, and draining. I recall one time I needed to ship a number of follow-up emails earlier than getting paid after two weeks. It was brutal!
In right this moment’s inflation-ridden world, ready for cost isn’t simply inconvenient — it’s demanding. My landlord doesn’t care {that a} consumer is late for cost. Neither do insurance coverage firms or the subscriptions that hit my account month after month. Chasing down funds, on prime of all the pieces else, is infuriating.
For the consumer I discussed above, I needed to tread rigorously. I didn’t wish to injury the connection I labored so arduous to construct or jeopardize future tasks and referrals. This balancing act is one which 59% of freelancers — who’re collectively owed $50,000 or extra in late funds — know all too nicely. Defaulting shoppers power these freelancers to determine between maintaining the peace or pushing tougher for cost and danger shedding them. It’s weird!
The worst half isn’t simply the cash — it’s the psychological toll. Every follow-up e mail is a reminder that point is slipping away. And because the odds of shedding the cash improve, your anxiousness may spike, impacting your capacity to ship excellent work in your present tasks.
The best way to Get Over the Worry of Asking for Fee
Asking for a cost can really feel intimidating, particularly for freelancers and contractors who’ve much less pores and skin within the recreation. I keep in mind after I was nonetheless hustling on a contract platform. I delivered a challenge, and the consumer didn’t pay. To keep away from coming off as pushy, I despatched skilled e mail reminders.
The response? None.
I needed to discover the small print of this consumer on-line and gave him a — surprise-surprise 😁 — name. After getting the cost, I felt relieved. However you realize what I realized? The necessity for a contract.
When you and a consumer signal a contract, you ship the work and the consumer pays. Getting paid is just part of the settlement. This mindset shift helps you to view cost requests as enterprise communication, not a confrontation. My contract outlines expectations upfront, so when the time for cost comes, requesting or getting it with out asking is a pure subsequent step.
One other means I recover from the worry of asking for cost is by detaching my feelings from the scenario. I discard ideas like:
- “I don’t wish to lose this consumer.”
- “What in the event that they assume I’m being troublesome?”
- “Received’t I seem ungrateful for his or her enterprise?”
These ideas shouldn’t cease me (otherwise you!) from sending essential follow-up emails. It’s a enterprise relationship and each events must honor their half.
Give it some thought: Many purchasers gained’t shy from venting their frustration in case you miss a deadline or ship a challenge that misses the mark. Is that this acceptable? 100%. And because the idiom goes, “What is sweet for the goose is sweet for the gander.” So if a consumer can vent, you’ll be able to as nicely — offered you persist with skilled, well mannered language.
The underside line about requesting your cost is that it’s simply enterprise; while you see it this manner, the worry of asking in your hard-earned cash disappears.
The best way to Ask for Fee Professionally
Being proactive is what will get you paid. Listed below are seven methods to ask in your cost whereas maintaining communication skilled. I like to recommend contemplating them within the order I offered since they’re supposed that can assist you escalate cost points step-by-step.
1. Begin asking early.
By no means wait till the due date earlier than sending your bill.
For example, as soon as I full a consumer’s challenge, I ship each the deliverables and my bill with a well mannered message.
By setting expectations early, I let the consumer know that cost is a part of the workflow and never an afterthought.
2. Ship a reminder a number of days earlier than the due date.
There was a sure consumer I labored with for months and I by no means thought he’d slip up on paying.
Newsflash: He did.
I do not solely fault this consumer as a result of he may need gotten busy, forgot to schedule the cost, or didn’t put a reminder in his calendar.
Causes like these necessitate a cost reminder e mail a number of days earlier than the due date. This e mail is a refined however efficient technique to nudge shoppers to prioritize your cost. It additionally lets them flag potential cost points earlier than the due date.
3. Ship a DM.
Direct messaging (DMs) on LinkedIn or different skilled channels is likely to be efficient if emailing fails. DMs are most helpful when you realize the consumer is energetic on such platforms.
All the time maintain the message skilled, avoiding an off-the-cuff or overly casual tone.
4. Attempt a cellphone name.
Electronic mail reminders could fall on deaf ears and direct messages could not get a response. When this occurs, do not conclude that the consumer is about to ghost you and unleash a tirade of unprofessional communication.
Such a consumer is likely to be sick, have a urgent household problem, took a pregnant spouse to the hospital, or produce other private challenges.
In such conditions, a well mannered cellphone name helps you to make clear the consumer’s challenges so you’ll be able to know what to do and pace up the cost course of.
5. Think about unconventional choices.
Emails, DMs, and cellphone calls are conventional methods of constructing contact professionally.
In the event that they fail, odds are the consumer is about to ghost you or could have a critical monetary problem, which is stopping them from paying.
To get your cash, you could be artistic and daring whereas sustaining professionalism.
Jason Thibault, a content material distribution specialist, shared an excellent instance of this method that I like. Discover that as painful because the scenario was, Jason kept away from naming the consumer — that’s professionalism at its most interesting.
6. Revoke entry to deliverables.
For those who don’t get your cost after making use of the above steps, you may must withdraw the consumer’s entry to the deliverables.
Withholding entry to deliverables may immediate swift consumer motion. Nevertheless, professionally talk this in considered one of your reminder emails earlier than taking this step.
Typically, you possibly can revoke entry and discover that the consumer continues utilizing your work.
If that occurs, contact different individuals inside the firm to flag this problem and request in your cost. If there’s no response and you’re constructive they’ve seen your messages, you’d must name them out on-line for a small cost. For a sizeable quantity, it’s greatest to observe the authorized route.
7. Attempt the authorized pathway for sizeable quantities.
If the cost is considerably overdue, and the quantity is giant, take into account the authorized route.
Earlier than escalating, your closing cost reminder e mail ought to inform the consumer that you’ll take authorized motion if the bill stays unpaid after a sure time.
As soon as the time elapses, you possibly can use a small claims court docket or get the service of a debt assortment company. Utilizing a lawyer will price you and debt assortment businesses cost 20% or extra of the owed quantity. As a lot as doable, I’d keep away from taking place the authorized route and use it as a final resort to keep away from shedding cash.
Fee Reminder Electronic mail Templates
Under are eight cost reminder e mail templates which align with the information for asking in your cost professionally.
Automating these emails with a free CRM can save time and allow you to know if the consumer opens your emails. The problem is {that a} consumer may open your e mail and never pay. As such, I create reminders in my calendar to observe up if I don’t obtain the cost. As soon as I obtain the cost, I cease the automation.
For those who want extra cost reminder e mail templates, you’ll be able to get inspiration from our e mail templates or use the HubSpot e mail copy generator.
Fee reminder e mail template 1: Ship after concluding the challenge.
Electronic mail subject line: Undertaking Accomplished–Bill [#] Hooked up
Hello [Client’s Name],
I’m excited to let you realize that I’ve accomplished the assigned challenge. It’s been a pleasure engaged on [project name], and I hope you’re as pleased with the outcomes as I’m.
Hooked up is the bill for the whole quantity of [amount]. As per our settlement, the cost is due by [due date]. Please let me know when you’ve got questions, and attain out in case you want any assist.
Trying ahead to working with you once more!
Finest regards,
[Email signature]
Fee reminder e mail template 2: Ship three days earlier than the due date.
Electronic mail topic line: Bill [#] Due Quickly
Hello [Client’s Name],
Only a fast reminder that the cost for [project name] is due in three days, on [due date].
For those who want the bill re-sent or have questions, let me know. Thanks a lot for attending to this!
Finest regards,
[Email signature]
Fee reminder e mail template 3: Ship on the cost due date.
Electronic mail topic line: Bill [#] due right this moment
Hello [Client’s Name],
I needed to remind you that cost for the finished [project name] is due right this moment. I’ve connected the bill as soon as extra.
Please let me know when you’ve processed the cost. I’m glad to assist when you’ve got questions or require help.
Thanks in your cooperation.
Finest,
[Email signature]
Fee reminder e mail template 4: Sooner or later late.
Electronic mail topic line: Bill [#] overdue by at some point
Hello [Client’s Name],
I needed to remind you that cost for [project name] was due yesterday. I’ve reattached the bill in your reference.
May you let me know when you’ve processed the cost?
Please attain out when you’ve got questions.
Thanks in your cooperation.
Finest,
[Email signature]
Fee reminder e mail template 5: One week overdue.
Electronic mail topic line: Pleasant Reminder–Bill [#] Previous Due Date
Hello [Client’s Name],
I hope you’re doing nicely! I’m following up on the bill for [project name], which was due on [due date]. It seems the cost hasn’t been processed but.
May you kindly let me know after I can count on the cost? If there was any problem or delay in your finish, attain out and I’ll do my greatest to help.
Thanks attending to this!
Finest regards,
[Email signature]
Fee reminder e mail template 6: Two weeks overdue.
Electronic mail topic line: Unpaid Bill [#] is 2 Weeks Overdue
Hello [Client’s Name],
I needed to verify in once more concerning the excellent cost for [project name]. The bill was due on [due date], and it’s now two weeks overdue.
I perceive issues can get busy, so I needed to kindly ask for an replace on when you’ll course of the cost. If there’s something I can do to facilitate this, please let me know.
Your immediate consideration to this could be appreciated.
Finest regards,
[Email signature]
Fee reminder e mail template 7: One month overdue.
Electronic mail topic line: Pressing: Fee Overdue–Bill [#]
Hello [Client’s Name],
I hope all is nicely. I’m writing to remind you that the cost for [project name], due on [due date], is now one month overdue. That is an pressing matter, and I’d recognize it in case you may prioritize this cost.
Please let me know instantly when you’ll course of the cost or if there’s any problem I ought to know. I’m glad to assist resolve this.
Thanks prematurely in your cooperation.
Finest,
[Email signature]
Fee reminder e mail template 8: 5 weeks overdue.
Electronic mail topic line: Remaining Discover: Bill [#] Overdue–Fast Motion Required
Hello [Client’s Name],
That is my final reminder concerning the cost for [project name], which was due on [due date]. The bill is now 5 weeks overdue, and I’ve not obtained a response or cost.
Please be suggested that if I don’t obtain the cost by [new deadline, e.g., 3 days from now], I’ll haven’t any alternative however to pursue additional actions corresponding to authorized steps to get better the owed quantity.
I strongly encourage you to resolve this matter instantly to keep away from any additional issues.
Thanks in your immediate consideration.
Sincerely,
[Email signature]
Stopping Fee Conflicts
It’s higher to forestall cost conflicts than to repair them. Somebody who realized this the arduous means is Lizi Visitor, the founding father of a PR consultancy.
Lizi Visitor is tenacious. I used to be awestruck after I realized she chased a cost for 12 complete months! In response to Lizi, she texted, emailed, and referred to as. Lizi additionally thought of writing off the cost and couldn’t use a lawyer or debt assortment company. I‘m glad for Lizi as a result of she’s hopeful about receiving a full cost. However what’s much more very important are Lizi’s invaluable classes for stopping future cost conflicts.
After this expertise, Lizi up to date her firm’s contracts, made certain each variation was in writing, and in addition now requests deposits from all new shoppers. Now, Lizi says she trusts her guts when a consumer may not be the perfect match. She additionally talks to shoppers typically about invoices and gives versatile cost phrases in case they’ve surprising difficulties.
I believe Lizi’s factors are nice. Nevertheless, an vital consideration is to incorporate a late cost charge in your contract. It will discourage shoppers from delaying funds since they know they need to abide by the contract phrases and pay you on time.
Together with your contracts in tip-top form — and ideas and templates in hand for methods to ask for cost professionally — you’re nicely in your technique to a constructive invoicing expertise.