A client owes me £4,200 and won't respond. Here's my escalation playbook.

It happens to almost every freelancer eventually. You deliver the work, send the invoice, and... silence. No payment. No reply. Just ghosting.

I've been through this three times now. The first time I panicked and wrote it off. The second time I fumbled through it. The third time I had a system.

Here's the exact playbook:

Week 1: Friendly nudge

"Hi [Name], just checking invoice #247 (£4,200, due 15 Feb) didn't slip through. Can you confirm when payment will be processed?"

Keep it short. Assume good faith. Most late payments are just admin delays.

Week 2: Firmer follow-up

"Following up on invoice #247 for £4,200, now 14 days overdue. Please confirm a payment date by Friday. Happy to discuss if there's an issue."

Still professional, but you're setting a deadline.

Week 3: Formal notice

This is where you mention the law (UK-specific, but most countries have equivalents):

"Under the Late Payment of Commercial Debts (Interest) Act 1998, statutory interest of 8% + Bank of England base rate applies to overdue invoices. Compensation of £40-£100 is also payable."

I use a late payment interest calculator to show the exact amount — clients take it more seriously when they see real numbers.

Week 4: Final demand

A formal letter (email or posted) stating:

• Exact amount owed + accrued interest
• 14-day deadline
• "If payment is not received, I will commence formal recovery proceedings"

I built a late payment letter generator that creates these in the right tone — friendly, firm, or final notice.

Week 6+: Small claims court

For amounts under £10,000, small claims court costs £35-£455 depending on the amount. You don't need a solicitor. The process is:

1. Send a Letter Before Action (gives them 14 days)
2. File claim online at moneyclaims.service.gov.uk
3. Pay the court fee
4. Client has 14 days to respond

Most clients pay at step 1 or 2. Nobody wants a CCJ on their credit file.

Prevention is better

After getting burned, I now:

• Take deposits — 50% upfront for new clients
• Use milestone payments — split into deliverable chunks
• Put clear terms in writing — before any work starts
• Check clients — a quick Google/Companies House search

The "Should I Chase This Invoice?" tool runs through your situation and gives a specific action plan.

Outcome

Of my three problem clients:

• Client 1: Wrote off £1,800 (my fault — no contract)
• Client 2: Paid £3,200 after formal notice (Week 3)
• Client 3: Paid £4,200 + £70 statutory compensation after Letter Before Action

The system works. The key is not waiting too long to escalate.

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Has anyone here taken a client to small claims? How did it go?