When a client doesn't pay, most freelancers do one of two things: send increasingly desperate emails, or give up and write it off.
Neither works.
Here's what actually does — broken down by stage.
Stage 1: The invoice is 1-7 days overdue
Don't panic. Don't chase. Wait.
Some clients pay late out of process (accounts payable runs weekly). Sending a chaser at 24 hours looks needy and flags you as high-maintenance.
What to do: Nothing. Yet.
Exception: If you had agreed payment terms of "immediate" or "same day" — chase on day 2.
Stage 2: 7-14 days overdue
Now you chase. But keep it warm.
"Hi [Name], just checking in — I've got invoice #[X] outstanding from [date]. Could you confirm when this will be processed? Happy to resend if it got buried."
Key word: confirm. Not "please pay" — that sounds weak. "Confirm" treats it as an admin issue, not a confrontation.
Product mentioned here: If you need proper email templates for every stage, I put together a Getting Paid Toolkit with 37 templates for exactly this — from gentle nudge to final demand.
Stage 3: 14-30 days overdue
Switch to phone. Email is too easy to ignore.
"Hi, it's [your name] — I'm following up on invoice #[X]. I just want to make sure you received it. Can we get this processed today?"
If they don't pick up, leave a voicemail. One. Don't leave three voicemails over three days — that's harassment territory.
Send a follow-up email immediately after the call confirming what was discussed.
Stage 4: 30+ days overdue
Add Late Payment Act interest. Legally, you're entitled to charge 8% above base rate on overdue B2B invoices under the Late Payment of Commercial Debts Act 1998.
Calculate it: Free Late Payment Interest Calculator
Send a revised invoice including the interest. This does two things:
- Shows you know your rights
- Often shocks clients into paying immediately
Most clients have never heard of late payment interest. When they realise the debt is growing, they prioritise you.
Stage 5: 60+ days overdue
Time to formally put the debt on notice.
Send a Letter Before Action (LBA). This is a formal letter stating you intend to take legal action in 14 days unless payment is received.
You can write one yourself (look up the standard format) or use a template. This is the last step before small claims court.
Stage 6: Small Claims Court
Under £10,000 in England and Wales, you can use the Money Claim Online service (MCOL). It costs £35-£455 depending on the amount (you recover this if you win).
The vast majority of claims settle before a hearing — the act of issuing proceedings often triggers immediate payment.
Success rate: High, if you have a signed contract and clear paper trail.
The real problem
Most freelancers get to stage 5 having skipped proper contracts. No signed agreement = the client disputes the work, and your claim gets complicated.
Fix this first. Get payment protection clauses in your contracts before you take the next client on. Once you're in a dispute, it's too late.
Landolio has free tools and paid templates for UK freelancers — calculators, contract clauses, invoice email packs. No subscription needed.
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