It's every freelancer's nightmare: the client stops responding. No emails, no calls, no Slack messages. The project is half-done and you're owed money.
Here's the exact process I follow when this happens.
Day 1-3: Assume the best
People get busy. Inboxes overflow. Send a friendly check-in:
Hi [name], just wanted to check in on [project]. I've completed [milestone] and wanted to get your feedback before moving forward. Let me know when you have a moment.
One email. Don't send three.
Day 4-7: Follow up with specifics
If no response, send a more specific follow-up. Reference the work done, the timeline, and what you need from them:
Hi [name], following up on my message from [day]. I've completed [X] and [Y] as agreed. To stay on schedule for the [deadline], I need your review by [date]. Could you confirm you've received this?
I use a Payment Reminder Generator that creates these follow-ups at the right tone for each stage.
Day 8-14: Formal notice
Still nothing? Time to get formal. Send an email that:
- Summarises the work completed
- States the amount owed (with invoice number)
- References your contract terms
- Sets a clear deadline (7-14 days)
- States what happens if they don't respond
This is not a threatening email. It's a professional one that creates a paper trail.
Day 15-21: The decision point
At this stage, you need to decide: is this worth pursuing? Consider:
- How much are you owed? For amounts under £500, the time and stress of chasing may not be worth it.
- Do you have a contract? Without one, recovery is harder.
- Is the client a business or individual? Businesses are easier to chase.
If you decide to pursue it, send a Letter Before Action — this is a formal legal step that puts the client on notice. In many cases, this alone gets a response.
I built a free Late Payment Letter Generator that creates these at three escalation levels.
Day 22+: Formal recovery
If the letter doesn't work:
- Under £10,000: Small Claims Court (Money Claim Online). Filing fee is £35-£455 depending on amount. No solicitor needed.
- Calculate interest: Under UK law, you can charge 8% + Bank of England base rate on commercial debts, plus fixed compensation (£40-£100 depending on debt size). Use a Late Payment Interest Calculator to see what you're owed.
The prevention system
Better than chasing: don't get into this situation.
- Always take a deposit (25-50% upfront)
- Use milestone payments (never 100% on completion)
- Have a proper contract with payment terms and kill clauses
- Stop work when payment is overdue (your contract should allow this)
Has this happened to you? What worked to get the client to respond? Share your stories below — I've heard some wild ones.
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