Late payments are one of the worst parts of freelancing — and sadly, one of the most common.
You did the work. You sent the invoice. You were polite. Still… silence.
So how do you chase payments without burning bridges?
Here’s a step-by-step process that keeps things professional, calm, and legally backed — especially if you’re working with clients in the EU.
🪜 Step 1: Give the Benefit of the Doubt
People miss payments for all sorts of reasons — admin delays, vacation, forgetfulness. Assume good intent first.
📧 Gentle Reminder (1–3 days after due date):
Subject: Quick reminder – Invoice #[invoice number]
Hi [Client’s First Name],
I hope you’re doing well! I just wanted to check in as I noticed the invoice #[invoice number] for [project/service] was due on [due date].
Just wanted to make sure it didn’t get lost or overlooked — let me know if everything’s okay on your end.
Best regards,
[Your Name]
This message is polite, non-confrontational, and works 80% of the time.
🪜 Step 2: Follow Up Firmly but Politely
If 5–7 more days pass with no reply or payment, follow up with a more direct tone.
📧 Firm Follow-Up (7–10 days after due date):
Subject: Follow-up on unpaid invoice #[invoice number]
Hi [Name],
I wanted to follow up again regarding invoice #[invoice number], which was due on [due date].
I’d appreciate it if you could confirm whether payment is on the way or if there’s an issue I should know about. I’m happy to resend the invoice if needed.
Looking forward to your update.
Best,
[Your Name]
🪜 Step 3: Mention Late Fees (If They Were in Your Terms)
If you clearly stated late payment terms in your contract or invoice (good practice!), you can now mention them calmly.
📧 Late Fee Reminder (10–14 days after due):
Subject: Payment overdue – Invoice #[invoice number]
Hi [Name],
I wanted to flag that invoice #[invoice number] is now [X] days overdue.
As noted in our agreement, a late fee of [amount or %] applies after [number] days. I’d still prefer to resolve this quickly and smoothly — please let me know when I can expect payment.
Thanks again,
[Your Name]
If you didn’t mention a late fee? Don’t bring it up now — focus on closing the loop.
🪜 Step 4: Give a Final Deadline
Still no response? Time to set a firm but professional boundary.
Subject: Final notice – Invoice #[invoice number]
Hi [Name],
This is a final reminder that invoice #[invoice number], issued on [date], remains unpaid.
If payment is not received by [final date, e.g. 5 business days from now], I’ll need to consider next steps including formal collection processes. I’d much rather settle this directly and move forward on good terms.
Please let me know if you’re experiencing any issues — happy to discuss a payment plan if needed.
Kind regards,
[Your Name]
🧾 Step 5: Know Your Legal Backup (EU Freelancers)
In the EU, you’re legally entitled to charge late payment interest and a minimum fixed fee for recovery — even if it wasn’t in the contract.
According to EU Late Payment Directive (2011/7/EU):
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You can charge 8% interest + the ECB base rate (this varies slightly per country).
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You can charge a €40 recovery fee (minimum — more if recovery costs are higher).
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These rights apply to B2B contracts across all EU member states.
Resources:
You don’t always need to go that route — but it’s good to mention you know your rights if a client goes totally cold.
✅ Final Tips:
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Keep your tone professional and firm — not emotional or aggressive
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Always have a signed contract and agreed payment terms
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Use accounting tools with automatic payment reminders
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Consider partial upfront payments for future projects
Clients who value you will respect fair boundaries.
Clients who consistently ghost you? Those aren’t clients — they’re a liability.
Know your worth, protect your work, and stay professional.
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