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1. Confirm what is overdue
Before escalating, review the signed contract, approved proposal, purchase order, or other written scope. Check who owes the money, what work and amount were agreed, whether the deliverables were accepted, and when payment was due. If the agreement sets a notice or dispute process, follow it.
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Check the invoice for the right client name, amount, tax treatment, payment details, and delivery. Correct any error that could have delayed payment, but do not quietly change agreed payment terms after completing the work. The UK Office of the Small Business Commissioner recommends checking contract and invoice terms and correcting invoice problems: Help with unpaid invoices.
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Keep the relevant documents together, dated and easy to retrieve. Save the agreement and amendments, scope and change approvals, delivery or acceptance evidence, invoice, reminders, and the client’s replies. After a phone call, send a neutral written summary of what was discussed and any agreed next step.
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These records can help resolve a misunderstanding and support a later formal demand or claim. Australian government guidance identifies the contract, invoice, previous reminders, and relevant correspondence as supporting documents for a demand: Write a letter of demand.
3. Send a factual reminder and ask what is wrong
Use a clear subject line such as “Overdue invoice [number] — [amount].” Include the invoice again and state its original due date, amount, and payment instructions. Ask the client to confirm when payment will be made or to identify a specific problem with the invoice or work.
Keep the message professional. Avoid public accusations or threats: they rarely help establish what happened or get a resolution. If the issue is cash flow rather than a dispute about the work, you can consider instalments. Put any arrangement in writing, including amounts and due dates; the UK Small Business Commissioner recommends documenting payment arrangements.
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4. If the client disputes the work, address that separately
Ask the client to identify the disputed deliverable and the agreement term they believe was not met. Compare the complaint with the agreed scope, approved changes, delivery records, and any acceptance. Then consider whether a correction, partial payment, or negotiated settlement makes commercial sense.
Do not assume that a client can withhold every amount, or that the whole invoice is automatically payable, without assessing the agreement and applicable law. The official guidance cited here supports checking the terms and evidence; it does not decide the merits of an individual freelancer’s dispute.
5. Send a formal demand if reminders do not resolve it
A demand letter is a more formal request for payment. It should identify the creditor and debtor, the invoice or agreement, the amount due and what it covers, a payment deadline, and the next step you may consider if the debt remains unpaid. Keep a copy and proof of sending or service where relevant under local rules. Australian government guidance recommends stating the amount, purpose, and deadline and retaining supporting documents.
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There is no universal demand-letter deadline or delivery method. For example, California Courts describes a demand step before a California small-claims case, with exceptions where asking would be dangerous or a restraining order applies: Write a Demand Letter. South Africa’s Department of Justice describes a written demand and a 14-day wait before proceeding to its Small Claims Court: Small Claims Court. These are jurisdiction-specific examples, not rules for freelancers elsewhere. Check the current local procedure before acting.
6. Check the law before adding interest or fees
Do not invent a late penalty or add a rate simply because an invoice is overdue. Whether you can claim interest, late fees, collection costs, or statutory compensation depends on the governing law, the contract, the kind of client, and when payment became late.
In the UK, qualifying commercial creditors may have statutory rights to interest and debt-recovery costs. GOV.UK guidance says agreed payment dates are generally limited to 30 days for public authorities and 60 days for business transactions, subject to conditions and possible longer fair terms. Where no payment date is agreed, a commercial payment is generally late 30 days after receipt of the invoice or delivery of the service, whichever is later. These rules concern qualifying UK commercial transactions; they are not a general rule for consumer clients or contracts governed elsewhere. Check the current guidance and your contract: When a payment becomes late.
Rules also differ within Europe. The Netherlands government explains that statutory interest and formal notice procedures vary between consumer and business customers: Customer does not pay invoice: a step-by-step plan.
7. Compare resolution options before spending more
Mediation
Mediation can give both sides a structured way to reach an agreement without immediately going to court. GOV.UK describes it as confidential and usually quicker and cheaper than court, with a court claim possible if mediation does not work: Options if you’re owed money.
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Court claim
Before filing, check the correct court, local claim limit, filing fees, deadlines, service requirements, available evidence, and whether the client is likely to be able to pay. A judgment does not itself guarantee recovery; consider the time and cost of enforcing it as well as the chance of obtaining it.
Collection agency or insolvency route
A collection agency may request payment, but its powers are not the same everywhere. The Netherlands government distinguishes a collection agency’s role from a bailiff’s ability to start proceedings and use enforcement measures. In the UK, a statutory demand is an insolvency-related tool, not a routine substitute for an ordinary invoice demand. GOV.UK warns that bankruptcy or winding-up action can be costly and does not guarantee recovery; eligibility thresholds apply. Get local advice before considering insolvency proceedings: GOV.UK’s options for recovering money and Statutory demands.
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