FREELANCE CLIENT GHOSTING — FOLLOW-UP SCRIPTS ============================================== From SoloStack | solostack.madethis.app Free download — no signup required --- PART 1: THE 5-EMAIL FOLLOW-UP SEQUENCE ======================================== These are your baseline follow-up emails when a client goes silent. Use them in order. Stop after Day 21 unless money is owed. ----------------------------------------- DAY 1 — GENTLE CHECK-IN Goal: Re-open the conversation without pressure Tone: Warm, casual, no urgency ----------------------------------------- Subject: Quick check-in — [Project Name] Hey [Name], Just wanted to make sure my last message didn't get buried. No rush at all — I know things get busy. Happy to answer any questions or adjust anything before we move forward. [Your name] --- ----------------------------------------- DAY 3 — ADDED VALUE Goal: Give them a reason to respond (not just a nudge) Tone: Helpful, professional, forward-looking ----------------------------------------- Subject: Thought this might be useful — [Project Name] Hey [Name], I've been thinking about your project and wanted to share [a quick tip / a relevant resource / one idea] that might be useful regardless of next steps: [Insert one genuinely useful thing — an article, a thought, a brief tip relevant to their business.] No pressure to respond to that — but if you have a moment to reconnect about [Project Name], I'm ready to move whenever you are. [Your name] --- ----------------------------------------- DAY 7 — DIRECT ASK Goal: Get a clear answer — yes, no, or later Tone: Direct, professional, no guilt ----------------------------------------- Subject: Still interested in moving forward? Hi [Name], I wanted to follow up one more time on [Project Name]. I've kept [start date / project slot / deliverable window] available for you, but I want to make sure I'm not holding capacity if the project has changed direction. If you're still interested, let's find 15 minutes to reconnect. If the timing isn't right, totally fine — just let me know so I can open that slot. Either way works for me. [Your name] --- ----------------------------------------- DAY 14 — FINAL NOTICE (before soft close) Goal: Create a soft deadline; prompt a decision Tone: Warm but firm, final ----------------------------------------- Subject: Closing your project slot — [Project Name] Hi [Name], I haven't heard back in a couple of weeks, so I'm going to assume the timing has changed on your end. I'll be releasing the project slot I had reserved for you by end of week. If the project is still on your radar for a future date, I'd love to reconnect when the timing is right. Just reach out whenever you're ready. Thanks for the conversation — I wish you the best. [Your name] --- ----------------------------------------- DAY 21 — CLOSE THE LOOP Goal: Formally close the relationship with goodwill intact Tone: Gracious, no bitterness ----------------------------------------- Subject: Closing the loop — [Your Name] Hi [Name], Since I haven't heard back, I'm officially closing the project conversation on my end. No hard feelings at all — timing doesn't always line up, and I hope whatever you're working on goes well. If you'd like to reconnect down the road, my calendar link is always: [link] Thanks again for the initial conversation. [Your name] --- PART 2: WHEN A CLIENT GHOSTS MID-PROJECT ========================================== These scripts are for when a client goes silent while work is already in progress. ----------------------------------------- MID-PROJECT SCRIPT 1 — FIRST CHECK-IN Use: Client silent for 3–5 days mid-project ----------------------------------------- Subject: Checking in — waiting on [specific deliverable/approval] Hi [Name], I'm at a point in the project where I need [specific item — feedback on draft / approval of concept / login credentials / etc.] to move forward. When you have a moment, could you send that over? I want to make sure we stay on track for [deadline or delivery date]. Thanks, [Your name] --- ----------------------------------------- MID-PROJECT SCRIPT 2 — WORK PAUSED Use: Client silent 7+ days mid-project; work is on hold ----------------------------------------- Subject: Project on hold — [Project Name] Hi [Name], I've been waiting on [specific item] for about a week now. I want to let you know I've paused work on [Project Name] until I hear back — I don't want to move forward without your input. This does affect our [timeline / delivery date], which I'll update once we reconnect. Let me know when you're available for a quick check-in — even a few words back confirms we're still aligned. [Your name] --- ----------------------------------------- MID-PROJECT SCRIPT 3 — WORK STOPPAGE WARNING Use: Client silent 14+ days; contract may be at risk ----------------------------------------- Subject: Project status — [Project Name] — Action needed Hi [Name], I've reached out several times over the past two weeks and haven't received a response. Per our agreement, I'm unable to continue work without the necessary feedback and approvals. I'm issuing a formal work stoppage notice as of [today's date]. Work will resume when: - You confirm you'd like to continue - I receive [the pending item] - We agree on a revised timeline If I don't hear from you by [date, 7 days out], I'll follow up regarding the invoice for work completed to date. Please respond at your earliest convenience. [Your name] --- PART 3: GHOSTED AFTER SENDING A PROPOSAL ========================================== ----------------------------------------- POST-PROPOSAL SCRIPT 1 — 3 DAYS AFTER ----------------------------------------- Subject: Quick follow-up on the [Project Name] proposal Hi [Name], I wanted to make sure the proposal landed and see if you had any questions. Happy to walk through the approach on a short call, adjust anything in the scope, or clarify the timeline. Just let me know what would be helpful. [Your name] --- ----------------------------------------- POST-PROPOSAL SCRIPT 2 — 7 DAYS AFTER (Value Bump) ----------------------------------------- Subject: One thing I forgot to mention — [Project Name] Hi [Name], In the proposal I sent, I didn't mention [relevant thing you thought of — a bonus deliverable, a similar past project, a relevant insight]. I wanted to add that here in case it's useful as you're deciding: [1–2 sentences on the value add]. Let me know if you have any questions about the proposal. [Your name] --- ----------------------------------------- POST-PROPOSAL SCRIPT 3 — 14 DAYS AFTER (Soft Close) ----------------------------------------- Subject: Closing out the [Project Name] proposal Hi [Name], I haven't heard back since I sent the proposal on [date]. I'll assume the project or timing has changed, and I'll archive the proposal on my end. If you'd like to revisit at any point, just reach out. I'd be glad to reconnect when the timing is right. Best, [Your name] --- PART 4: GHOSTED ON AN UNPAID INVOICE ====================================== ----------------------------------------- INVOICE SCRIPT 1 — DAY 7 (Friendly Reminder) ----------------------------------------- Subject: Invoice #[XXX] — Friendly Reminder Hi [Name], A quick note that Invoice #[XXX] for $[amount] was due on [due date]. In case it got lost in the shuffle, I've attached a copy for easy reference. If you need payment to a different account or have any questions, let me know. Thanks, [Your name] --- ----------------------------------------- INVOICE SCRIPT 2 — DAY 14 (Firm Follow-Up) ----------------------------------------- Subject: Invoice #[XXX] — Now 14 Days Past Due Hi [Name], Invoice #[XXX] for $[amount] is now 14 days past due. I'm following up to make sure there isn't an issue on your end. Please let me know: - When you expect to process payment, or - If there's a problem I should be aware of As noted in our agreement, a late fee of 1.5% per month accrues starting [date fee begins]. I'd like to resolve this before we reach that point. [Your name] --- ----------------------------------------- INVOICE SCRIPT 3 — DAY 30 (Final Notice) ----------------------------------------- Subject: Final Notice — Invoice #[XXX] — Payment Required Hi [Name], I'm following up for the final time regarding Invoice #[XXX] for $[amount], now 30 days past due. This is my final notice before I escalate this matter. If payment is not received by [date, 7 days out], I will: - Apply all accrued late fees per our agreement - Refer this matter for collections / small claims court / dispute resolution If there's a reason for the delay or you'd like to arrange a payment plan, please contact me before [date]. I'd prefer to resolve this directly. [Your name] --- PART 5: THE BREAK-UP EMAIL ============================ For officially ending the relationship when communication has completely broken down. Subject: Closing our working relationship — [Your Name] Hi [Name], After several unanswered attempts to reach you, I'm formally closing our working relationship as of [today's date]. If there are any outstanding deliverables, invoices, or project files to transfer, please contact me within 14 days. After that, I'll consider this matter closed. I wish you the best. [Your name] [Your business name] --- PART 6: SMS / SLACK VERSIONS ============================== (Shorter, more casual — use only if your relationship has that dynamic) SMS — Day 1: "Hey [Name] — quick check-in on [project]. Did my last message get through? No rush, just want to make sure we're still aligned." SMS — Day 7: "Hey [Name] — still waiting on [specific thing]. Is the project still happening? Happy to reschedule if timing changed." Slack — Day 3: "Hey [Name] — checking in on [project]. Need [specific item] to keep things moving. Do you have a few minutes this week?" Slack — Day 7 (Direct): "[Name] — I've reached out a few times and haven't heard back. Can you let me know if the project is still moving forward? Even a yes or no would help me plan. Thanks." --- PART 7: WHAT NOT TO SAY ======================== 5 phrases that kill the reply — avoid these in follow-up emails: 1. "I just wanted to follow up to follow up..." → Circular and weak. Say what you actually want. 2. "I hope I'm not being a bother..." → Signals low confidence. You're not a bother — you're a professional following up on a business matter. 3. "I've been trying to reach you for weeks now and..." → Sounds accusatory. Focus forward, not backward. 4. "Per my last email..." → Passive-aggressive. It immediately creates defensiveness. 5. "Is there a problem with my work?" → Invites a critical review. Keep it forward-focused; this isn't the moment for feedback loops. --- Need the full ghosting recovery system? SoloStack members get done-for-you contract templates, proposal follow-up scripts, invoice templates with late fee language, and more — all for $19/month. Visit: solostack.madethis.app