LATE PAYMENT SCRIPTS Word-for-Word Scripts for Every Late Payment Scenario By SoloStack -- solostack.madethis.app =============================================================================== These scripts are designed to get you paid while preserving relationships. Use them verbatim or adapt to your voice. The key: be direct, not emotional. =============================================================================== PART 1: EMAIL SCRIPTS BY ESCALATION LEVEL =============================================================================== SCRIPT 1: THE FRIENDLY NUDGE (1 Day Late -- Email) --------------------------------------------------- Subject: Invoice #[NUMBER] -- Quick Reminder Hi [Name], Hope you're doing well! Just a heads-up that Invoice #[NUMBER] for $[AMOUNT] came due yesterday. Totally fine if it slipped through -- wanted to catch it before it goes further. Payment link / details below if it's easier: [PAYMENT DETAILS] Let me know if you have any questions! [Your Name] --- SCRIPT 2: THE CHECKING IN (3 Days Late -- Email + Optional Text) ----------------------------------------------------------------- EMAIL VERSION: Subject: Following Up -- Invoice #[NUMBER] Hi [Name], Following up on Invoice #[NUMBER] for $[AMOUNT], now 3 days past due. Can you give me an update on timing? [PAYMENT DETAILS] Thanks, [Your Name] --- TEXT/SMS VERSION (keep it brief): "Hey [Name], just checking in on Invoice #[NUMBER] for $[AMOUNT] -- it was due [DATE]. Can you give me an ETA? Happy to resend payment details if helpful." --- SCRIPT 3: THE FORMAL NOTICE (7 Days Late -- Reference Contract) ---------------------------------------------------------------- Subject: Invoice #[NUMBER] -- 7 Days Overdue, Action Required Hi [Name], I'm writing to formally follow up on Invoice #[NUMBER] for $[AMOUNT], which was due on [DATE] and is now 7 days overdue. Per our agreement dated [CONTRACT DATE], a late payment fee of 1.5% per month applies to unpaid balances after the due date. I'd like to resolve this before that fee compounds further. Please advise on payment status by end of day [DATE + 2 BUSINESS DAYS]. If there's an issue with the invoice or payment method, please let me know immediately so we can resolve it. [PAYMENT DETAILS] Regards, [Your Name] --- SCRIPT 4: THE FINAL WARNING (14 Days Late -- Late Fee Applied, Work Stoppage) ------------------------------------------------------------------------------ Subject: FINAL NOTICE -- Invoice #[NUMBER] -- Late Fee Applied -- Work Suspended Hi [Name], This is a final notice regarding Invoice #[NUMBER]. Original amount: $[AMOUNT] Due date: [DATE] Days overdue: 14 Late fee applied (1.5%/mo): $[LATE FEE] Total now due: $[TOTAL] Per our contract, I have suspended all work on [PROJECT NAME / any active projects] until this balance is paid in full. Work will resume within 2 business days of confirmed payment. If I do not receive payment or a confirmed payment plan within 5 business days, I will proceed with [collections referral / small claims filing]. I would strongly prefer to resolve this directly. Please respond immediately or call [YOUR PHONE NUMBER]. [PAYMENT DETAILS] [Your Name] --- SCRIPT 5: COLLECTIONS ESCALATION (30+ Days Late) -------------------------------------------------- Subject: Invoice #[NUMBER] -- Referral to Collections / Legal Action Pending Hi [Name], Invoice #[NUMBER] for $[AMOUNT] (plus accrued late fees, total now $[TOTAL]) remains unpaid after [X] days. I have exhausted reasonable attempts to resolve this directly. If I do not receive payment in full by [SPECIFIC DATE -- 5 business days from now], I will proceed with: [ ] Referral to a third-party collections agency [ ] Filing in [Your State] Small Claims Court [ ] Reporting to freelance payment databases I have documented all communications and deliverables and am prepared to substantiate my claim. This is my final direct outreach before escalation. Please respond immediately. [Your Name] [Your Phone] [Your Email] =============================================================================== PART 2: PHONE CALL SCRIPTS =============================================================================== Most freelancers dread the call. Here's what to say -- word for word. CALL SCRIPT 1: THE SOFT FOLLOW-UP (Under 1 Week Late) ------------------------------------------------------ When they answer: "Hi [Name], this is [Your Name]. Do you have 2 minutes? [Wait for yes] I'm calling about Invoice #[NUMBER] for $[AMOUNT] that was due on [DATE]. I just wanted to check in and make sure it didn't get lost in the shuffle. [PAUSE -- let them respond] [IF THEY SAY IT'S BEING PROCESSED]: 'Great -- can you give me an estimated date so I can plan accordingly?' [IF THEY SAY THEY FORGOT]: 'No worries -- I'll resend the invoice right now while we're talking. Can I confirm the best email address to send it to?'" --- CALL SCRIPT 2: THE FIRM FOLLOW-UP (7-14 Days Late) ---------------------------------------------------- "Hi [Name], this is [Your Name] calling about Invoice #[NUMBER]. It's now [X] days past due, and I need to get a resolution today. Per our contract, a late fee is now accruing, and I've had to pause work on [project] until this is resolved. Can you tell me specifically when payment will be processed? [PAUSE -- wait for a real answer] [IF THEY GIVE A DATE]: 'I'll note that. If I don't receive it by [DATE], I'll need to move forward with next steps.' [IF THEY STALL]: 'I understand things get busy, but I need a committed date today. What can you commit to?'" --- CALL SCRIPT 3: THE FINAL CALL (21+ Days Late) ---------------------------------------------- "Hi [Name], this is [Your Name]. I need to speak with you about Invoice #[NUMBER] -- this is urgent. This invoice is now [X] days overdue. I've sent [X] emails and made previous calls with no resolution. The total balance including late fees is now $[TOTAL]. I need to inform you that if this is not resolved by [DATE -- 5 business days], I will be filing in small claims court / referring this to a collections agency. I'd rather resolve this directly. Can you process payment today? [IF YES]: 'I'll stay on the line while you pull up the payment method. What do you need from me to make that happen right now?' [IF NO / EXCUSES]: 'I understand. I want to be clear that I will be proceeding with legal/collections action on [DATE]. Is there anything that would change that outcome on your end?'" =============================================================================== PART 3: HANDLING COMMON CLIENT EXCUSES =============================================================================== EXCUSE 1: "I FORGOT" --------------------- What they mean: Probably true. Also probably a sign of disorganization. Your response (email): "No problem -- these things happen. I've resent Invoice #[NUMBER] with updated payment details. Could you process it today? I'll send a calendar reminder for future invoices if that would help." Your response (call): "No worries -- let's get it sorted now. I can walk you through the payment link if that's easier. Do you have 2 minutes?" Key: Don't make them feel bad. Do make them pay now, not later. --- EXCUSE 2: "PAYMENT IS PROCESSING" ----------------------------------- What they mean: Maybe true (ACH takes 1-3 days). Maybe a stall tactic. Your response: "Thanks for the update. Can you share the confirmation number or transaction ID so I can match it on my end? Or let me know which payment method you used and the date initiated?" Why this works: Legitimate payments have confirmation numbers. Stall tactics don't. This separates them immediately. --- EXCUSE 3: "WE'RE HAVING CASH FLOW ISSUES" ------------------------------------------- What they mean: They don't have the money right now. Your response: "I appreciate you being upfront. I'm willing to work with you, but I do need a payment plan in writing. Could we agree to [AMOUNT] now and [AMOUNT] on [DATE]? I can send a quick amendment to confirm the schedule." Key: Get something in writing. Even a partial payment now is better than nothing. A payment plan agreement gives you documentation if you need to escalate later. --- EXCUSE 4: "I SENT IT ALREADY" ------------------------------- What they mean: Could be true (processing delays happen). Could be a lie. Your response: "Thanks -- I haven't seen it hit my account yet. Could you send me the confirmation number, bank reference, or a screenshot of the transaction? Once I can match it on my end, we're all set." Why this works: If they sent it, they have proof. If they didn't, you've just called their bluff professionally without accusing them. =============================================================================== PART 4: WHEN TO CUT YOUR LOSSES (DECISION TREE) =============================================================================== Should you keep chasing this invoice? STEP 1: What is the invoice amount? --> Under $200: Calculate your time. If you've already spent 3+ hours chasing a $150 invoice, you may be at break-even. Consider writing it off as a tax-deductible bad debt. --> $200-$1,000: Keep chasing through the full escalation ladder. Small claims is viable and relatively easy. --> $1,000+: Escalate fully. Collections agencies or small claims court are worth pursuing. STEP 2: How responsive has the client been? --> Has responded but keeps stalling: Keep going, give firm deadlines. --> Has gone completely silent (ghosting): See Ghosting Script below. --> Has disputed the work: This requires a different approach -- get your contract and communication records ready. STEP 3: How much time will escalation cost you? --> Small claims filing: 2-4 hours + filing fee ($30-$100) --> Collections agency: No time from you, but they take 25-50% of recovery --> DIY collections (emails, calls): Only pursue if hourly rate math works DECISION: If (time to recover) x (your hourly rate) > (invoice amount x 0.7), write it off. Report the client to freelancer payment forums. Move on. =============================================================================== PART 5: WHEN A CLIENT GHOSTS YOU (Delivered Work, No Payment, No Response) =============================================================================== Wait 48 hours from delivery before assuming a problem. Then: STEP 1 (Day 2 after delivery): Resend the invoice with a read receipt. "Hi [Name] -- following up to make sure the invoice came through. Resending below. Let me know if you have any questions." STEP 2 (Day 5): Short, direct email. "Hi [Name] -- I haven't heard back since delivering [DELIVERABLE]. Could you confirm receipt and let me know where things stand with Invoice #[NUMBER]?" STEP 3 (Day 10): Try a different channel. Email their other address. Message on LinkedIn. Call. Text. Use whatever contact method you have. Keep it professional. STEP 4 (Day 14): The wake-up email. "[Name] -- I've made [X] attempts to reach you regarding Invoice #[NUMBER] for $[AMOUNT] since delivering [WORK] on [DATE]. The invoice is now [X] days overdue. If I don't receive a response by [DATE], I will proceed with formal collections/small claims. I'd strongly prefer to resolve this directly." STEP 5 (Day 21+): Escalate as above (collections/small claims). Note: Before doing anything, make sure your proof of delivery is solid. Keep the email you sent the work in, any Slack/messaging confirmations, any client approvals. You'll need these if it goes to court. =============================================================================== Downloaded from SoloStack -- solostack.madethis.app Get 50+ done-for-you freelance business templates at /lp/freelance-templates ===============================================================================