Once I first began freelancing, I wasn’t very strategic with my shopper decisions. I’d usually companion with red-flag shoppers (or scammers), which might both lead to very late funds for my enterprise (suppose: longer 90 days overdue) or unpaid invoices.
Fortunately, that’s all modified now — I now have nice shoppers who’re a pleasure to work with (and likewise make well timed funds!).
Having mentioned that, I’m no stranger to the anxieties that include overdue funds. I’ve additionally received to acknowledge that I’m not the anomaly right here. As freelancers, we’ve all had shoppers who pay later than we’d like or those that don’t pay in any respect.
Immediately, I’ll share just a few choices you’ll be able to take into account for just a few choices you’ll be able to take into account for cost reminder messages. I’ve both personally used these templates or have seen different freelancers leverage them. All in all, they’ve a superbly well mannered tone however will nonetheless show you how to receives a commission and keep a optimistic relationship.
A couple of templates to think about for reminder emails
With out additional ado, listed here are some tried-and-true cost reminder e mail templates you’ll be able to steal.
1. A easy and candy reminder e mail
This mild reminder e mail template is for once you’ve labored with a shopper for a substantial time period and know they often pay on time however have sadly forgotten to pay you by the mandatory timeframe. Consider a delay of perhaps 2–3 days for this situation.
“Topic: Fast reminder about excellent cost
Hey [Client Name],
Hope issues are going properly with you!
I wished to drop by and allow you to know that bill no. XYZ continues to be unpaid. I do know issues occur, which is why I’m rapidly sending a reminder message to ping you about the identical.
I’ve reattached the bill to this e mail. Please let me know if in case you have any questions or issues about it.
I’d additionally admire it in case you may drop me a message as soon as the cost has been processed!
Greatest,
[Your Name]”
SOURCE: TheFreelanceFiles.com
Alternatively, right here’s one other cost reminder template you’ll be able to take into account sending:
Because you’d have already got some credible belief in your shopper (assuming you’ve beforehand labored with them), it pays to be well mannered and never assume the worst. Once you ship the primary reminder e mail, at all times give your shoppers the good thing about the doubt.
2. Specifies dates in your reminder messages
One other option to construction your reminder emails is so as to add due dates. In most cases, in case you ship your authentic bill to your particular person of contact, they’re seemingly forwarding it to the accounting crew with out figuring out a lot about when your cost is due (or how late it’s been because you’ve been paid).
Should you specify dates immediately in your message, it helps them see simply how behind they’re on cost, they usually can internally escalate the matter with the accounting crew that will help you receives a commission.
On that observe, right here’s one cost reminder template from Kat Boogard that specifies due dates:
Hey [Name],
I hope you’re doing properly!
I’m checking in to substantiate you obtained the bill. Pleasant reminder that cost for that is due on [Date].
Please let me know if in case you have any questions!
All one of the best,
[Your Name]”
SOURCE: TheFreelanceFiles.com
On this version of the publication, she additionally recommends making a logistical plan for funds with shoppers upfront (e.g., in some cases, shoppers might require you to fill out a direct deposit kind or join on a cost portal).
3. Re-mention the phrases of your contract
Within the situation that you simply’re new to working with a shopper, and also you’ve already despatched them a number of cost reminders and have solely heard crickets in return, it is perhaps useful to re-mention the phrases of your contract.
This overdue cost reminder e mail may look one thing like this:
Hey [Client],
I’m penning this e mail to you to remind you concerning the pending cost for bill no: [#] that’s due on [date].
Please observe that, as per the phrases of our contract, if the cost is just not made by this due date, a late charge of [X]% might be utilized.
You probably have any questions, be at liberty to ship them over!
Greatest,
[Your Name]”
SOURCE: TheFreelanceFiles.com
If the difficulty escalates, and also you’ve exhausted all choices to succeed in out to the shopper and get your cash from them, many freelancers have additionally thought-about the choice of enlisting the assistance of a lawyer and serving shoppers a discover.
I haven’t gone by means of this course of myself, however from many of the tales I’ve heard, most shoppers, even those who haven’t responded in eons and virtually ghosted you, nonetheless find yourself paying the cash at this stage.
Lest they don’t reply at this stage, my freelancing mates inform me the following step of the method is to go to an precise small claims courtroom.
4. Attain out to totally different of us at totally different positions
It could additionally occur that your late cost is probably not the fault of your shopper or your particular person of contact. It might be a straightforward mistake, like your level of contact leaving the group and your bill getting misplaced throughout the cracks.
For such conditions, you might remind the brand new level of contact concerning the overdue bill. Or you’ll be able to shoot an e mail to totally different of us from the identical group.
Normally, this particular person would both be the CEO, proprietor, or somebody from the accounting crew — no matter contact you may get. LinkedIn or a instrument like Hunter is an effective way to seek out the right contact info.
On that observe, right here’s how one can construction this e mail:
Hello [Name],
My title is [Name], and I’m writing to you as a result of I’ve an impressive bill with [name of organization] and thought you’d be the suitable particular person to contact.
As you may know, my level of contact, [Name], has left the group, and I believe my bill has slipped by means of the cracks because of their departure.
As a result of similar, I’ve connected my bill to this e mail. You may also contact [name of point of contact] to reconfirm all particulars.
Please let me know if in case you have any questions!
Greatest,
[Your Name]”
SOURCE: TheFreelanceFiles.com
You may also copy and tweak this template even when your level of contact hasn’t left the corporate and as an alternative has simply ghosted you—-it’s a sadder actuality, but it surely occurs.
A couple of greatest practices from one freelancer to a different
Now that you’ve got just a few templates you’ll be able to attempt, let’s cowl just a few greatest practices to remember when sending these emails to get you paid sooner.
- Take into account automating the complete cost course of so that you don’t have to take a seat and observe every cost and ship reminders. You need to use cash tracker apps for this use case, and lots of of them will ship reminder emails in your behalf. Your cost particulars are already locked and loaded.
- All the time create a contract — in the long term, that is one thing that’ll assist each events. As a freelancer, you’ll be able to point out cost phrases (like net-X days, late cost charges, scope of labor and cost for every deliverable, and many others.).
- Should you can, attempt to ship your invoices on the final enterprise day versus the final day of the month (that is one thing I realized from Stefan Palios).
- All the time point out the cost due date in your invoices. Why? Should you’re working with a big group that hires a number of freelancers, all of them would seemingly have totally different cost phrases. Should you don’t specify your cost due date, the accounting crew may pay you based on their pay cycle.
- Make it tremendous simple on your shoppers to pay you. Many freelancing mates I do know join totally different cost portals (like Payoneer and Clever) that permit shoppers to course of funds by means of credit score/debit playing cards or different cost strategies.
[Side Note: As a freelancer who lives in a different country than most of my clients, I can personally vouch for this tip. This is mainly because direct bank transfers from one country to another can cost a pretty penny in transaction fees, but payment platforms have a considerably lower fee.]
- Should you can, at all times get some upfront charge in order that even in case you don’t make any cash on the undertaking, you don’t lose out on a lot. For reference, many of the freelancers I’ve spoken to cost a 100% upfront charge for smaller initiatives and a 20–50% upfront charge for bigger initiatives.
It’s additionally worthwhile to say that upfront charges are primarily obligatory once you’ve solely simply began working with the shopper — most long-term retainer shoppers won’t require an upfront charge because the belief has already been established.
- Attempt to have just a few extra cost templates available (e.g., thanks notes for funds — on that observe, you’ll be able to copy just a few templates from right here).
- When unsure, you’ll be able to at all times take into account authorized motion for severely overdue funds (and lack of response). Ship one last e mail reminder with the bill cost particulars and any missed cost deadlines. Preserve knowledgeable tone.
Develop your freelancing enterprise with Millo
As a result of freelancing is a career that requires most of us to work in our personal bubble from residence, it additionally creates some discrepancies about essential matters like cash, shopper administration, work alternatives, creativity, and extra.
However one factor I’ve seen about freelancing is that it’s a genuinely useful group. You may:
- Develop your small business by means of on-line assets which have expert-led recommendation.
- Discover solutions to your burning questions on platforms like X and LinkedIn.
- Share your tales on locations like Superpath.
- Attain out to a fellow freelancer for suggestions.
One useful resource that I’ve personally loved prior to now few months is the Millo publication, and right here’s why:
- It doesn’t take a lot time out of your day-to-day routine to learn (I’d virtually be doing a disservice to my enterprise if I didn’t want a free, 5-minute e mail each week).
- It covers all the mandatory matters (i.e., shoppers, cash, progress, productiveness, legality, creativity, and many others).
- It additionally sources its insights from precise freelancers, so you understand their cash is the place their mouth is.
On that observe, in case you’d prefer to entry this useful resource, right here’s the place you’ll be able to join!
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