Word-for-word scripts for existing clients, new clients and retainers, plus replies to the 12 objections you'll actually hear. Fill the [BRACKETS].

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Before you send anything: the 4 rules

1. Know your number. Run your floor in tools/project-pricing-calculator.html. If current clients pay below your floor, you're paying to work for them. That makes the decision for you.
2. Announce, don't ask. "My rates are changing on [DATE]" — not "Would it be OK if…". Asking invites a no.
3. Give notice. 30–60 days for existing clients (check your contract's notice clause for retainers). It's respectful, and it gives them time to budget.
4. One reason, no apologies. One sentence on why (more value, demand, scope of results). No essay and no "sorry". The more you justify, the more it sounds negotiable.

How much? A raise of 10–20% for existing clients is a common, low-drama step. New clients get your new full rate from day one. Some existing clients may leave. Do the math first: if 20% of clients leave after a 25% raise, you earn about the same for 20% less work.

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Script 1 — Existing client, email (standard)

Subject: Rate update from [MONTH]

Hi [NAME],

I want to give you plenty of notice: from [DATE, 30–60 days out], my rate for new work will be [NEW RATE] (currently [OLD RATE]).

Over the last [period], [specific result you delivered for them, e.g. "the onboarding emails we rebuilt lifted trial-to-paid from 8% to 11%"], and I've been investing in [skill/tool/process] so I can keep delivering that level of work.

Anything we start before [DATE] stays at the current rate. If you'd like to lock in a block of work at today's rate, just let me know by [DATE].

Thanks for being a great client. I'm looking forward to [next project/goal].

[YOUR NAME]

Why it works: notice, one concrete result, a deadline that creates a reason to act now ("lock in"), and a warm close. The "lock in" offer often brings in a prepaid block of work.

Script 2 — Existing client, favorite / long-term (grandfather option)

Hi [NAME],

Quick heads-up: from [DATE] my standard rate for new clients is [NEW RATE]. Because we've worked together for [TIME], I'm keeping your rate at [MIDDLE RATE] until [DATE + 6 months], and it'll move to the standard rate after that.

Nothing changes in how we work. Thanks for the trust over the past [TIME].

[YOUR NAME]

Why it works: they feel rewarded, not charged. You get a smaller raise now and the full one later, with the date already agreed.

Script 3 — Retainer client (with scope reset)

Hi [NAME],

As we come up on [N] months of working together, I've reviewed the retainer. We started at [ORIGINAL SCOPE, e.g. "8 posts/month"] and we're now regularly doing [ACTUAL SCOPE, e.g. "12 posts plus ad creative"].

From [DATE], I'm proposing two options:

1. Keep the current scope ([ORIGINAL SCOPE]) at [OLD RATE + 10–15%]/month.
2. Match what we're actually doing ([ACTUAL SCOPE]) at [NEW RATE]/month.

Both start [DATE]. Which works better for you?

[YOUR NAME]

Why it works: it turns quiet scope creep into the reason for the raise. Two options mean the conversation is about which one, not whether.

Script 4 — Existing client, in conversation (call or face to face)

"Before we plan next quarter, one update: from [DATE] my rate is going to [NEW RATE]. Anything we kick off before then stays at the current rate. Want to look at what we'd like to get started before then?"

Then stop talking. Let them respond first.

Script 5 — New client (quoting your new rate with confidence)

"For a project like this, the investment is [PRICE]. That includes [top 3 deliverables], [N] revision rounds and [support]. If you want to start smaller, the Essentials version is [GOOD PRICE]."

Rules: say the number once, plainly, then stop. No "around", "roughly", "I was thinking maybe". Always have a smaller package ready. It's how you keep the deal without discounting.

Script 6 — Raising your rate on a marketplace profile

Headline: "[Specific result] for [specific client type]" (e.g. "Short-form edits that keep viewers past 3 seconds — for coaches & creators"). Rate: raise in steps of 10–20% after every 3–5 five-star reviews. Message existing marketplace clients using Script 1 before changing the profile rate.

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Objection handler

Rule for every objection: agree with the feeling, then go back to value or scope. Never to a lower rate for the same scope. (Schwartz: never contradict what they already believe; build the bridge from their side.)

#	They say	You say
1	"That's more than we budgeted."	"That's fair. What's the budget you're working with? Let's adjust the scope to fit it rather than cut corners on the result."
2	"Another freelancer quoted half."	"That could be the right choice for you. It's worth checking what's included: revisions, timeline, support after launch. If you want, I'll show you exactly what's in mine, line by line."
3	"Can you do it for [lower number]?"	"At [lower number] I can do [smaller scope / Essentials]. For the full scope, [PRICE] is the price. Which would you prefer?"
4	"We've always paid [old rate]."	"You have, and I've appreciated it. The new rate reflects [result/skill]. Anything we start before [DATE] stays at the old rate."
5	"We'll have more work for you later."	"Great to hear. Let's do this one at the standard rate, and once there's a steady volume I'm happy to talk about a retainer rate."
6	"It's a quick job."	"If it's quick, the price will show it. Here's what I'd need to do to get it right: [3 steps]. That's [N] hours, so [PRICE]."
7	"Can we start and discuss price later?"	"I always agree price before starting. It protects us both. I'll send a one-page quote today."
8	"We need to think about it."	"Of course. What's the part you're unsure about: price, scope or timing? Happy to adjust any of them."
9	"Why did your rate go up?"	"Two reasons: demand for my time, and [the result you've delivered, e.g. the 40% faster turnaround]. I'm keeping my client list small so the quality stays high."
10	"We'll go with someone else."	"I understand, and thanks for considering me. If anything changes, I'd be glad to help. [Optional: My calendar for [MONTH] is open until [DATE].]"
11	"Can you give us a discount for paying upfront?"	"Yes. If you pay 100% upfront, I'll take [3–5]% off. Otherwise it's the standard schedule." (Only offer this if it suits your cash flow.)
12	"Your rate is higher than an agency's day rate."	"An agency rate usually covers part of a senior person's time. With me, you get the senior person for the whole project, and you talk to them directly."

When to walk away: if they want your full scope at a price below your floor rate. Every hour below your floor makes your year worse (see the calculator's red warning).

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Let AI write yours

Paste into any AI:

I'm a [ROLE] raising my rate from [OLD] to [NEW], effective [DATE]. Client: [NAME], we've worked together [TIME], last result I delivered for them: [RESULT]. Relationship: [warm / formal]. Write (1) a 120-word email announcing the new rate with 30–60 days' notice and a "lock in current rate before [DATE]" option, (2) a 40-word version for Slack, (3) replies to the 3 objections this client is most likely to raise. Rules: announce, don't ask; one reason, no apologies; no hype words; short sentences.

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Made by Dan Shipped — @danshipped. Part of the Freelancer Money Kit.

A proposal that sells the result, prices in packages, and blocks scope creep before it starts. Fill the [BRACKETS]. Delete the italic notes before sending. Target length: 2 pages.

How to fill it fast: run the project through tools/project-pricing-calculator.html first. It gives you the 3 package prices, the payment schedule and the opening paragraph.

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[Project name] — Proposal for [Client company]

Prepared by: [Your name / studio] · Date: [DATE] · Valid until: [DATE + 14 days]

1. Where you are now

2–4 sentences in the client's own words from the discovery call. This proves you listened. Schwartz rule: they must recognize their problem before they'll trust your solution.

Right now, [CLIENT] [current situation, e.g. "gets most leads from referrals, and the website isn't converting the traffic from your new ads"]. You told me the biggest cost is [their pain, e.g. "losing an estimated 20 demo requests a month"]. You want [desired outcome] by [date/event].

2. The result we're aiming for

One measurable outcome, and how you'll know it's done.

By [DATE], you'll have [deliverable outcome, e.g. "a 6-page site that turns ad traffic into booked demos"], ready for [event/use]. Success looks like: [1–2 concrete markers, e.g. "demo form live and tracked, page load under 2 seconds on mobile"].

3. How I'll get you there

Your mechanism: 3–5 phases. Name them. A named process is easier to trust and to pay for.

Phase	What happens	You get	When
1. Discovery	[e.g. 60-min workshop, audit of current site]	[e.g. sitemap + messaging brief]	Week 1
2. Design	[ ]	[ ]	Week [ ]
3. Build	[ ]	[ ]	Week [ ]
4. Launch & handover	[ ]	[ ]	Week [ ]

4. Choose your package

	Essentials	Complete (recommended)	Priority
[Deliverable 1]	✓	✓	✓
[Deliverable 2]	✓	✓	✓
[Deliverable 3]	—	✓	✓
Revision rounds	[1]	[2]	[3]
Timeline	[N+1] weeks	[N] weeks	[~0.75N] weeks
Support after delivery	Email during project	[14] days of fixes	[30] days + strategy session
Investment	[GOOD]	[BETTER]	[BEST]

Why three: clients compare your packages with each other instead of comparing you with other freelancers. Make the middle one the one you want to sell. Make the top one something you'd be genuinely happy to do.

5. What's not included

Copy from clause 3.2 of the clause library. List the 4–8 things clients in your niche usually assume are included.

• [e.g. Copywriting. You provide final text, or add copywriting for [PRICE]]
• [e.g. Stock photo licenses]
• [e.g. Ongoing maintenance after the support window, available at [RATE]/month]
• [e.g. Additional pages: [PRICE] each]

Anything not listed in your package gets a short written quote (a "change order") before I start it. No surprises on either side.

6. What I need from you

• [Content / logins / brand assets] by [DATE]
• One point of contact who can approve decisions: [NAME]
• Feedback within [5] business days of each delivery, as one consolidated list

Timeline dates assume these. If they slip, the timeline moves by the same amount.

7. Payment

Payment	Amount	When
Deposit	[40]% — [AMOUNT]	On signing. Reserves your start date
Milestone	[30]% — [AMOUNT]	On [milestone] approval, due in [14] days
Final	[30]% — [AMOUNT]	Before final files / access handover

Invoices are due within [14] days. Work pauses if an invoice is more than 14 days overdue. Full ownership of the final deliverables transfers to you on full payment.

8. Why me

2–3 proof points, specific. Numbers over adjectives. One short testimonial if you have it.

• [e.g. "Built 14 sites for B2B SaaS teams in the last 2 years"]
• [e.g. Result for a similar client: "Northwind's demo requests went from 12 to 31/month after relaunch"]
• [e.g. "You'll always talk to me directly. No account managers."]

9. Next step

Reply "Go — [package name]" and I'll send the agreement and deposit invoice the same day. Your start date is confirmed once the deposit lands. I currently have [one start slot in MONTH / availability from DATE].

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Before sending, check:

• Their problem is described in their words (section 1)
• Exactly one measurable result (section 2)
• Exclusions list filled in (section 5)
• Prices checked against your floor in the calculator
• Expiry date set (14 days)
• Your contract clauses attached or linked (clause library: 1, 2, 4, 5, 6, 7, 8, 9)

Made by Dan Shipped — @danshipped. Template only, not legal advice.

For ChatGPT, Gemini, Claude.ai, or any chat AI. Copy everything inside the box, fill the 4 brackets, send.

Tip: save it as a Custom GPT, a Gemini Gem, or a Claude Project instruction, and attach your standard contract once. Then you only paste the client's message each time.

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You are Scope Guard. You protect a freelancer's time and margin without hurting the client relationship. You are not a lawyer; interpret only the plain words of the documents I give you.

MY AGREEMENT (contract / proposal / SOW / the email where we agreed scope):
"""
[PASTE AGREEMENT TEXT]
"""

THE CLIENT'S NEW MESSAGE:
"""
[PASTE CLIENT MESSAGE]
"""

MY RATE / PRICING: [e.g. $90/hr, or "project is $6,000 for ~60 hrs", or "not sure"]
CONTEXT & TONE: [e.g. "2 of 2 revision rounds used, great long-term client, warm tone" / "email" or "Slack"]

Do this:
1. Split the client's message into separate requests.
2. For each request give a verdict: IN SCOPE, OUT OF SCOPE, or GREY AREA. Use this test in order:
   a) Named in deliverables/inclusions → IN SCOPE (unless it exceeds a stated quantity).
   b) Named in exclusions, or exceeds a stated number (rounds, pages, minutes, calls, support days) → OUT OF SCOPE.
   c) A change of direction after something was approved → usually OUT OF SCOPE.
   d) Fixing my own mistake or something that doesn't meet the agreed spec → IN SCOPE, always.
   e) Otherwise → GREY AREA, explain both readings in one line each.
3. Quote the exact clause as evidence. Never paraphrase or invent clauses. If nothing covers it, say "No clause covers this."
4. For OUT OF SCOPE / GREY AREA: estimate hours as a range, price = high estimate × my rate rounded up to a clean number, and the timeline impact in working days. For GREY AREA give two options (goodwill once, logged in writing / paid change order) and recommend one with a reason.
5. Write the reply I'll send: open positive about the idea, name the boundary in one friendly sentence (no legal tone, never say "scope creep"), give price + timeline + a choice (add now / phase 2 / swap for something in scope), end with one easy yes/no question. Email 80–150 words. Also write a short version under 60 words for Slack/WhatsApp.
6. If OUT OF SCOPE, add a paste-ready change order: number, date, change, reason (quoted clause), price, timeline impact, payment terms, "Reply 'Approved' to confirm. Work starts after approval."
7. End with one line on how to tighten my contract so this is clearer next time.

Output format:
## Verdict (table: Request | Verdict | Evidence)
## Why
## Price & timeline
## Reply to send (email)
## Short version
## Change order
## Fix your contract for next time

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Made by Dan Shipped — @danshipped. Template only, not legal advice. Check your local rules.

Each one shows the contract excerpt, the client's message, the verdict, and the reply. Use them to calibrate the skill, or just steal the replies. Rates and prices are examples.

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1. "Can you also do the Instagram versions?" (designer)

Agreement: "Deliverables: primary logo, secondary logo, favicon. Formats: SVG, PNG, PDF. Social media assets are not included." Client: "Logo looks great! Can you also make the Instagram profile pic and a few story highlight covers?" Verdict: OUT OF SCOPE. Evidence: "Social media assets are not included." Price: 3–4 hrs × $90 = $360. +2 working days, final delivery unchanged if approved this week.

Glad you love it. The profile picture and highlight covers are a great next step. They're outside the logo package ("social media assets are not included"), so here's a quick add-on: profile picture + 6 highlight covers, $360, delivered 2 working days after you approve. Want me to add it? Reply yes and I'll send the invoice with the final files.

Short: "Love that. Social assets aren't in the logo package, but I can do profile pic + 6 highlight covers for $360, 2 days. Want it?"

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2. "Just a small tweak" after the last round (designer)

Agreement: "Includes 2 rounds of revisions. Additional rounds billed at $75/hr, minimum 1 hour." Context: Both rounds used. Client approved v3 by email. Client: "Tiny thing: can we try the logo in navy instead of green, and a bolder font?" Verdict: OUT OF SCOPE. Evidence: "Includes 2 rounds of revisions. Additional rounds billed at $75/hr, minimum 1 hour." It's also a change of direction after approval. Price: 1–2 hrs → $150.

Happy to explore navy and a bolder font. We've used both included revision rounds and you approved v3 on Tuesday, so this would be a third round at $75/hr. I estimate 2 hours, so $150 max. I can turn it around by Thursday. Shall I go ahead?

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3. A bug in the site you built (developer)

Agreement: "Developer will deliver a responsive site that works on current versions of Chrome, Safari, Firefox and Edge. 14 days of bug fixes after launch included." Client (day 9): "The menu doesn't open on my iPhone." Verdict: IN SCOPE. Evidence: "works on current versions of… Safari" + "14 days of bug fixes after launch included." It's a defect, not a change.

Thanks for flagging. That's a bug and it's covered under the 14-day fix window. I'll have it fixed and live by tomorrow 5pm and send you a quick video showing it working on iPhone.

(Owning your own bugs fast is what makes you credible when you do say "that's extra.")

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4. "While you're at it, can you add a blog?" (developer)

Agreement: "Scope: 5 pages (Home, About, Services, Pricing, Contact). CMS for blog not included; can be quoted separately." Client: "While you're in there, can you add a blog so we can post updates?" Verdict: OUT OF SCOPE. Evidence: "CMS for blog not included; can be quoted separately." Price: 8–12 hrs × $110 = $1,320. +4 working days. Moves launch unless done as phase 2.

A blog is a smart move for SEO. It's not in the current 5-page scope ("CMS for blog not included"), so here are two options:

1. Add it now: $1,320, launch moves from the 14th to the 20th.
2. Launch on the 14th as planned, then add the blog in week 1 after launch (same price). Most clients pick option 2 so launch doesn't slip. Which do you prefer?

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5. "Can you make it more engaging?" (video editor)

Agreement: "12 vertical videos, up to 60 seconds each, edited from client-supplied footage. 1 revision round per video. Feedback in a single consolidated list." Client: "These are good but can you make them more engaging? Maybe more zooms and effects?" Verdict: GREY AREA. "1 revision round per video" covers feedback, but "more engaging" across all 12 is a style change, not a correction. Has the round been used? Unclear. Options: (a) Treat it as the included revision round, if the client gives specific notes per video. (b) If they want a new editing style across all 12, that's a re-edit: 6–8 hrs × $70 = $560. Recommend: (a), but ask for specific notes. It turns vague into scoped.

Got it. Let's make them hit harder. This can be your included revision round. To get it right in one pass, could you send one list with what you want per video (timestamps help)? For example: "0:03 add zoom on product". If you'd rather I restyle all 12 with a new, faster editing style, that's a re-edit at $560 and I'd need 3 working days.

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6. Extra raw footage arrives (video editor)

Agreement: "Based on up to 2 hours of raw footage per batch. Additional footage review billed at $60/hr." Client sends: 5 hours of footage. "Here's everything, pick the best bits!" Verdict: OUT OF SCOPE (partially). Evidence: "up to 2 hours of raw footage per batch." Price: 3 extra hrs of review × $60 = $180.

Thanks, footage received. The batch is based on up to 2 hours of raw footage, and this one is about 5. Two easy options: (1) I review all of it for +$180, or (2) you mark the 2 hours you care most about and I start today at no extra cost. Which works better?

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7. "Can you post them for us too?" (marketer)

Agreement: "Deliverables: content calendar, 20 written posts, 20 graphics. Scheduling and community management not included." Client: "Can you schedule these and reply to comments for the first week?" Verdict: OUT OF SCOPE. Evidence: "Scheduling and community management not included." Price: Scheduling 2 hrs + comments 30 min/day × 7 = 5.5 hrs × $80 ≈ $450.

Yes, I can take that off your plate. Scheduling and community management sit outside the content package, so I'd add it as a 1-week add-on: scheduling all 20 posts + replying to comments daily for 7 days, $450. If you want this every month, I can quote a monthly retainer, which works out cheaper per week. Want the one-week add-on?

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8. "Can we jump on a quick call?" (any freelancer)

Agreement: "Includes a kickoff call and 2 review calls (up to 45 minutes each). Additional meetings billed at the hourly rate." Context: 2 review calls already done. This would be the 4th call this month. Verdict: OUT OF SCOPE. Evidence: "Additional meetings billed at the hourly rate." Recommend: Offer an async option first. Calls are where most unbilled hours go.

Happy to help. We've used the 2 review calls in the plan, so a quick fix: send me your questions here and I'll reply with a Loom walkthrough by tomorrow (no charge). If you'd rather talk live, an extra 45-minute call is $90 and I have Thursday 3pm or Friday 10am open.

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9. "Can you connect it to our other CRM too?" (AI automation freelancer)

Agreement: "Build an automation that sends website form leads to HubSpot, scores them with an AI step, and notifies sales in Slack. Integrations limited to: Webflow, HubSpot, Slack, OpenAI API. Monthly tool costs paid by client." Client: "Our Italy team uses Pipedrive. Can leads from Italy go there instead?" Verdict: OUT OF SCOPE. Evidence: "Integrations limited to: Webflow, HubSpot, Slack, OpenAI API." Price: Routing logic + Pipedrive integration + testing: 5–7 hrs × $120 = $840. +3 working days.

Makes sense to keep the Italy team in their own tool. Pipedrive isn't one of the integrations we scoped (Webflow, HubSpot, Slack, OpenAI), so it'd be a small add-on: country-based routing + Pipedrive connection + testing, $840, 3 extra working days. I can do it right after the HubSpot flow goes live so nothing is delayed. Shall I add it?

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10. The contract says nothing (grey area, verbal deal)

Agreement: None in writing. DM: "Can you design our landing page for $800?" "Sure!" Client (after delivery): "Now can you do the mobile version and two variants for A/B testing?" Verdict: GREY AREA. No written scope. Most clients expect a landing page to work on mobile, so treat mobile as IN SCOPE in spirit. The A/B variants are new deliverables, so OUT OF SCOPE. Recommend: Do mobile as goodwill and confirm the scope in writing. Price the variants.

Good call on the A/B test. I'll include the mobile layout as part of the original page. That's fair, since a landing page should work on mobile. The two test variants are new designs, so I'd do them at $250 each ($500 for both), delivered in 3 working days. Just so we're both clear going forward: the $800 covered one landing page design (desktop + mobile), and anything new gets a quick quote first like this one. Sound good?

Fix for next time: Never start without a one-paragraph scope in writing. Even a DM like "Confirming: 1 landing page, desktop + mobile, 2 revision rounds, $800, 50% upfront" counts as a record (whether it's a binding contract depends on where you are).

12 clauses that stop the three money leaks: undercharging, unpaid extra work, and late payment. Each has the clause text, what it means in plain English, and what to watch out for.

Not legal advice. These are starting-point templates written in plain English. Contract law differs by country and state (for example, late-fee limits and consumer-protection rules). Have a local lawyer review your final contract once. It usually costs less than one unpaid invoice. Last verified: October 2026.

How to use: Paste the clauses you need into your proposal or contract. Replace every [BRACKET]. Keep the numbering consistent with your document. If you work with consumers (individuals, not businesses), extra rules usually apply, so get local advice.

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1. Payment terms

1.1 Fees. The Client will pay the fees set out in the Proposal ("Fees"). All Fees are in [CURRENCY] and exclude [VAT / sales tax], which will be added where applicable. 1.2 Invoices. The Freelancer will invoice according to the payment schedule in the Proposal. Each invoice is due within [14] days of the invoice date. 1.3 Method. Payment is made by [bank transfer / card via PAYMENT LINK]. Transfer and currency conversion fees are paid by the Client. 1.4 No set-off. The Client will pay invoices in full and won't deduct amounts for unrelated disputes.

Plain English: How much, in what currency, when, and how. "Due within 14 days" beats "Net 30" for small businesses. Shorter terms mean less waiting and fewer forgotten invoices. Watch out: Big companies often send their own vendor terms (60–90 days). Negotiate before you sign, or price the delay in. Some freelancer laws (e.g. New York, California, Illinois) set a default of 30 days after completion when no date is agreed. Check yours.

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2. Deposit

2.1 Work begins after the Client has signed this Agreement and paid a non-refundable deposit of [40–50]% of the total Fees ("Deposit"). 2.2 The Deposit reserves the Freelancer's time in the schedule and covers initial planning work. Project dates in the Proposal begin from the date the Deposit is received. 2.3 If the Client cancels before work starts, the Deposit is retained [except as required by applicable law].

Plain English: No deposit, no start date. The deposit filters out clients who aren't serious and means you're never fully unpaid. Watch out: "Non-refundable" isn't enforceable everywhere in every situation, especially with consumers. The fair framing ("reserves your time, covers planning") helps if it's ever challenged. 30–50% is common. Under $2,000, 50% is normal.

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3. Scope & exclusions

3.1 The services and deliverables are only those listed in the Proposal under "Scope" ("Services"). 3.2 The following are not included unless added by a Change Order: [e.g. copywriting, stock image licenses, social media assets, hosting, ongoing maintenance, additional pages, translations, paid tool subscriptions]. 3.3 The Client is responsible for providing [content, logins, brand assets, feedback] by the dates in the Proposal.

Plain English: The exclusions list is the most underrated line in freelancing. A request that matches it is out of scope, with no debate. Watch out: Write exclusions for the things clients usually assume are included in your niche. Scope Guard (skills/scope-guard) cites this clause more than any other.

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4. Revisions

4.1 Fees include [2] rounds of revisions per deliverable. A "round" means one consolidated list of feedback from the Client, delivered in writing in a single message. 4.2 Revisions refine the approved direction. A change of direction after approval (new concept, new style, new brief) is new work and will be quoted as a Change Order. 4.3 Additional rounds are billed at [RATE]/hour (minimum [1] hour) or a fixed [AMOUNT] per round. 4.4 Feedback is due within [5] business days of each delivery. If no feedback is received within [10] business days, the deliverable is considered approved.

Plain English: Defines what a revision is (one consolidated list, not 14 Slack messages), what it isn't (a new direction), and what happens if the client goes quiet. Watch out: "Deemed approval" clauses (4.4) keep projects from stalling forever. Remind the client of the date in your delivery email. Some courts are skeptical of deemed approval, but the reminder alone fixes most stalls.

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5. Change orders

5.1 Any request outside the Services is a "Change". The Freelancer will reply with a written Change Order describing the work, price and timeline impact. 5.2 Changes are only carried out after the Client approves the Change Order in writing (email is enough). 5.3 Change Orders are invoiced [100% on approval / with the next milestone invoice]. Minimum Change Order fee: [AMOUNT]. 5.4 Approved Changes may move the delivery date. The Freelancer will state the new date in the Change Order.

Plain English: Extra work has a process: you write it up, they say yes in writing, then you do it. No "we'll sort it out at the end." Watch out: A minimum fee (e.g. $150) stops the "it's just 5 minutes" requests from adding up. Use the change order template in skills/scope-guard/SKILL.md.

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6. Kill fee (cancellation)

6.1 The Client may cancel the project at any time by written notice. 6.2 On cancellation, the Client will pay: (a) all fees for work completed up to the cancellation date, calculated at [RATE]/hour or by completed milestones, whichever is greater; plus (b) a cancellation fee of [25]% of the remaining unpaid Fees, to cover reserved time that can't be rebooked at short notice. 6.3 The Deposit counts toward these amounts. Ownership of completed work transfers only once these amounts are paid in full.

Plain English: If they cancel halfway, you get paid for what you did plus part of the time you blocked for them. Watch out: Keep the cancellation percentage reasonable (often 10–50% of the remainder in practice). Fees that look like a penalty can be unenforceable in some places. Linking it to the time you blocked is the fair reason.

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7. IP transfer on full payment

7.1 On receipt of full payment of all Fees, the Freelancer assigns to the Client all rights in the final deliverables listed in the Proposal. 7.2 Until full payment, all rights in the deliverables remain with the Freelancer, and the Client has no license to use them [except for internal review]. 7.3 The Freelancer keeps ownership of pre-existing materials, tools, code libraries, templates, and unused concepts/drafts. The Client receives a non-exclusive, perpetual license to use any of these that are built into the final deliverables. 7.4 Third-party assets (fonts, stock, plugins, APIs) are subject to their own licenses, which the Client must purchase or maintain where required.

Plain English: They own it when they've paid for it. Before then it's yours. Your reusable tools and rejected drafts stay yours forever. Watch out: This is your strongest legitimate lever on a late payer. But don't use it as a reason to sabotage live work (see Step 4 of the late payment sequence). In some countries, certain rights (like moral rights) can't be fully assigned, and copyright transfers may need specific wording. Ask a local lawyer once.

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8. Late payment: fees and interest

8.1 Invoices not paid by the due date are overdue. The Freelancer may charge [a late fee of [AMOUNT] / interest at [X]% per month / the statutory rate under applicable law] on overdue amounts from the due date until paid[, not exceeding the maximum rate permitted by law]. 8.2 The Client will also pay reasonable costs of recovering overdue amounts, including [collection agency fees and legal costs], where permitted by law. 8.3 Where applicable law gives the Freelancer additional rights to interest or fixed compensation (for example, under late-payment legislation for business-to-business transactions), those rights apply in addition to this clause.

Plain English: Late costs money. The number itself matters less than having a clause at all, because it turns your Step 5 email from a request into a reference. Watch out: Many US states cap interest rates, so keep it modest and add "not exceeding the maximum permitted by law". In the UK and EU, B2B statutory interest and fixed compensation exist even without a clause (see late-payment-sequence.md), but a clause still helps.

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9. Pause for non-payment

9.1 If any invoice is more than [14] days overdue, the Freelancer may pause all work on written notice until all overdue amounts are paid. 9.2 Delivery dates move by the length of the pause plus the time needed to reschedule, up to [10] business days. 9.3 Pausing work isn't a breach of this Agreement by the Freelancer.

Plain English: You're allowed to stop working for someone who stopped paying, and the deadline moves with you. Watch out: It covers pausing work, not switching off live services. If you host or manage anything live, add a separate clause with a notice period.

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10. Termination

10.1 Either party may terminate this Agreement by [14] days' written notice. 10.2 Either party may terminate immediately by written notice if the other materially breaches this Agreement and doesn't fix the breach within [7] days of being notified. Non-payment of an invoice more than [30] days overdue is a material breach. 10.3 On termination, the Client pays for all work completed up to the termination date (and any kill fee under clause 6, if the Client terminates without cause). Clauses 7, 8 and 11 survive termination.

Plain English: Either of you can walk away fairly. If the client stops paying, you can end it, and you still get paid for work done. Watch out: Match the notice period to your project length. On retainers, 30 days' notice is common.

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11. Limitation of liability

11.1 The Freelancer's total liability under this Agreement is limited to the Fees paid by the Client in the [12] months before the claim. 11.2 Neither party is liable for indirect or consequential losses, including lost profits or lost data, [except where such limitation is not permitted by law].

Plain English: If something goes wrong, the most you can owe is what they paid you, not their lost revenue. Watch out: Especially important for developers and AI automation freelancers whose work touches client data or revenue. Some liability can't be limited by law (e.g. fraud or, in some places, personal injury), hence the bracketed carve-out.

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12. AI tools & portfolio rights

12.1 The Freelancer may use software tools, including AI-assisted tools, to deliver the Services. The Freelancer remains responsible for the quality of the deliverables and will not input the Client's confidential information into tools that use it to train public models[, unless the Client agrees in writing]. 12.2 Unless the Client opts out in writing, the Freelancer may show the deliverables in their portfolio and mention the Client's name after public launch. Confidential information is never shown.

Plain English: You can use AI, you're still accountable, and you protect their data. And you can show the work once it's public. Watch out: Some clients (enterprise, health, finance) will want stricter data rules. That's fine; agree them up front. Note that copyright protection for purely AI-generated material is limited or uncertain in several countries, so be careful promising "full ownership" of raw AI output.

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One-paragraph "mini-contract" for small jobs (under ~$1,000)

When a full contract feels too heavy, send this as an email and ask the client to reply "Agreed":

Confirming the project: [DELIVERABLES] for [PRICE] [CURRENCY]. Includes [2] revision rounds (one consolidated feedback list each). Not included: [EXCLUSIONS]. Timeline: [N] working days from deposit. Payment: [50]% upfront, [50]% before final files. Invoices due in [7] days; work pauses if an invoice is 14+ days overdue. Extra requests get a quick written quote before I start them. Files and rights transfer to you on full payment. Reply "Agreed" and I'll send the deposit invoice.

Some freelancer laws require specific contract contents above a threshold (e.g. New York $800+, California $250+ for certain services, Illinois $500+). Above those amounts, use a full written contract that meets your local requirements.

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Made by Dan Shipped — @danshipped. Templates only, not legal advice. Check your local rules.

From "just a nudge" to "small claims ready". Every step has an email, a short DM version, the timing, and tone notes. Copy, fill the [BRACKETS], send.

Not legal advice. These are templates and general information. Late-payment rights, interest, fees and court rules depend on your country, state and contract. Check your local rules, and talk to a lawyer or your local small-business advice service before Step 6. Last verified: October 2026.

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How to use it

• Day 0 = the invoice due date. Timings are counted from there. On Net 30 terms, Step 1 lands about a month after you invoiced.
• Most invoices get paid at Step 1 or 2. Most late payments come from a forgotten email, an approval stuck with someone, or a missing PO number. Treat it like admin, not war, until Step 3.
• Escalate in writing, on schedule, every time. Clients learn fast which freelancers chase. Being predictable is the strategy.
• Only threaten what you will do and are allowed to do. If your contract has no late fee, don't invent one. Use the rights your contract or local law actually gives you (see "Know your rights" at the bottom).
• Keep the thread. Reply in the same email thread each time so the history is visible to everyone, including a judge if it ever gets that far.
• Add a second person from Step 2 onwards: accounts payable, finance, or the founder. CC them, don't go around your contact.

Bonus Step 0: courtesy heads-up (Day −3)

Sent before the due date. It catches about-to-be-late invoices while there's still time to fix PO numbers and approvals.

Email — Subject: Invoice [#] due [DATE]

Hi [NAME], quick heads-up that invoice [#] for [AMOUNT] is due on [DATE]. I've attached it again here for convenience. If anything is needed on your side to process it (PO number, vendor form, different billing contact), just let me know and I'll sort it today. Thanks!

DM: "Hi [NAME], quick heads-up: invoice [#] ([AMOUNT]) is due [DATE]. Anything you need from me to process it?"

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Step 1 — Friendly reminder (Day +1 to +3)

Goal: Make paying the easiest thing to do today. Assume good faith. Tone: Warm, short, zero blame. One link to pay.

Email — Subject: Invoice [#] — friendly reminder

Hi [NAME],

Hope the week's going well. Just a friendly reminder that invoice [#] for [AMOUNT] was due on [DATE]. I've attached it again, and you can pay here: [PAYMENT LINK].

If it's already on its way, thank you, and please ignore this.

Best, [YOUR NAME]

DM: "Hi [NAME], hope all's good! Invoice [#] ([AMOUNT]) was due [DATE]. Here's the link in case it slipped: [LINK]. Thanks!"

Tone notes: No "per my last email". No guilt. Include the invoice and the link every time, because people pay from their phones.

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Step 2 — Firm follow-up (Day +7)

Goal: Get a date. Find out what's blocking payment. Tone: Polite and direct. Ask one question that forces a specific answer.

Email — Subject: Invoice [#] — now 7 days overdue

Hi [NAME],

Following up on invoice [#] for [AMOUNT], due [DATE] and now 7 days overdue.

Could you let me know the date the payment will be made? If something is holding it up (approval, PO, a question about the work), tell me and I'll help fix it.

I've CC'd [ACCOUNTS EMAIL] in case this sits with your finance team.

Pay here: [PAYMENT LINK]

Thanks, [YOUR NAME]

DM: "Hi [NAME], invoice [#] is now a week overdue. Could you tell me the date it'll be paid? If something's blocking it, tell me and I'll help sort it."

Tone notes: The key line is "the date the payment will be made". A date is a commitment, and "soon" isn't. If they give a date, reply "Perfect, I'll look out for it on [DATE]" and set a reminder for the day after.

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Step 3 — Final notice before consequences (Day +14)

Goal: Make the consequences clear, in writing, before they happen. Tone: Calm, neutral, factual. No emotion and no exclamation marks.

Email — Subject: Final notice: invoice [#] — [AMOUNT] overdue

Hi [NAME],

Invoice [#] for [AMOUNT] is now 14 days overdue. I haven't received a payment date yet.

As set out in our agreement ([CLAUSE / SECTION]):

• Work on [PROJECT] will pause from [DATE, e.g. 3 business days from now] if payment hasn't been received.
• [If your contract or local law allows it] A late fee of [X] / interest at [RATE] applies to overdue balances from [DATE].

I'd much rather keep going. Payment by [DATE] keeps everything on schedule: [PAYMENT LINK].

If there's an issue with the invoice or the work, reply today and let's resolve it.

Regards, [YOUR NAME]

DM: "Hi [NAME], invoice [#] is 14 days overdue with no payment date. Per our agreement, work pauses on [DATE] if it's still open. I'd rather keep going, so payment link: [LINK]."

Tone notes: Quote your contract. If your contract has no pause clause or late fee, remove those bullets and say "I'll need to pause new work on the account until this is resolved," which is your call to make as a business.

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Step 4 — Pause work (Day +17, or the date you named)

Goal: Do exactly what you said. This is where most freelancers get paid. Paused work costs the client momentum, and late-payment emails don't. Tone: Matter-of-fact. Not punitive. Leave the door open.

Email — Subject: Work on [PROJECT] paused — invoice [#]

Hi [NAME],

As mentioned on [DATE OF STEP 3], I've paused work on [PROJECT] today because invoice [#] for [AMOUNT] is still unpaid ([N] days overdue).

What this means:

• No new deliverables or changes until the balance is cleared.
• [Final files / admin access / source files] stay with me until payment, as set out in [CLAUSE].
• Your project slot is held until [DATE]. After that I may need to reschedule it after other client work.

Once payment lands, I'll restart within [1 business day]. Pay here: [PAYMENT LINK].

Regards, [YOUR NAME]

DM: "Hi [NAME], as flagged on [DATE], I've paused work on [PROJECT] until invoice [#] is paid. I'll restart within a day of payment. Link: [LINK]."

Tone notes:

• Pause, don't sabotage. Don't take down a live website, delete files, or lock the client out of accounts they own unless your contract clearly says you can. That can turn you into the one in the wrong. Withholding new work and untransferred deliverables is the clean move, especially if your contract says IP transfers on full payment (see the clause library).
• If you host something for them, check your contract and local rules before switching anything off. Give written notice first.

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Step 5 — Late fee / interest notice (Day +21)

Goal: Put a growing number on the debt, but only one you're entitled to. Tone: Formal, short, numbers-first.

Email — Subject: Updated statement: invoice [#] incl. late charges

Hi [NAME],

Invoice [#] for [AMOUNT] is now [N] days overdue. Under [our agreement, section X / the applicable late-payment law], the following now applies:

Item	Amount
Original invoice [#]	[AMOUNT]
Late fee / interest ([RATE], from [DATE] to [DATE])	[AMOUNT]
[Fixed recovery compensation, if applicable in your jurisdiction]	[AMOUNT]
Total now due	[TOTAL]

Interest continues to accrue at [RATE] until paid. I've attached an updated statement.

If the original amount of [AMOUNT] is paid by [DATE, 7 days from now], I'll waive the late charges. [Optional, recommended: it gives them an easy way out.]

Pay here: [PAYMENT LINK]

Regards, [YOUR NAME]

DM: "Hi [NAME], invoice [#] is [N] days overdue, so late charges now apply per our agreement. I've emailed an updated statement. If [AMOUNT] is paid by [DATE], I'll waive them."

Tone notes: The waiver offer works. It gives your contact a "win" to bring to their finance team. Keep a note of exactly how you calculated interest. See "Know your rights" for the UK/EU rules.

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Step 6 — Formal letter / letter before action (Day +30 to +35)

Goal: A formal written demand. It's often the step that gets payment, and in many places it's a required step before going to court. Tone: Formal. Use the client's legal company name and registered address. Send by email AND by post or another trackable method.

Email/letter — Subject: Formal demand for payment: [AMOUNT] — [YOUR BUSINESS] v [CLIENT LEGAL NAME]

[DATE]

To: [CLIENT LEGAL NAME], [REGISTERED ADDRESS] Attn: [NAME, TITLE]

Formal demand for payment: invoice [#]

We provided [SERVICES] to you under our agreement dated [DATE] ("the Agreement"). Invoice [#] for [AMOUNT] was issued on [DATE] and was due on [DATE]. Despite reminders on [DATES], it remains unpaid.

The total now due is [TOTAL], made up of:

• Principal: [AMOUNT]

Please pay [TOTAL] by [DATE — in England & Wales, if the client is an individual or sole trader, allow at least 30 days and follow the Pre-Action Protocol for Debt Claims; elsewhere 14 days is common] to: [PAYMENT DETAILS].

If you dispute any part of this amount, please write to us by that date explaining why, with any supporting documents.

If we do not receive payment or a response by that date, we intend to [start a claim in the small claims court / refer the debt to a collection agency] without further notice. That may increase the amount you owe through court fees and costs where the law allows.

Copies of the Agreement, invoice [#] and our correspondence are enclosed.

[YOUR NAME] [YOUR BUSINESS, ADDRESS, EMAIL]

DM (to your contact, heads-up only): "Hi [NAME], I've had to send a formal payment demand for invoice [#] to [COMPANY] today. I'd still much rather sort this between us, so if it's paid by [DATE] it all goes away."

Tone notes: No insults, threats you won't carry out, or public posts about the client. In some places public shaming can expose you to legal claims. Facts, dates, amounts, next step.

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Step 7 — Small claims / collections prep (Day +45 to +60)

Goal: Be ready to file, or hand it off. Often the client pays once they see you're ready.

Prep checklist (gather these in one folder):

• Signed contract / accepted proposal / email where they agreed scope and price
• Every invoice, with dates sent
• Proof of delivery (files sent, launch date, approval emails, "looks great!" messages)
• All reminders (Steps 1–6), with dates
• Any response or excuse they gave, and any partial payments
• Interest/fee calculation, with the clause or law you relied on
• Client's legal name and registered address (check the company register in your country)
• Decision: small claims (you do it, usually small filing fee) vs collection agency (they take a commission) vs lawyer (larger amounts)

Final email — Subject: Next step on invoice [#]

Hi [NAME],

I haven't received payment or a response to my letter of [DATE]. On [DATE, 7 days from now] I will file a claim for [TOTAL] [in small claims court / with (agency name)].

I'd still prefer to resolve this directly. If a payment plan would help, I'm open to [e.g. 2 instalments, first one by DATE], confirmed in writing.

[YOUR NAME]

DM: "Hi [NAME], last message before I file a claim for invoice [#] on [DATE]. Open to a payment plan if that helps. Just reply."

Tone notes: Offering a payment plan at the last step gets more money back than holding out for 100% on day one. Get any plan in writing, with dates, and state that the full balance is due at once if an instalment is missed.

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Know your rights (summary, check your local rules)

Verified October 2026. Laws change, so confirm on the official source before relying on any of this.

Where	What exists	Key points
UK (B2B)	Late Payment of Commercial Debts (Interest) Act 1998	You can claim statutory interest at 8% above the Bank of England base rate, plus fixed compensation of £40 (debt under £1,000), £70 (£1,000–£9,999.99) or £100 (£10,000+), plus reasonable recovery costs above that. Applies business-to-business. Optional, so you choose whether to claim. If no payment date was agreed, payment is late 30 days after the client gets the invoice or the service, whichever is later.
England & Wales	Small claims track / Money Claim Online	Small claims track usually covers claims of £10,000 or less. Money Claim Online is the government's online service for fixed-amount money claims. If the client is an individual or sole trader, the Pre-Action Protocol for Debt Claims applies: a letter before claim with specific enclosures and 30 days to respond.
EU (B2B)	Late Payment Directive 2011/7/EU (implemented in each country's law)	Default B2B payment term 30 days if none agreed; contractual terms over 60 days are restricted unless expressly agreed and not grossly unfair. Statutory interest of at least 8 percentage points above the ECB reference rate, plus a minimum €40 fixed compensation for recovery costs. A proposed regulation to replace it (with a firm 30-day cap) was still in the legislative process as of the latest sources we found, so check whether it has passed.
US — New York State & NYC	Freelance Isn't Free Act (statewide since 2024; NYC since 2017)	Contracts worth $800+ (alone or combined over 120 days) need a written contract. Payment is due by the contract date or within 30 days of completion. Remedies can include double damages for late or non-payment. NYC freelancers can file with the Office of Labor Standards.
US — California	Freelance Worker Protection Act (SB 988, effective Jan 1, 2025)	Covers certain professional services (e.g. marketing, design, writing, video, photography) of $250+ (alone or over 120 days). Written contract required. Pay by the contract date or within 30 days of completion. Remedies include double the unpaid amount for late payment and $1,000 if a written contract is refused. Los Angeles also has its own ordinance.
US — Illinois	Freelance Worker Protection Act (effective July 1, 2024)	Applies at $500+ (alone or over 120 days). Written contract required; payment due no later than 30 days after services are provided if no date is set.
US — other cities	Local ordinances	Seattle, Columbus, Minneapolis and Los Angeles have their own freelancer protections. Check your city.
US — late fees in general	State contract and usury laws	No single federal rule. A late fee or interest generally needs to be in your contract and reasonable. Some states cap interest rates. Small-claims limits and filing fees vary by state. Check your state court's website.

Sources (verified October 2026):

• UK statutory interest & fixed compensation: gov.uk late commercial payments guidance, Wikipedia summary of the 1998 Act
• England & Wales small claims / Money Claim Online: Citizens Advice, MoneySavingExpert
• Pre-Action Protocol for Debt Claims: TWM Solicitors summary
• EU directive & proposed regulation: EU public buyers community, PwC Legal on the proposal
• New York: Hughes Hubbard on NYC FIFA, Hinshaw on the NY State act
• California: Fisher Phillips on SB 988, Littler on LA ordinance
• Illinois: Jackson Lewis, Illinois.gov notice

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Let AI write the right message

Use skills/payment-chaser/ (Claude skill) or skills/payment-chaser/PROMPT.md (any AI). Give it the invoice details, the days overdue and what's happened so far, and it picks the right step and writes the email + DM in your voice.

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Made by Dan Shipped — @danshipped. Templates and general information only, not legal advice. Check your local rules.

For ChatGPT, Gemini, Claude.ai or any chat AI. Fill the brackets and send. Takes 60 seconds.

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You are Payment Chaser. You help a freelancer get paid without burning the client relationship. You are not a lawyer: never invent fees, interest, legal rights or deadlines. Use only what my contract says, plus clearly labeled general information I must verify locally.

INVOICE
- Client company + contact name: [e.g. Acme Ltd, Sarah]
- Invoice #, amount, currency: [e.g. #1042, 2,400 EUR]
- Due date: [DATE]  |  Today: [DATE]
- Payment link / bank details: [LINK]
- What I've sent so far + any client reply: [e.g. "reminder on Mar 3, no reply"]
- Work status: [ongoing / delivered / final files not yet handed over]
- Relationship + tone: [e.g. "good long-term client, keep it warm" / "new client, ghosting me"]
- My location / client location: [e.g. Italy / UK]

MY CONTRACT SAYS (paste payment, late fee, pause-work, IP-on-payment clauses; or write "nothing"):
"""
[PASTE]
"""

Use this 7-step escalation (Day 0 = due date):
0 Courtesy heads-up (Day -3)
1 Friendly reminder (Day +1 to +3): warm, no blame, payment link
2 Firm follow-up (Day +7): ask for "the date payment will be made", CC finance
3 Final notice (Day +14): calm, quote the contract, name the pause date and any contractual late fee
4 Pause work (date named in step 3): pause new work, hold untransferred deliverables if the contract allows; never take down live work or lock them out of their own accounts
5 Late fee / interest notice (Day +21): only if the contract or applicable law allows; show the calculation (principal × rate × days ÷ 365); offer to waive charges if the principal is paid within 7 days
6 Formal demand letter (Day +30 to +35): client's legal name + registered address, facts, amounts, deadline, next step (small claims / collections). Note that in England & Wales, for individual/sole-trader debtors, the Pre-Action Protocol for Debt Claims applies (30 days to respond)
7 Small claims / collections prep (Day +45 to +60): evidence checklist, final email offering a written payment plan

Special cases: if the client gave a payment date → confirm and wait. If they dispute the work → pause the sequence, ask for specifics in writing, request payment of the undisputed part. If they ask for a payment plan → accept with dates, full balance due if an instalment is missed.

Never skip more than one step. Never threaten what I won't or can't do. No insults, no public shaming.

OUTPUT:
1. Which step and why (1 line)
2. Email: subject + body
3. DM version (under 50 words)
4. Calculation table (only step 5) / formal letter (step 6) / evidence checklist (step 7)
5. NEXT ACTION: send date, what to do if paid, date to move to the next step
6. A 2-line thank-you to send when they pay
7. One-line reminder that this is not legal advice and to check local rules

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Made by Dan Shipped — @danshipped. Templates only, not legal advice. Check your local rules.

Score a lead in 3 minutes, before you write the proposal. Most scope creep and late payment can be predicted from the first call. This list is built from patterns freelancers report again and again. It's not a science, so use your judgment.

How to score: 1 point per flag. Flags marked ★ count 2.

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Money flags

• ★ Asks for a big discount before seeing the proposal ("We're a startup, budget is tight")
• ★ Refuses or "doesn't do" deposits
• Offers "exposure", equity, or "lots more work later" instead of your rate
• Can't tell you who approves invoices or how payment works
• Wants to pay entirely on completion for a project longer than 2 weeks
• Insists on 60–90 day payment terms for a small project
• Mentions a previous freelancer "who didn't deliver" and didn't get paid

Scope flags

• ★ Can't describe what "done" looks like
• "It's a quick job" / "should only take you an hour"
• Brief changes between the first message and the call
• Wants a fixed price but won't commit to a fixed scope
• Asks for free samples, spec work, or a "test task" that's actually the real job
• Says "unlimited revisions" is normal

Process flags

• Multiple decision-makers, and you can't talk to the final one
• Slow or chaotic replies during the sales stage (it gets worse after you're hired)
• Wants to start "tomorrow" before signing anything
• Pushes back on a written contract ("we trust each other")
• Wants daily calls or expects replies within minutes, evenings included

Respect flags

• ★ Talks down about past freelancers or their own team
• Questions your rate as "too much" instead of discussing scope
• Ignores your process questions and jumps to "how fast can you do it?"
• Asks you to bypass a platform's payment rules (if you met on a marketplace)

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Your score

Score	Read	Action
0–3	Normal client	Proceed with your standard process
4–6	Risky	Raise the price 20–30% (calculator → risk buffer), require 50% deposit, tight exclusions list, shorter payment terms
7–9	High risk	100% upfront or milestone payments before each phase. Short contract. Be ready to walk away.
10+	Walk away	Politely decline (script below)

Polite decline script

Hi [NAME], thanks for walking me through [PROJECT]. Based on what you need [timeline / budget / scope], I don't think I'm the right fit for this one, and I'd rather tell you now than slow you down. [Optional: You might try [ALTERNATIVE / referral].] Best of luck with the launch.

Turn a flag into a filter (phrases that work)

Flag	Say this
"Budget is tight"	"Totally get it. Let's adjust the scope rather than the rate. Which of these 3 deliverables matters most?"
"Quick job"	"Let me scope it properly so you get an exact price. If it really is quick, the price will reflect that."
"No deposit"	"Every project starts with a deposit. It reserves your start date. It's the same for every client."
"Unlimited revisions"	"I include [2] rounds because a clear feedback process gets better results faster. Extra rounds are available at [PRICE]."
"Lots of work later"	"Great, let's start with this project at my standard rate and talk about a retainer rate once we've worked together."
"Start tomorrow"	"I can start as soon as the agreement is signed and the deposit lands. Both can happen today."

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Made by Dan Shipped — @danshipped. Part of the Freelancer Money Kit.

From "yes" to "work starts" in one clean path. Every box closes a door that usually lets scope creep or late payment in. Copy it into Notion, your project tool, or a doc per client.

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Before you say yes (discovery)

• Ran the red-flag check (red-flag-client-checklist.md). Score under 4, or a plan for each flag.
• Asked: "What does success look like, and by when?" Wrote down the answer in their words.
• Asked: "Who else needs to approve this?" Got the names of all decision-makers.
• Asked: "What's the budget range you're working with?" (Ask on the call, not after the proposal.)
• Asked: "How do invoices get paid at your company? Do you need a PO or vendor form?"
• Confirmed the client's legal company name, registered address, VAT/tax ID if needed.

Proposal & contract

• Priced with the calculator. Every package is above your floor rate.
• Proposal sent with 3 packages, exclusions list, and a 14-day expiry.
• Contract includes at minimum: payment terms, deposit, revisions definition, change orders, kill fee, IP on full payment, late fees, pause for non-payment, termination (clause library 1–10).
• Contract meets any local freelancer-law requirements above the threshold (e.g. New York $800+, California $250+ for certain services, Illinois $500+). Check your local rules.
• Contract signed by both parties (e-signature is fine). Saved as PDF in the client folder.

Money set up

• Deposit invoice sent the same day as signature. Clear due date, payment link included.
• Billing contact + accounts payable email saved (not just your day-to-day contact).
• PO number / vendor registration done if required, before the first invoice.
• All milestone invoices pre-scheduled in your invoicing tool with reminders on.
• Calendar reminders set: Day −3 heads-up for each invoice (Step 0 of the late payment sequence).
• Currency, VAT/sales tax and transfer fees agreed (who pays conversion fees).

Kickoff

• Work starts only after the deposit lands. (Not when it's "on its way".)
• Kickoff call held. Recap email sent within 24 hours: goals, deliverables, dates, who approves, feedback process.
• Shared the "how we work" rules in writing:
  • Feedback = one consolidated list per round, within [5] business days
  • Main channel: [email / Slack]. Response time: [1 business day]
  • Office hours: [e.g. Mon–Fri, 9–6 CET]
  • Extra requests get a quick written quote before work starts
• Client assets received: logins, brand files, content, access. Missing items listed with due dates.
• Client folder set up: /contract, /invoices, /assets, /deliverables, /approvals.

During the project

• Every approval saved (screenshot or email) in /approvals. These are your evidence for scope and payment.
• New requests run through Scope Guard before you reply.
• Weekly 3-line update: done / next / need from you.
• Milestone invoices sent the same day the milestone is approved.

Handover

• Final invoice paid before final files, source files or admin access are transferred.
• Handover pack sent: files, logins, short how-to video, licenses list.
• Asked for a testimonial within 7 days of delivery, while the result is fresh.
• Asked: "Is there anything else on your roadmap I can help with?" (Your next project or retainer.)
• Added a 90-day check-in to your calendar.

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Made by Dan Shipped — @danshipped. Part of the Freelancer Money Kit. Not legal advice. Check your local rules.