Client Cancelled the Project? How to Invoice for Work Already Done (Email Templates)

A client cancelling halfway through a project does not cancel the work you already did. The way you respond in the first email sets the tone for getting paid: stay professional, confirm the cancellation in writing, and send a clear invoice for what was completed (plus any cancellation or kill fee your contract includes). Keep it factual and calm; you may want to work with this client again.

Before you send the invoice

• Re-read your contract or proposal for a cancellation clause, kill fee, or non-refundable deposit.
• List what was delivered or completed, with dates and hours if you bill hourly.
• Subtract any deposit already paid so the balance is easy to check.
• Decide what happens to the files: many freelancers release work-in-progress only after the final invoice is paid.

Keep it clean

• Confirm the cancellation in writing, even if it happened on a call.
• Itemize the invoice so the client sees exactly what they are paying for.
• Give a normal due date (for example, 7 or 14 days) rather than demanding instant payment.
• If there is no contract clause, bill for completed work at your agreed rate and say so plainly.

Free template 1: Confirm the cancellation and send the invoice

Replace every [bracket] before sending.

Hi [Client Name],

Thanks for letting me know about the decision to stop [Project Name]. I understand plans change.

To close things out, I've attached invoice [Invoice #] for [Amount], which covers the work completed up to [Date]:
- [Deliverable / milestone 1]
- [Deliverable / milestone 2]
- [Hours or other work, if relevant]

[If applicable: As outlined in section [X] of our agreement, this also includes the [kill fee / cancellation fee] of [Amount].] The deposit of [Deposit Amount] has already been deducted.

Payment is due by [Due Date], and you can pay here: [Payment Link]. Once it's settled I'll send over all files and work-in-progress.

Thanks for the opportunity, and I'd be glad to pick this back up if the timing changes.

[Your Name]

Free template 2: Client pushes back on paying for unfinished work

Replace every [bracket] before sending.

Hi [Client Name],

I understand the project didn't get to the finish line, and I'm sorry it worked out that way.

The invoice only covers work that was actually completed before the cancellation on [Cancellation Date]: [brief list]. [If applicable: Our agreement also includes a cancellation fee in section [X], which covers time I had reserved for this project.]

I'm happy to walk through the breakdown on a quick call, or share the work-in-progress so you can see what's included. Could you let me know when payment of [Amount] will go out?

Thanks,
[Your Name]

Free template 3: Follow-up when the final invoice goes unpaid

Replace every [bracket] before sending.

Hi [Client Name],

Following up on invoice [Invoice #] for [Amount], for the work completed on [Project Name] before it was cancelled. It was due on [Due Date].

Please arrange payment by [Pay-by Date] using this link: [Payment Link]. If there's an issue with the invoice, reply and let me know what it is so we can sort it out.

Thank you,
[Your Name]

Free sample: try one email from the full pack before you buy.

Free mini-pack: 3 more follow-up templates (HTML + PDF), no signup.

Related guides

• Final invoice email when a project is complete
• Pausing work until payment
• Client disputed the invoice
• Billing for scope creep and extra work
• Final notice before small claims

Practical communication guidance only, not legal advice. Whether you can charge a cancellation or kill fee depends on your contract and jurisdiction.