Client Going Out of Business With an Unpaid Invoice: Email Templates for Freelancers

When a client announces they are closing, shutting down, or winding up, unpaid invoices get paid in order of who asks first and who has paperwork. Move fast. Ask for payment before the money is gone, get any promise in writing, and find out who is handling the company's debts. Stay polite: the owner is often stressed, and goodwill helps you get paid.

What to do right away

• Email the same day you hear the news. Early, clear requests are more likely to be paid.
• Ask who is handling outstanding bills: the owner, an accountant, a liquidator, or a bankruptcy trustee.
• Send a short statement of every unpaid invoice with amounts and due dates.
• Stop all new work and do not deliver more files until the balance is settled.

Before you send

• Gather your contract, invoices, and delivery emails in one folder.
• If they offer partial payment, accept it in writing without giving up the remaining balance.
• If a formal bankruptcy or liquidation is filed, you may need to file a claim by a deadline. Check the notice carefully.
• For large amounts, a short call with a lawyer or accountant is worth it.

Free template 1: Ask for payment before closing

Replace every [bracket] before sending.

Hi [Client Name],

I'm sorry to hear [Company Name] is closing. Thank you for working with me.

Before things wind down, I want to make sure invoice [Invoice #] for [Amount] (due [Due Date]) is settled. You can pay it here: [Payment Link].

Could you pay it by [Reply-By Date], or let me know who is handling the company's outstanding bills?

Thanks,
[Your Name]

Free template 2: Get a written payment commitment

Replace every [bracket] before sending.

Hi [Client Name],

Thanks for talking with me about invoice [Invoice #]. To confirm what we agreed:

- Total owed: [Amount]
- Payment 1: [Amount 1] by [Date 1]
- Payment 2: [Amount 2] by [Date 2]

Please reply "Confirmed" to this email so we both have it in writing. Payments can be made at [Payment Link].

If anything changes with the closing, please let me know right away.

Best,
[Your Name]

Free template 3: Claim to the person handling debts

Replace every [bracket] before sending.

Hi [Liquidator / Trustee / Accountant Name],

I understand you are handling outstanding debts for [Company Name]. I am submitting a claim as an unpaid creditor:

- Creditor: [Your Name / Business Name], [Your Address]
- Invoice: [Invoice #], dated [Invoice Date], due [Due Date]
- Amount owed: [Amount]
- Work delivered: [Short Description], delivered on [Delivery Date]

I have attached the invoice, the signed agreement, and the delivery confirmation. Please confirm you have received this claim and let me know if you need a specific claim form or deadline.

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

• Client refuses to pay the invoice
• Get a written payment commitment
• Invoice not paid in full
• Client cancels: pay for work done
• Final notice before collections

Not legal advice. These are practical communication templates for freelancers and small service businesses. For disputed or large debts, talk to a lawyer in your jurisdiction.