Client Says They'll Pay When Their Client Pays: Email Templates

Agencies and contractors sometimes tell freelancers, "We'll pay you as soon as our client pays us." Unless your contract actually says that (a pay-when-paid clause), your payment is not tied to their client. These emails stay polite, restate what you agreed, and move the conversation to a specific date you control.

How to handle the "pay when paid" excuse

• Check your contract first. If there is no pay-when-paid clause, your due date stands.
• Stay sympathetic about their cash flow, but separate their client's delay from your invoice.
• Ask for a specific date, or a partial payment now, rather than an open-ended wait.
• Get any new arrangement confirmed in writing.

Before you send

• Find the exact payment terms in your contract, SOW, or proposal and quote them.
• Note the delivery and approval dates so the work is clearly complete.
• Decide what you will accept: a partial payment now, a short extension, or nothing less than full payment.
• Pause new work for this client until there is a firm payment date.

Free template 1: Restate your agreed terms

Replace every [bracket] before sending.

Hi [Client Name],

Thanks for letting me know about the delay on [End Client]'s side. I understand that is frustrating.

Just to be clear on our arrangement: my agreement is with [Your Client Company], and our [Contract / Proposal] sets payment for invoice [Invoice #] ([Amount]) at [Payment Terms], due [Due Date]. It is not tied to when your client pays you.

Could you confirm the date you can pay this invoice? Here is the link: [Payment Link].

Thanks,
[Your Name]

Free template 2: Propose a firm date or partial payment

Replace every [bracket] before sending.

Hi [Client Name],

I would like to work with you on this while you wait on [End Client]. Here are two options:

1. Pay [Partial Amount] by [Date 1] and the remaining [Balance] by [Date 2].
2. Pay the full [Amount] by [Extended Date].

Either works for me, as long as the dates are fixed and do not depend on another company's payment. Please reply with the option you prefer by [Reply-By Date].

Best,
[Your Name]

Free template 3: Final deadline

Replace every [bracket] before sending.

Hi [Client Name],

Invoice [Invoice #] for [Amount] was due on [Due Date] and is now [Days] days overdue. I have offered a split payment and an extension, and I have not received a firm date.

Please pay the full balance by [Final Deadline] at [Payment Link]. After that date, I will [apply the late fee in our contract / pause all work / take further steps to recover the balance].

I value working with you and would much prefer to settle this directly.

Regards,
[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 says they'll pay when the project is done
• Client asks for more time to pay
• Offer a payment plan
• Pause work until payment
• Get a written payment commitment

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.