You delivered the translation on time. You sent the invoice with a friendly note. You even double-checked the file formats.
And then… silence.
No “thank you.” No “we’ll process this week.” Just radio static where a professional relationship used to be.
If this has happened to you, you’re in the majority. A 2023 Slator survey found that 68% of freelance translators have been ghosted by a client at least once—often after full delivery. It’s not personal. It’s poor cash flow, disorganization, or (rarely) bad faith. But it still stings—and it still costs you money.
Here’s the good news: most ghosting isn’t malicious. And with the right approach, you can recover payment—without sounding desperate or burning bridges.
Why This Advice Works (From Real Translation Work)
I’ve worked with agencies and direct clients across legal, technical, and marketing translation. I’ve been paid late, ghosted completely, and—using the exact scripts above—successfully recovered payment in most cases.
This article isn’t theory. It’s distilled from real invoices, real inboxes, and real follow-ups that worked.
The 3-Phase Response Plan (With Exact Scripts)
Don’t wing it. Follow this timeline—it’s based on real cases from translators who recovered 90%+ of late payments.
Phase 1: The Gentle Nudge (Day 2–3 After Due Date)
Assume they missed it. Keep it light and human:
Hi [Name],
Hope your week’s off to a good start! Just circling back on the invoice sent on [date] for the [project name] translation—total [amount]. Could you confirm it’s on your team’s radar for payment this week?
Thanks again for the trust—I enjoyed working on this!
Best,
[Your Name]
Why this works: It’s collaborative (“your team’s radar”), not accusatory. It reminds without shaming.
Phase 2: The Firm Reminder (Day 7)
If no reply, shift tone slightly. Add urgency—but stay professional:
Hi [Name],
Following up on my previous message about invoice #[number], now 7 days past due. I understand things get busy, but I need to finalize my books this week.
Please confirm when I can expect payment—or if there’s an issue with the deliverables.
Looking forward to your reply,
[Your Name]
Notice: You’ve now opened the door for them to raise a quality concern. If they do, you can fix it—and still get paid.
Phase 3: The Final Notice (Day 14)
If still radio silence, send one last message—then walk away:
Hi [Name],
This is my final follow-up regarding unpaid invoice #[number], now 14 days overdue. If I don’t receive payment or a response by [date + 3 days], I’ll consider this matter closed and will not accept future work from your organization.
I’ve valued our past collaboration and hope to resolve this amicably.
Sincerely,
[Your Name]
Harsh? No. Professional? Absolutely. You’ve given them three chances. Now you protect your energy.
What Never to Do
- Don’t apologize for asking. “Sorry to bother you…” signals weakness. You earned this money.
- Don’t threaten legal action publicly. Save that for extreme cases—and never on social media.
- Don’t keep working for them. If they ghost once, they’ll do it again. Block them in your CRM.
How to Prevent Ghosting Before It Starts
As the old saying goes: “An ounce of prevention…”
1. Require a deposit for new clients
50% upfront isn’t greedy—it’s standard among top freelancers. As noted in our guide to the highest-paying translation niches, specialists in legal, medical, and fintech rarely work without deposits. Why? Because their clients understand value—and risk.
2. Define payment terms in writing
Even a quick email works: “Per our agreement, payment is due within 7 days of delivery.” This creates a paper trail.
3. Use smart tools to set boundaries
If you’re unsure how to phrase your terms or follow-ups, paste your draft into NovaLexy’s Client Whisperer. It’ll decode the client’s likely expectations and suggest a reply that’s firm but preserves the relationship. Think of it as a rehearsal space—before you hit send.
When to Walk Away (And Why It’s a Win)
Some clients will never pay. It’s not about your work—it’s about their dysfunction. Walking away isn’t failure. It’s professional triage.
As one veteran translator told me: “I used to chase every dollar. Now I chase clients who respect my time. The money’s the same—but my sanity’s better.”
And if you’re early in your career, remember: every ghosting client is a lesson in vetting. Use it to refine your onboarding. For example, our piece on AI translation jobs in 2026 shows how top freelancers now treat client selection like a niche—they only work with partners who value quality over speed.
If the Client Still Doesn’t Pay
- Stop all future work immediately.
- Archive the project and document all communication.
- If the amount is significant, consider a formal demand letter (often enough to trigger payment).
- Move on—and adjust your onboarding process to require deposits next time.
The Bottom Line
Ghosting hurts—but it doesn’t have to cost you. Respond with clarity, not emotion. Protect your time like the asset it is. And never forget: the right clients don’t make you beg for what you’ve already earned.
They pay on time. They say thank you. And they refer you to others.
Those are the only ones worth your words.
