Freelance Designer: Client Approved the Work, Now Won’t Pay? Send a Letter of Demand

You delivered the logo, the website, the brand guide. The client said “love it, perfect, thanks so much.” They’re using it right now, on their website, on their van, on their Instagram. And your invoice? Ignored. “Accounts are processing it.” “Can we talk about the price?” Then silence.

Every freelancer has been here. You don’t have to just sit there and take it.

You have a contract, even if it’s just emails

A contract doesn’t need a signature or a 20-page document. If you quoted, they accepted, you did the work and they approved it, that’s a binding contract under Australian law. Emails, DMs and even a thumbs-up on a proof all count as evidence of agreement.

The moment they approved the work and started using it, any argument that it “wasn’t what they wanted” collapses. Approval and use are acceptance. Full stop.

What they owe you

• The full invoiced amount
• Interest, if your terms say so (or at the court rate if they don’t)
• Reasonable recovery costs, if your terms include them

And here’s an extra lever most designers forget: copyright. Under the Copyright Act 1968, you own the copyright in your designs until it’s assigned, and most designers’ terms only assign copyright on full payment. If they haven’t paid, they’re using your work without a licence. That’s copyright infringement, and it makes an excellent second paragraph in your letter.

The Letter of Demand

A Letter of Demand is the formal, final step before you take them to a tribunal or court. It sets out:

• The work agreed, delivered and approved (with dates)
• The invoice number, amount and due date
• Your right to payment, and where relevant, the copyright position
• A deadline of 7 to 14 days
• What happens next: a claim in VCAT, QCAT, the Local Court in New South Wales or your local small claims court, plus interest and costs

Clients who ghost freelancers are betting you won’t follow through. A formal letter proves you will. A written demand gives them a deadline and a record.

If they still don’t pay

In New South Wales a business debt like this goes to the Local Court (Small Claims Division up to $20,000); in other states it goes to the relevant tribunal or court, such as VCAT or QCAT. Your letter becomes Exhibit A, alongside the approval emails and evidence the work is in use.

Why this can’t wait

An unpaid $3,000 invoice is often two weeks of a freelancer’s income. Every week it drifts, the client gets more comfortable not paying and your memory of the details gets fuzzier. Chase within 30 days of the due date, and put a formal letter behind it as soon as your polite reminders are ignored.

Protect yourself next time

Take a deposit. Put “copyright transfers on full payment” in your terms. Invoice in stages. But right now, send the letter.

Claim Done drafts your Letter of Demand for $49. Done in about 5 minutes. You approve it before it is sent.