Payment reminder and demand letter: sample texts and terms

The payment term has passed and the money is not there. Annoying, but usually just forgetfulness. A polite reminder and, if needed, a formal demand almost always gets you paid. Sample texts you can copy included.

Stage 1: the friendly reminder

A few days after the due date, send a short, neutral reminder with the invoice attached again. Still assume it was accidental.

> Dear [name], > > According to my records invoice [number] of [date] for [amount] is still open; the payment term expired on [due date]. It probably slipped your attention. Could you transfer the amount this week? The invoice is attached again just in case. Thanks in advance! > > Kind regards, [name]

With a regular client, a quick phone call often works faster than email.

Stage 2: the formal demand

If payment still does not arrive, send a formal demand. You give a final term and announce the consequences.

> Dear [name], > > Despite my earlier reminder, invoice [number] for [amount] is still unpaid. I kindly but urgently request that you transfer the amount within 14 days of today. Should payment not follow, I will be obliged to charge statutory interest and collection costs and to hand over the claim. > > Kind regards, [name]

For consumer clients this fourteen-day letter is legally required before you may charge collection costs. State explicitly that payment must arrive within 14 days of receipt of the letter and how much the collection costs will be.

What may you add on top?

After the due date you may charge business clients statutory commercial interest. After a proper demand, extrajudicial collection costs are added: 15% over the first 2,500 euros of the principal, with a minimum of 40 euros. For business clients you may even charge that 40-euro minimum right after the due date, without a demand.

Still no money?

Then comes the next step: a collection agency, bailiff or the subdistrict court. That whole route, including your rights and the collection-cost scale, is in unpaid invoice? How to get your money after all.

Prevention is better: put a clear payment term on your invoice and track which invoices are open. Finq shows on the dashboard which invoices are overdue, so you send a reminder in time. See how invoicing works.