First check: is the invoice still open?
Check your bank and accounting records before sending a reminder. A payment may already be in process without it being linked to the correct invoice. Also check if the customer has paid part of the amount, whether you have sent a credit invoice, and what payment date you have agreed upon.- Is the invoice number, the customer's name and the outstanding amount correct?
- Has the agreed payment term expired?
- Has the correct contact person received the invoice?
- Is there a complaint, missing purchase number, or other arrangement that is preventing payment?
Example 1: friendly payment reminder by email
This text corresponds to a first reminder. Fill in the checkboxes and choose a specific date on which you request payment. The date below is a new payment request date, not a general legal deadline.Subject: Reminder invoice [invoice number] – € [outstanding amount]
Dear [name],
On [invoice date], I sent you the invoice [invoice number] for [short description]. The agreed payment date was [original due date]. There is still € [outstanding amount] outstanding.
Do you wish to transfer this amount by [new payment date] to [IBAN], in the name of [business name]? Please include [invoice number]. The invoice is again attached.
Have you already paid, or is there something wrong with the invoice? Let me know, and I’ll look into it.
Thanks in advance.
Yours sincerely,
[name]
[company name and contact details]
Example 2: Second reminder for a business customer
If the first reminder has not yielded any results, please contact the contact person. Ask about the reason and a concrete payment date. You can then use this email to confirm the appointment or to ask for payment again. This example does not charge interest or collection costs.Subject: Second reminder – invoice [invoice number]
Dear [name],
On [date of first reminder], I reminded you of the invoice [invoice number]. The outstanding amount is currently € [amount]. I have not received any payment yet.
I request that you pay this amount by [date] at [IBAN], in the name of [company name], with the mention of [invoice number]. A copy of the invoice is attached.
If you cannot make the payment on that date, please contact me before that date to discuss it. If you have any objections to the invoice, please indicate which part you believe is incorrect.
If payment and a response are not received, I assess what further steps are necessary to collect the debt.
Yours sincerely,
[name]
[company name and contact details]
Business customer or consumer: what is the difference?
For a business customer, the same mandatory free 14-day notice period does not apply as for a consumer. However, check your agreement and whether the claim is payable. A reminder is often the smartest first step for a business. An independent contractor who purchases something for personal use may be a consumer for that purchase. If you want to be able to charge extrajudicial collection costs to a consumer, the customer must first receive a correct, free reminder. The statutory payment deadline runs for fourteen days, calculated from the day after receipt. Fourteen days from the date of dispatch is therefore too short. The letter must also state the specific amount of collection costs that will be incurred if payment is not made in a timely manner. See KVK explanation about collection.Example 3: the payment text for a four-day letter
Use the text below only for a collectible consumer debt where the customer is in default. That means the customer is legally late with payment; check the payment agreement and the previous progress for this. Calculate the correct amount of collection costs before sending and fill in all the fields. If there are multiple debts or previous partial payments, the calculation may result in different results.Subject: Free reminder for invoice [invoice number]
Dear [name],
For [provided service or product], invoice [invoice number] is still outstanding with € [outstanding amount]. The invoice dates from [date] and should have been paid by [original due date]. You can find a copy in the attachment.
Pay the outstanding amount within fourteen days, counting from the day after you receive this letter. Transfer it to [IBAN], in the name of [company name], with the mention of [invoice number].
If we receive the full outstanding amount within this period, we will not charge any collection costs. In the event of a failure to make timely and full payment, we will claim € [the collection costs calculated for this claim] in extrajudicial collection costs.
Do you have questions about the invoice or do you think the amount is incorrect? Please contact us via [contact details].
Yours sincerely,
[name]
[company name and address]
What do you do if the customer still doesn't pay?
The customer disputes the invoice
Ask about the amount or performance in dispute. Collect the quote, order confirmation, proof of delivery, and correspondence. First fix a billing error. Sending additional reminders does not clarify an issue of substance.The customer is temporarily unable to pay
Discuss whether a payment arrangement is feasible. Document the outstanding amount, payment deadlines, payment dates, and agreements made in writing. Adjust your reminders accordingly so that you don't send a standard message while the customer is fulfilling the arrangement.The customer does not respond
Bundle the invoice and proof of the order, delivery, and reminders. View the step-by-step guide for a customer who does not pay your invoice and, together with a collection agency or legal advisor, assess the next steps and costs. A collection agency cannot itself seize property; for that, a court bailiff is required with the necessary legal basis. The The Dutch government describes this difference.Keep your open invoices organized
Check every week which invoices have passed their payment date. Note down for each customer the last action and the next appointment. This way you can also see whether an invoice is truly unpaid or just still incorrect in your records. A sent invoice can already generate revenue while the money is still lacking. Read more about it Difference between revenue, profit and cash flow.Frequently Asked Questions
Can I send a payment reminder via WhatsApp?
For a friendly reminder, this can be practical if you already use that channel with the customer. Mention the invoice number and amount and keep the conversation in your records. For a formal reminder, you also need to be able to substantiate the content and receipt; a quick text message is not enough for that.
What if the customer has paid part of the invoice?
Process the received payment and remember only the remaining amount. If applicable, include the original invoice amount, the paid portion and the balance. Reevaluate any calculation of collection costs; do not blindly use the amount from an earlier letter.
Do I have to send three reminders before I can take action?
There is no general rule that you must first send three reminders. The necessary steps depend on the type of customer, the agreement, and the situation. For consumers, the correct fourteen-day notice is important before you can calculate collection costs.
Can I have memories sent automatically?
This is possible when the software provides the ability to do so. First, check that payments and credit invoices have been processed. Pause automatic messages in the event of a content dispute or an agreed payment arrangement, and check the text before using the function.
