Payment reminder template
Free sample letter (2026 version)
If an invoice remains unpaid, sending a proper payment reminder is the most important step to eventually receive your money. Are you looking for a directly usable and legally valid template? On this page, you will find two concrete examples that you can immediately copy or download. Whether you do business with another company (B2B) or a private consumer (B2C): with these templates, you comply exactly with the rules.
Template payment reminder (Download immediately)
Would you rather save the letters directly to your computer as an editable file? Download the complete package with filling instructions for free below.
Download free payment reminder template (.docx)
Download free payment reminder template (PDF)
Sample payment reminder for businesses (B2B)
This example is intended exclusively for business customers (companies, freelancers, and government agencies). For B2B claims, default occurs automatically after the invoice due date.
You can copy and customize this text:
[Your Company Name]
[Your Address]
[Your Postal Code and City]
[Your Email Address / Phone Number]
[Customer Name]
[Customer Address]
[Customer Postal Code and City]
Date: [Date of sending]
Subject: Final Notice – Overdue Invoice [Invoice Number]
Dear Sir/Madam,
Our records indicate that the invoice listed below remains unpaid, despite our previous payment reminder:
Invoice Number: [Invoice Number]
Invoice Date: [Invoice Date]
Due Date: [Due Date]
Outstanding Amount: € [Amount]
We hereby formally request that you settle the total outstanding amount of € [Amount] within 7 days of the date of this letter. Please transfer the funds to our bank account [Your IBAN], held in the name of [Your Company Name], quoting invoice number [Invoice Number].
Please be advised that if payment is not received within this period, we will be forced to hand over this claim to our debt collection agency immediately. In that event, you will be liable for all statutory commercial interest and extrajudicial collection costs, in accordance with Article 6:96 of the Dutch Civil Code. These additional costs amount to a minimum of € 40.
We trust that it will not be necessary to take these further steps and look forward to receiving your payment within the specified timeframe.
Sincerely,
[Your Company Name]
[Your Signature]
[Your Name and Job Title]
Sample for consumers (B2C)
Do you do business with a private consumer? Then a standard letter is often not legally valid. You are legally required to comply with the requirements of the Collection Costs Act (Wet Incassokosten - WIK). The consumer must be given a mandatory minimum of 14 days, and the exact collection costs must be calculated in advance.
Use this specific text for private customers:
[Your Company Name or Name]
[Your Address]
[Your Postal Code and City]
[Customer Name]
[Customer Address]
[Customer Postal Code and City]
Date: [Date of sending]
Subject: Important Reminder: Overdue Payment Invoice [Invoice Number]
Dear [Customer Name],
Our records indicate that the invoice listed below has not yet been paid:
Invoice Number: [Invoice Number] Outstanding Amount: € [Amount]
We kindly request that you settle this amount within 14 days. This 14-day period commences on the day after you receive this letter. Please transfer the total amount to IBAN: [Your IBAN], held in the name of [Your Company Name], quoting invoice number [Invoice Number].
If we have not received your payment within the specified 14-day period, we will be forced to transfer this claim to Incasso.nl. In that event, you will be legally required to pay extrajudicial collection costs. In accordance with the Dutch statutory decree on extrajudicial collection costs (BIK), these costs for your invoice are as follows:
Principal Amount: € [Amount]
Statutory Collection Costs: € [Insert amount, min. € 40]
Total Amount upon Transfer: € [Principal + Collection Costs]
[Optional if you are subject to VAT:] As our company is subject to VAT, these collection costs are not subject to additional VAT.
Please avoid these extra costs by ensuring the payment reaches our account on time. If you have already made this payment in the last few days, please disregard this letter.
Sincerely,
[Your Company Name or Name]
Tip! Calculate the exact collection costs for your B2C letter flawlessly using our collection costs calculator.
How do I adjust the sample to my situation?
A sample letter only works if the [variables] are filled in correctly. When adjusting, pay attention to the following three important elements:
- The date: This is the exact date on which the letter is actually posted or sent by email. This is the legal starting point for the term.
- The payment term: For companies, a term of 7 days is customary. For consumers, you must take the text "within 14 days after the day of delivery" literally to comply with the legislation surrounding the WIK-letter.
- The amount of collection costs: Never enter a random amount for consumers. This must be exactly linked to the statutory scale. A calculation error in your payment reminder will later invalidate the claim for collection costs.
For an extensive explanation of these fields, read the main page on payment reminders.
What if the payment reminder is not paid?
You have sent a reminder, communicated a clear payment reminder, and the set payment term has now expired. If the customer still has not paid, it actually makes no sense to send a third or fourth letter yourself. Experience shows that the chance of payment only decreases thereafter.
As soon as the term from your reminder has expired, the customer is officially in default. This is the exact moment to take immediate action and transfer the file to your collection partner.
Frequently asked questions about the payment reminder sample
Below you will find the answers to a number of frequently asked questions about payment reminder samples.
How do I calculate the collection costs for the consumer letter?
The amount of collection costs is linked to the amount of your invoice. For claims up to €2,500, this is standard 15% with a minimum of €40. You can calculate the precise amount immediately via our collection costs calculator.
May I also use the text from the sample in an email?
Yes. A payment reminder by email is legally just as valid as a traditional letter by post. Just ensure that you use the text unchanged and send the email to the correct email address of your customer.
What happens if I state the VAT rules incorrectly?
If you are subject to VAT, you may not pass on the VAT on collection costs to a consumer (as you can reclaim this yourself). If you state this incorrectly in the letter anyway, the reminder does not meet the WIK requirements and is legally invalid.
Can I also use the B2B letter for a private customer?
No, you cannot. If you send the business version of the reminder to a consumer, you are breaking the law. The consumer does not have to pay the collection costs afterward because you did not offer them the statutory 14-day reminder term.
Must I send the payment reminder by registered mail?
It is not legally required to send a payment reminder by registered mail. However, for disputed claims or large amounts, it is recommended. Should the collection trajectory lead to legal proceedings, you have irrefutable proof with a registered letter that the reminder reached your customer.
Transfer your claim to us
Has the deadline of your payment reminder expired and is the invoice still outstanding? Let our platform take over the work for you. Via our simple online application, you can upload your file within 30 seconds. We will immediately start the amicable trajectory on a no cure, no pay basis. This way, you run no risk.
Do you have a specific situation or would you like to consult with a specialist first? Please contact us at 0348-486425.
