Everything about the WIK letter for private customers
Discover everything here about the WIK letter and how you can send it
Do you have a private customer who is not paying your invoice? Then you are legally required to send a WIK letter. It is important that you send a correct WIK letter, because an incorrect WIK letter is not legally valid.
What is a WIK letter?
For private customers, you cannot simply start a collection procedure. You are mandatorily required to first send a final reminder to the customer. In this final dunning notice, the customer is given another 14 days to pay the invoice without extra costs. Additionally, collection measures are announced if payment remains outstanding (again). It is important that all the rules of the WIK letter are followed.
If the customer has still not paid after 14 days, a collection procedure may be started to enforce payment. Because of the final payment period, the WIK letter is also called a pre-collection or 14-day letter.
What does WIK stand for?
The abbreviation WIK stands for the Wet Incassokosten (Collection Costs Act). This act contains all the rules regarding collection costs when invoices are not paid on time. This law was created to protect private individuals against unjustly high collection costs and shady collection procedures.
In addition to the obligation to send a WIK letter, the law also states the maximum amount of collection costs that can be charged.
What does a WIK letter contain?
A proper WIK letter consists of several fixed components. It is important that all these conditions are met. An incorrect WIK letter is not legally valid and prevents you from starting a collection procedure.
The fixed components (requirements) of a WIK letter:
- The invoice and the invoice number the letter concerns.
- The outstanding invoice amount (pay attention to partial payments!).
- The final payment term (at least 14 days after receipt of the letter).
- Announcement of collection costs and interest (in case payment remains outstanding).
- Calculation of the collection costs that may be charged.
How much collection cost should I calculate in the WIK letter?
A WIK letter includes, among other things, the maximum collection costs that may be charged if the customer does not pay. There are also specific rules for determining the collection costs.
The maximum collection costs are legally established. In addition to the maximum amounts for collection costs, a minimum amount also applies. For instance, you may always charge a minimum of €40 in collection costs, even if this is less than 15%. Naturally, you must ensure that you comply with all other rules at the moment you decide to charge collection costs.
Do you want to know exactly how much collection cost you are allowed to charge? Then read more about collection costs.
Why must you send a WIK letter?
You are obligated to send a WIK letter to private customers if you wish to start a collection procedure. In some cases, this also applies to small businesses. In such instances, you may only engage a collection agency after you have first sent a WIK letter to the customer.
The WIK letter was created to protect consumers against suddenly charged high (collection) costs. Moreover, it gives entrepreneurs the opportunity to increase pressure on a non-payer using a legal document. In this way, you increase the chance of payment and the likelihood of maintaining the customer relationship is greater.
When is the WIK letter sent?
You usually send a WIK letter after you have sent one or more payment reminders. It is the customer's last chance to pay without extra costs. In the WIK letter, it is explained to your customer in a calm and neat manner what will happen if no payment takes place again.
Who sends the WIK letter?
A WIK letter is always sent in the name of the supplier (the creditor). The supplier may send the WIK letter themselves, but can also leave this to a third party. Under the guise of "fresh eyes enforce," this party might even be able to enforce faster payment.
How is a WIK letter sent?
You can send a WIK letter to your customer in various ways. Most entrepreneurs choose a physical letter or an email. There are no specific rules for this; you are free to decide how you send the WIK letter to your customer.
If you want to be certain that the customer receives the letter, you could even make use of registered mail or digital read receipts.
Through the incasso.nl app, you can submit an invoice quickly and easily. Subsequently, with 3 clicks, you can have a WIK letter sent to your customer. Your customer is then given another 14 days to pay without extra costs.
Sending a WIK letter with incasso.nl
With incasso.nl, you can send a WIK letter to your customer quickly and easily. Take a photo of your invoice with the incasso.nl app, and we will take care of the rest. We send the WIK letter on your behalf, but on our letterhead, to your customer. Experience shows that your customer is more likely to pay using this method.
WIK letter example
Are you looking for a good example of a WIK letter? Then use the example below.
| WIK letter example |
|
[NAME OF YOUR CUSTOMER] Subject: Final reminder Dear Mr./Ms. [CUSTOMER SURNAME], Our records indicate that we have not yet received payment for the invoice below. The payment term has now well and truly expired. It concerns invoice number [INVOICE NUMBER] for a total amount of [TOTAL AMOUNT]. A copy of this invoice can be found in the attachment. We kindly request that you transfer the outstanding amount of €[TOTAL AMOUNT] within 15 days of receiving this letter to [YOUR IBAN] in the name of [ACCOUNT HOLDER] in [CITY NAME]. Please always include your invoice number [INVOICE NUMBER] with your payment. What happens if I do not pay (in time)? Do you have questions? If you have already paid, please disregard this letter. Sincerely, [YOUR NAME] |
You can also download the Word (.docx) template or PDF (.pdf) template and adjust it immediately.
Always comply with the law with incasso.nl
With the special app from incasso.nl, you can send a WIK letter to your private customers quickly and easily. This way, you always comply with the law when starting a collection trajectory.
Do you have a specific situation, or would you like to consult with a specialist first? Then please contact us at 0348-486425.
