When to use it
Send it once the due date has passed and payment has not arrived. Not before — a notice sent before the due date is a courtesy, not a reminder, and it triggers neither a fee nor interest. Most payments do in fact come in on the first reminder, provided it is sent straight away. Every week you wait, the odds fall.
It has to be right
The wording is rarely the problem. It is the deadline, the fee and what the letter leaves out — and the mistake costs you the expenses, not the debtor.
- Send it only AFTER the due date — a courtesy notice sent before the due date triggers no fee
- Identify the invoice unambiguously by number, date and amount
- A fee may only be charged on three reminders per claim — even if you send more letters
- At least 10 days must pass between two reminders carrying a fee
- State the consequence. A letter without a consequence is a courtesy notice, not a reminder
How to fill it in
Most placeholders are trivial. These are not.
- [NEW DEADLINE]
- At least 10 days ahead. If you send the next reminder sooner, the fee on it cannot be charged.
- [INTEREST]
- Calculated on the principal — not on the total claim including fees. The reference rate changes on 1 January and 1 July, so a claim spanning several six-month periods must be calculated using the changing rates.
- [INVOICE NUMBER]
- Must appear both in the letter and as the payment reference. Without it the payment cannot be reconciled, and you risk chasing a customer who has already paid.
Frequently asked questions
How many reminders may I send?
As many as you like — but you may only charge a fee on three of them per claim. After the third reminder they stop working in practice. It is action, not more letters, that moves a debtor who will not pay.
May I add an administration fee on top?
No. Everything imposed on the debtor must have a basis in law. Invented fees are not merely unrecoverable — they breach good debt collection practice (god inkassoskik).
Can I send the reminder by email?
Yes. But keep documentation of when it was sent and to whom. If receipt of the letter is later disputed, it is you who must be able to prove it.
How to use it
Legal disclaimer. The template is generic and free to use. It is not legal advice and does not take account of the circumstances of your particular case. Rates, deadlines and statutory references change — check them before you use the document. If the claim is large, disputed or heading for court, call us before you send anything.