Sending a payment reminder? 5 tips and examples

8 September 2022

Reminding your client subtly and effectively about an outstanding invoice is an art that we are happy to teach you. If you do this cleverly, it can contribute significantly to receiving outstanding invoice amounts on time without damaging the business relationship with the client.

What exactly does a payment reminder involve and when is it appropriate to send one? And what should it contain and what is best left out? In addition, it is very important that you know the statutory requirements regarding payment reminders.

Here you can read all the relevant information about sending payment reminders. We also share insights and real-world examples from Breyta on how to draw up a professional and friendly payment reminder, while retaining the necessary sense of urgency.

Good luck with our tips and examples. Should you have any questions or want help with your outstanding invoices, please feel free to contact us without obligation.

Follow these five tips when sending a payment reminder.

• Send the invoice again, this time with a covering letter.
• Make clear in a friendly tone that an invoice is still outstanding. Example
• Suggest reasons why the outstanding invoice may not yet have been paid. Examples
• Call the client after sending the payment reminder.
• Apply a payment term of seven to ten days after the date of the payment reminder.

What is a payment reminder?

With a payment reminder you ask your client to pay an outstanding invoice or invoices. A payment reminder has no specific legal requirements, as is the case with a demand letter. A short message to draw the client's attention to the outstanding invoice is sufficient.

However, if you want a better chance of getting paid, we have a number of tips for you.

Do not wait too long before sending a payment reminder to your client. This increases the chance of payment.

Our advice is to send a payment reminder two working days after the payment term has expired.

Want extra priority with your client? Then let us send a pre-collection demand letter. This costs 9.99 euros per debtor.

Friendly payment reminder example

Dear [Client name],

Our records show that invoice [invoice number] has not yet been paid.

We assume that you have overlooked it.

Would you please pay this invoice before [DATE (e.g. 10 days after the date of the payment reminder)]. Thank you in advance.

Have you already paid? Then you can disregard this payment reminder.