A dunning is different from sending a payment reminder. You have to pay attention to certain rules when sending a reminder in order for it to be legally valid.

We will therefore teach you how to send a reminder according to the legal rules and provide you with a free sample reminder that you can use if payment is not made.

We give you a reminder example for private customers and a reminder example for business customers. Learn the legal rules that a reminder must comply with.

Sending a reminder to a private customer (B2C) must comply with different rules than a reminder to a business customer (B2B).

With a demand letter, you give the debtor (debtor) a to pay the outstanding invoice, without additional charges.

Want to draft the reminder yourself?

What is a reminder?

A demand letter is a written letter from a creditor to a debtor asking the debtor to pay an outstanding debt.

A reminder is also sometimes called a summons and is sent after a payment reminder.

It is generally the last step before initiating collection proceedings. You kindly but urgently send the debtor a final payment reminder to pay the invoice within the set deadline.

When it comes to payments, there is a large difference between a payment reminder and a reminder.

A payment reminder is a friendly letter That you send to the debtor to remind them that there is a payment is due.

A reminder is a last opportunity for a debtor to pay its outstanding invoice. It is therefore important to make the following issues clear in the dunning letter.

1. 1. Invoice number, work or product yet to be paid for.
   2. Make it clear that you have sent a payment reminder before and that you have still not received payment.
      
   3. Deadline for payment (e.g. 14 days after date) before a collection process is started.
   4. Make it clear that additional charges will be levied if payment is not made by the payment deadline.
   5. Write that a collection process will be initiated after the payment date expires.

Send a reminder to get an outstanding invoice paid

Do you want the highest probability of payment of your dunning, then turn to collection agency Breyta. We know exactly which topics to address. 

Send second reminder?

You can send multiple reminders to your business relation, but this is not a legal obligation in most cases. With a second reminder, you can ask the debtor one more time to proceed with payment and draw his attention to the previous reminders.

In doing so, you can use our reminder example, if you do not receive payment after sending our sample reminder, start collection proceedings.

How to send a final demand letter?

If you have a final reminder drawn up, it has yet to go to the debtor.

It is important that you put these on different way offers to the debtor. After all, you want to make sure the debtor receives your reminder. A registered reminder is not necessary.

Sending digitally is always faster AND you can legally prove that the reminder sent is to the debtor. For example, a reminder by text message is also an official reminder.

The following ways are all legally valid, don't forget the reminder in the annex send.

• • Mail (this does not have to be registered, but is allowed)
  • Email
  • SMS
  • Whatsapp / Signal / Telegram / Facebook Messenger

Did you know that for 9,99 can have a pre-collection reminder sent to your debtor by Breyta?

That saves you much work and you are sure that the reminder good has been drawn up and offered.

Sending a reminder to an individual

Sending a reminder to a private individual (B2C) must comply with rules.

If you have a final reminder sends to a private customer should consider the following points.

• • You may no charge extra for this final reminder
  • You should clearly state that if there are unpaid becomes, within 14 days, a collection process with additional costs start. 
  • You need the private at least 14 days, after receiving the final reminder, give time to pay the invoice. 

Start with a short introductory paragraph on the topic, e.g. rent arrears.

You don't have to send the final reminder yourself. Let us take care of it so you can get on with business.

Written reminder example for private customers

If you plan to send a reminder letter, it is important to know how to do it in a proper, professional and legally valid way. Here is an example of what a written reminder might look like:

[Business name of debtor]

[Debtor's address details]

 

Subject: Exhortation

 

Dear Sir/Madam [Debtor's surname],

Unfortunately, according to our records, we still have not received payment from [Invoice number], while the invoice amount of [Amount] at [Expiry date] should have been in with us.

This invoice relates to the [Description of services/products] delivered on [Date of service/product].

 

Invoice number	Invoice date	Expiry date	Amount
Invoice number	Invoice date	Expiry date	Amount

 

We would like to stress the importance of timely payments to our operations and our mutual business relationship.

Therefore, we kindly but urgently request that the outstanding amount within 7 days of receipt of this notice. The amount of [Outstanding amount] can be transferred to [Your Iban] in the name of [Your company] quoting [Your reference]

By paying now, you will avoid further costs. If the invoice is not paid within the period we set in this reminder, we are unfortunately forced to hand over the claim to collection agency Breyta.

Do you have questions about the invoice or are you in a situation that prevents payment? If so, please contact us as soon as possible at [Your Phone Number] or [Your email address]. We are ready to talk to you or help think of a solution.

We appreciate your immediate attention in this matter and hope for a speedy resolution.

 

Sincerely,

 

[Your Name]

[Your Function]

[Your Company Name]

[Your Phone Number]

[Your email address]

Sending a reminder to business customer

Sending a reminder to a business customer(B2B) is to fewer rules bound than private customers.

You may direct after your invoice's payment deadline has passed, a collection process.

However, this immediately saddles the customer with additional costs and perhaps the invoice really has been left at the bottom of the pile.

Our advice is;

1. 1. Send a payment reminder (with a payment deadline of 5 days)
   2. Call your customer asking what is going on
   3. Send a final reminder (with a payment deadline of 3 days)
   4. Switch debt collection agency Breyta at

The minimum payment period of So 14 days does not apply for corporate customers.

Chasing your money can be very stressful and it keeps you from your real work.

Do you deal with non-paying customers more often? Then have the final reminder sent automatically by Breyta.

For 9,99 you can get on with your work and the collection specialist will go to work for you.

Sample dunning letter sent to business customer

What does a good reminder letter to a business customer look like? There are specific legal rules you have to follow. Then the reminder will be legally valid in any legal proceedings. You can print this template for a reminder letter on your own letterhead 

[Business name of debtor]

[Debtor's address details]

 

Subject: Exhortation

 

Dear Sir/Madam [Debtor's surname],

Unfortunately, according to our records, we still have not received payment from [Invoice number], while the invoice amount of [Amount] at [Expiry date] should have been in with us.

This invoice relates to the [Description of services/products] delivered on [Date of service/product].

 

Invoice number	Invoice date	Expiry date	Amount
Invoice number	Invoice date	Expiry date	Amount

 

We would like to stress the importance of timely payments to our operations and our mutual business relationship. 

Therefore, we kindly but urgently request that the outstanding amount within 7 days of receipt of this notice. The amount of [Outstanding amount] can be transferred to [Your Iban] in the name of [Your company] quoting [Your reference]

By paying now, you will avoid further costs. If the invoice is not paid within the period we set in this reminder, we are unfortunately forced to hand over the claim to collection agency Breyta. 

Do you have questions about the invoice or are you in a situation that prevents payment? If so, please contact us as soon as possible at [Your Phone Number] or [Your email address]. We are ready to talk to you or help think of a solution.

We appreciate your immediate attention in this matter and hope for a speedy resolution. 

Sincerely,

[Your Name]

[Your Function]

[Your Company Name]

[Your Phone Number]

[Your email address]

You may charge statutory interest if your customer is in arrears. You must have made this known in the original invoice. For example

"If the payment deadline has passed we charge statutory interest"

You can copy our reminder example above

No payment after the last reminder?

If your customer still defaults after the final reminder, give the Claim out of hands to Breyta.

If you hire our collection agency to get your customer to meet her financial obligations, you can forget about the invoice yourself, we will do the heavy lifting.

We will then launch an amicable debt collection process, with additional costs for the debtor, but not for you. That way you spend less time and no money lost chasing your money.

We take immediate action

If you start an out-of-court collection procedure with us, we will start the following work.

• Send a proper reminder letter, which by law should be sent to all legal requirements. We will send the reminder by e mail.
• We make telephone contact with an urgent request to pay the claim in reasonable time.
• We charge collection fees to the debtor and will charge more if the debtor does not pay.

Should legal proceedings be necessary to get your money we can already take care of this for 300,-

The cost of legal proceedings and using a bailiff depends on several factors. We will inform you upfront about costs, opportunities and risks. 

We obviously only work with qualified bailiffs, registered with the Royal Association of Bailiffs (KBvg)

We only get started with your permission and can recover the costs in full from your customer in most cases. The claimed collection and extrajudicial collection costs will also be recovered from the debtor.

Get in touch for tailored advice, because everyone deserves personal attention.

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