Sending payment reminders: tips and example texts
Customer not paying on time? Learn how to send effective payment reminders. Including example texts for first, second and final demand letters.
What is a payment reminder?
A payment reminder is a written message to a customer who has exceeded the payment term on an invoice. In the Netherlands you typically follow an escalating process: a friendly first reminder after 3–5 days, a formal second reminder after 14 days and a final demand after 30 days. From the final demand you may charge statutory collection costs (minimum € 40). An effective reminder always states the invoice number, the outstanding amount, the original payment term and a new deadline. With accounting software like Giroo you automate the entire reminder process — you set after how many days a reminder is sent and Giroo does the rest.
| Step | Timing | Tone |
|---|---|---|
| 1st reminder | 3–5 days after deadline | Friendly |
| 2nd reminder | 14 days after deadline | Formal |
| Final demand | 30 days after deadline | Official |
| Collection | 45+ days | Legal |
Tips for effective reminders
1. Be timely
The longer you wait, the harder it becomes to get paid. Send your first reminder within a week of the deadline passing.
2. Be clear
Always state:
- The invoice number and invoice date
- The outstanding amount
- The original payment term
- A new deadline for payment
3. Make it easy
Add a payment link (iDEAL or bank transfer) so your customer can pay immediately.
4. Escalate gradually
Start friendly — maybe the invoice was overlooked. If it is still not paid, escalate the tone.
5. Automate
With accounting software like Giroo you automate the entire reminder process. You set after how many days a reminder is sent, and Giroo takes care of the rest.
Example texts
First reminder (friendly)
"Dear [name], we would like to remind you of invoice [number] dated [date] for the amount of € [amount]. The payment term expired on [date]. This may have escaped your attention. We kindly ask you to transfer the amount within 7 days."
Second reminder (formal)
"Dear [name], despite our earlier reminder, we have not yet received payment for invoice [number] for € [amount]. We urge you to settle the outstanding amount within 7 days. If payment is not received, we will be forced to take further action."
Final demand (official)
"Dear [name], to date, despite repeated requests, we have not received payment for invoice [number]. The outstanding amount is € [amount]. We hereby give you one final opportunity to pay within 7 days. If payment is not received, we will transfer the claim to a collection agency. The associated costs will be borne by you."
Statutory collection costs
From the final demand you may charge statutory collection costs:
| Outstanding amount | Collection costs |
|---|---|
| Up to € 2,500 | 15% (min. € 40) |
| € 2,500 – € 5,000 | € 375 + 10% on the excess |
| € 5,000 – € 10,000 | € 625 + 5% on the excess |
Automatic reminders with Giroo
In Giroo you set after how many days a reminder is automatically sent. You choose the tone and text, and Giroo keeps track of which customers have been reminded. Your open items overview immediately shows who is overdue.
Also read our tips on improving your cash flow and see Giroo's invoicing module.