Send a payment reminder
Client is past the due date. Time for a reminder. Below: a sample letter you can use right away, the right tone per reminder round, and how to automate the whole process.
Three tones — in correct order
Friendly reminder (day 1-7)
"You may have overlooked this — kind reminder enclosed." Short, friendly, with payment link. Often does the job.
Second reminder (day 14)
Firmer: "We kindly ask you to settle the invoice within 7 days." Statutory interest announced.
Notice of default (day 28)
Formal: 14-day term (mandatory for consumers), collection costs and statutory interest explicitly mentioned. Reference to next steps.
Sample first-reminder text
Copy it, or let FactuurSturen.app send it automatically.
Subject
Friendly reminder — invoice [number] dated [date]
Opening
Dear [client name], we notice invoice [number] dated [date] for €[amount] is still outstanding. This may have escaped your attention.
Request
Could you transfer the amount within 7 days to [IBAN] referencing the invoice number? You can also pay directly via [iDEAL link]. If the payment is already on its way, please ignore this email.
Closing
Kind regards, [your name] / [company] / [phone].
Frequently asked questions
When can I send a reminder?
Technically from day one after the due date. But wait 5-7 days — gives the client room for bank transfers and avoids unnecessary friction. FactuurSturen.app defaults to day 7.
How many reminders can I send?
No legal maximum. Practically: three. First friendly (day 7), second more business-like (day 14), third as formal notice of default (day 28). After that the next step is collection or court — further reminders no longer work.
Difference between reminder and notice of default?
A reminder is a repeated request to pay. A notice of default is a legal document stating "you are in default as of now". Only from the notice of default (or expiry of the term it gives) may you charge collection costs and statutory interest.
Must it go by post, or is email allowed?
Email is legally valid. For the third reminder (notice of default) registered post is customary for larger amounts — gives proof of receipt. FactuurSturen.app keeps a full log of when each reminder was sent and opened.
Can I put collection costs on the first reminder?
For business clients: possible right after the due date. For consumers: only after first sending a free 14-day reminder. Putting collection costs on the first reminder to a consumer makes them invalid.
Never type reminders yourself again
Three templates, automatically sent on day 7, 14 and 28. You hear only what's needed.
What does it cost?
From €2 per month. All features in every plan. Cancel monthly.