What is a payment reminder?

A payment reminder is a friendly notification to your customer that an invoice is still outstanding. You assume with the first reminder that your customer has simply forgotten. No heavy legal language, no threatening tone. Just clear information and an easy payment request.

In 2026, many invoices run through automated systems and busy mailboxes. An invoice quickly gets out of sight. With a clear reminder, you can keep your cash flow going, without going straight to collections or bailiffs.

Want to read more about the difference between a reminder, demand letter and debt collection? Then check out our page on the full collection process.

Why a good payment reminder is so important

Sending a reminder feels uncomfortable for many business owners. You don't want to nag; you want to keep the relationship good. Yet a good payment reminder is golden for your business.

  • Maintain your customer relationship: You show that you assume trust and clarity
  • Faster payment: The majority of outstanding invoices are paid after the first reminder.
  • Strong dossier construction: Does your client not respond? Then you can later show that you acted neatly and reasonably at first

So a payment reminder is not a difficult step, but simply part of professional debtor management. The clearer you communicate, the more likely you are to get paid quickly.

When do you send a payment reminder?

Timing is important. You don't want to wait too long, but you also don't want to panic too early. A practical approach:

  • Day 1 to 3 after the due date: This is an ideal time for your first friendly reminder
  • Pre-reminder: Want to be even more service-oriented? Then send a short reminder 2 days before the due date that the invoice is about to expire

This way you keep a grip on your payments without giving your customer the feeling that you are "on top of it." Especially with private customers, this is important because you often need an official WIK letter later if payment is not forthcoming.

Want to know which step is best for your situation right now? Then also read:

Choose the step that suits your situation and read exactly what you can do.

Here's how to build the perfect payment reminder

A payment reminder that works is short, clear and easy to respond to. Make sure these components always come back:

  • Clear subject line: Put the word "Reminder" and invoice number in the subject line
  • Friendly salutation: Address your customer personally by name
  • The facts in a row: List invoice number, invoice date, due date and outstanding amount
  • Payment convenience: Add an iDEAL payment link or QR code so your customer can pay in one click
  • Attach Invoice: Reattach the original invoice as an attachment so your customer doesn't have to search for it
  • Clear deadline: Indicate the time frame within which you expect payment

Want to know exactly what you can and cannot legally do with extra charges? Then also check out our page on dunning fees and the tool to calculate collection costs.

Sample payment reminder (copy-paste)

You can use the example below immediately and adapt it to your situation. Fill in your own details, add your invoice and you'll have a professional payment reminder ready in minutes.

Subject: Reminder invoice [invoice number] from [your company name].

Dear [client name],

Our records show that the payment period of invoice [invoice number] with an amount of € [amount] has expired.

Probably the invoice escaped your attention due to busyness. Of course, that can happen.

Would you like to transfer the outstanding amount to us within 5 business days? You can pay directly using the payment link below:

[Link: Pay directly via iDEAL]

To be sure, I have attached the invoice again.

Have you already made the payment or do you think there is something wrong with the invoice? Please let me know and we'll check it together.

Best regards,
[your name]
[your position]
[your company name]
[phone number]

Would you rather save this example as a file and reuse it? You can download a ready-made document below.

Download sample payment reminder 2026.

Do you use payment reminders more often? Then it is convenient if you have a fixed template ready. With this free example, all you have to do is fill in your company details and invoice information.

Download example

Many business owners wonder if they are allowed to charge at the first reminder. In practice, this is almost never a good idea, and with consumers it is often not even allowed.

For private customers (B2C)

  • The first payment reminder is free of charge
  • Then you have to send an official 14-day letter before you can charge collection fees
  • That letter must follow set rules, which you can find on our page about the WIK letter

For corporate customers (B2B)

  • Does your terms and conditions state that you charge fees after the due date? Then legally that is often allowed
  • Nevertheless, we advise against imposing additional charges as early as the first reminder
  • In practice, this often provokes more discussion than it generates

Want to know exactly what amounts you can charge under the law? Then use our tool to calculate collection costs. It is always up to date with the current rules.

From payment reminder to dunning and collection

Is your customer not responding to your payment reminder? Then it's important that you take the next steps in a structured way. A practical outline:

  • Step 1: Friendly payment reminder (around day 1 to 3 after the due date)
  • Step 2: Strict reminder with clear final deadline
  • Step 3: Possibly a formal notice of default, especially with business customers
  • Step 4: Transfer file to a collection agency such as Credifin

Don't wait months to take action. The older the debt gets, the less likely you are to receive the full amount. Our page on No Cure No Pay debt collection tells you exactly how we work when you take the step to debt collection.

Are you unsure if you are ready yet? Then take a look at the overview of all steps in the collection process. There you can see exactly when it is smart to move on.

Why Credifin helps you with payment reminder and debt collection

A good payment reminder solves a lot, but not everything. Sometimes there is more at play: payment problems, disagreement about the invoice or simply no willingness to pay. That's when it's nice to have a partner who looks beyond just applying pressure.

  • No Cure, No Pay: With amicable collection, we basically charge the costs to your debtor, not you
  • Human approach: We always address your customer with respect and seek a solution first
  • In-house legal knowledge: If necessary, we can work with you to take the step towards proceedings or bailiff
  • Transparent portal: You follow every step of your case online, 24/7

This keeps you focused on your own work, while we make sure your outstanding invoices get the attention they deserve.

Does your invoice remain unpaid after your payment reminder?

Have you already sent one or more payment reminders and payment remains unpaid? Then now is the time to reduce your risk. You can submit your collection order online in just a few minutes. We take over the contact with your customer, always with a human and clear approach.

Start collecting
More about No Cure No Pay

Frequently asked questions about payment reminders

We get that. You want to make sure you're in the right place. Below we answer the most frequently asked questions about payment reminders.

Absolutely. In 2026, e-mail is the default. Be sure to request a read confirmation, though, or use a system (like Credifin’s) that records when the e-mail has been opened.

That’s the oldest excuse in the book. That’s why we recommend attaching the invoice as a PDF with each reminder. That way, you’ll eliminate this argument immediately.

Yes, and we recommend it! Many accounting packages can do this. Want to go really professional? Then link your administration to Credifin’s dashboard for flawless accounts receivable management.

No, that is not necessary in most cases, unless it is in your general terms and conditions. Only the official notice of default (14-day letter) is sometimes still sent by registered mail for maximum legal evidential value.

For B2B transactions, no, but it makes commercial sense. For B2C transactions, an official 14-day letter is required before you can charge.

With consumers, this is absolutely not allowed. With companies it is only allowed if it is in your general terms and conditions, but often a higher interest rate (commercial interest rate) works more effectively.

Use Credifin’s Registered Email™. This gives you a technical proof of delivery that will be accepted by any judge in 2026.

Yes, this is legally valid provided you can prove that the recipient has read the message (blue check marks or delivery report)

Legal resources from our knowledge base

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