What is a payment reminder?
For businesses, it is important to collect outstanding invoices in a timely and professional manner. By doing so, you reduce the likelihood of cash flow problems. An invoice reminder is an effective tool to achieve this and remind customers of their obligations.
In this article, we discuss what a payment reminder is, when it should be sent, how many to send and what should be in the text of the reminder. We also provide examples and tips for sending payment reminders and discuss how companies can get help sending these requests.
What is an invoice reminder?
A payment reminder is a request for a customer to pay an outstanding invoice. It is a simple and formal way of reminding customers that they have an obligation to the company.
What is the difference between a payment reminder and a reminder letter?
A payment reminder is a friendly request to pay an invoice. A reminder letter is a more formal step taken if the payment reminder was not effective and the invoice is still not paid. A reminder usually has an official following and an increased cost to the customer.
When do you send a payment reminder?
A payment reminder should be sent if the invoice has still not been paid after the due date. It is important to wait until the due date has passed, as some customers may need extra time to pay the invoice.
How many payment reminders should you send?
There is no set number of payment reminders that should be sent, but it is important to have a consistent approach. Generally, it is recommended to send 1 or 2 payment reminders before moving on to a reminder. It is not advisable to number your payment reminders. This lets the debtor know that several reminders will follow, making them less inclined to pay after the first reminder.
Read more about when to send a payment reminder.
What do you put in the text of a payment reminder?
The text of a payment reminder should be professional and formal and include the following information:
- Company name and contact details: Make it clear who the sender is and how the customer can contact the company.
- Invoice reference: Include the invoice number or reference so that the customer knows which invoice is meant.
- Payment date: Indicate the original payment date and how much time has passed since the invoice was issued.
- Amount: Indicate the amount of the outstanding invoice and the payment methods (e.g. by cheque, direct debit, online payment).
- Thank you: Thank the customer for their timely attention and ask them to contact you if they need help paying the invoice.
- Signature: Include a signature from a responsible employee of the company.
Free payment reminder example
An example of a payment reminder is:
Dear Sir/Madam,
Our records have shown that the invoice below has not yet been paid (in full).
[Invoice]
We kindly request you to transfer the outstanding amount of €.. to [bank account number]. Or to pay via the iDEAL button in this invoice.
If your payment is already on its way, please consider this reminder as not sent.
Kind regards,
[Company]
For a final reminder, the tone is a little stricter, for example:
Dear Sir/Madam,
To our regret, despite previous requests, you have not yet paid the outstanding invoice amount. You have now had ample time to do so. You are currently in default of payment.
[Invoice]
We give you another 14 days to transfer the amount due of €… to [bank account number] or pay directly using the iDEAL button in this invoice.
Should we not receive the payment within the specified period, we will claim reimbursement of costs. In addition to the above principal sum, you will then owe collection costs and, if applicable, statutory or contractual interest.
The collection costs will be €…. If payment is not received within the aforementioned 14 days, the invoice will be treated as debt collection and we will hand it over. The period of 14 days starts the day after delivery of this last reminder.
However, we hope that you will ensure timely payment and that this will enable us to omit the collection measures.
If your payment is already on its way, please consider this reminder as not having been sent.
Kind regards,
[Company]
Sending a payment reminder by registered mail or e-mail?
Whether an invoice reminder should be sent by registered mail or by e-mail depends on the specific situation. E-mail is quick and easy, but it is not always clear whether the e-mail has been received or read. Registered mail offers more certainty that the payment reminder has reached the customer, but it is slower and more expensive.
Help with sending a payment reminder
Payt offers support and help with sending payment reminders. Automate your accounts receivable management. This way, you benefit from the platform’s advanced functionalities, such as automatic reminders and dunning letters, and real-time insight into payment status.
A payment reminder is an effective and necessary tool for companies to get outstanding invoices quickly. It is important to have a consistent approach and choose between sending by registered mail or by email, depending on the specific situation. This way, time goes to issues within your company that deserve personal attention.
