Dunning letter examples
When writing a dunning letter, it’s important to use an empathetic and professional tone. Below are examples of both a first dunning letter and a final dunning letter.
First dunning letter example
[Your Company Name]
[Address]
[ZIP code and City]
[Email Address]
[Customer Name]
[Customer Address]
[ZIP code and City]
[City], [Date]
Subject: Dunning letter regarding invoice [Invoice Number]
Dear [Customer Name],
According to our records, invoice [Invoice Number] for the amount of €[Amount] was due on [Due Date] and remains unpaid. It’s possible the invoice was overlooked.
We kindly request that you transfer the outstanding amount within 14 days of receiving this letter to [Bank Account Number], in the name of [Your Company Name], referencing the invoice number.
If you have already made the payment or have questions about this invoice, please don’t hesitate to contact us at [Phone Number] or [Email Address].
Sincerely,
[Your Name]
[Your Position]
[Your Company Name]
[Sender’s Signature]
Final dunning letter example
[Your Company Name]
[Address]
[ZIP code and City]
[Email Address]
[Customer Name]
[Customer Address]
[ZIP code and City]
[City], [Date]
Subject: Final dunning letter — invoice [Invoice Number]
Dear [Mr./Ms.] [Last Name],
According to our records, invoice [Invoice Number], dated [Invoice Date], in the amount of €[Amount], is still unpaid. The original due date was [Due Date].
We urge you to pay this amount within 14 days of the date of this letter by transferring it to [IBAN], in the name of [Company Name], referencing the invoice number.
If payment is not received within this period, we will be forced to charge statutory collection fees. These costs start at €40 and may increase depending on the outstanding balance.
If you have already made the payment, you may disregard this letter. If you have any questions or are experiencing payment difficulties, please feel free to contact us via [Email Address/Phone Number].
Sincerely,
[Your Name]
[Your Position]
[Your Company Name]
[Sender’s Signature]