Payment reminder and formal notice: sample texts that work
Written by Ilias Aarrass6 min read · Published on · Last reviewed on 
In short
Send a friendly payment reminder shortly after the due date, a formal notice with a final deadline about two weeks later, and for consumers a fourteen-day letter before charging collection costs. That letter states the exact collection costs: 15 per cent of the first € 2,500, at least € 40.
- A reminder assumes it was forgotten; a formal notice formally puts the customer in default.
- With consumers you may only charge collection costs after a fourteen-day letter.
- The 14 days count from the day after the letter is received.
- State the invoice number, amount, due date and account number in every letter.
An invoice past its due date feels annoying, but usually nothing is wrong: your customer simply forgot. A good payment reminder resolves that within a few days in most cases, without damaging the relationship. If payment still does not arrive, a formal notice follows and, for consumers, a fourteen-day letter, the step required before you may charge collection costs. This article explains when to take which step, what each letter must contain, and gives you three sample texts you can adapt and send right away. That way you keep your receivables neatly under control.
The plan in three letters
A fixed sequence stops you wondering whether it is too early or too late. A schedule that works well for most freelancers:
| When | Letter | Tone |
|---|---|---|
| 1 to 3 days after the due date | Payment reminder | Friendly, assume it was forgotten |
| About 14 days after the due date | Formal notice | Businesslike and clear, with a new deadline |
| After the formal notice | Fourteen-day letter (mandatory for consumers) | Formal, stating the collection costs |
Example 1: the friendly reminder
Short, friendly and with the invoice attached again. Use your contact's name and state the invoice number, amount and due date, so the customer does not have to look anything up.
Sample text: 'Dear Mark, it may have slipped your attention: invoice 2026-041 for € 1,210, due on 10 October, is still outstanding. I have attached it again for your convenience. Could you transfer the amount within 7 days to NL00 BANK 0123 4567 89, quoting the invoice number? If you have already paid, please disregard this message. Kind regards, Sara.'
Example 2: the formal notice
If the customer does not respond, the tone becomes more businesslike. A formal notice officially puts the customer in default: you state the claim, give a final reasonable deadline and say what happens if it passes.
Sample text: 'Dear Mr De Vries, despite our reminder of 13 October we have not yet received payment of invoice 2026-041 for € 1,210. We ask you to transfer the amount by 31 October at the latest. If payment is not made, we will have to take further collection steps, the costs of which will be borne by you. If something is wrong with the invoice, please contact us before that date.'
Example 3: the fourteen-day letter
If your customer is a consumer, you may only charge collection costs after a letter giving them 14 days to pay, counted from the day after receipt. In that letter you state the exact amount of collection costs. Under the statutory scale that is 15 per cent of the first € 2,500, with a minimum of € 40. More on the rules in payment terms and collection costs.
Sample text: 'Dear Ms Jansen, invoice 2026-052 for € 180 has not yet been paid. You can settle the amount without extra costs within 14 days of receiving this letter. If you do not pay within that period, you will also owe € 40 in collection costs.' A business customer is not legally entitled to this letter, but sending it is good practice.
How to avoid reminders
The best reminder is one you never have to send. Ask for a deposit on larger jobs, invoice straight after delivery, add a payment link to your invoice and agree a short term in your terms and conditions. More tips in credit management. If there is still no payment after the formal notice, read customer does not pay, what now.
Frequently asked questions
What is the difference between a reminder and a formal notice?
A reminder is a friendly nudge that an invoice is outstanding. A formal notice is more formal: you put the customer in default with a final deadline and announce further steps.
May I charge for a reminder?
With consumers, not before the fourteen-day letter has been sent and the period has expired. With business customers it depends on your agreements, but the first reminder is usually free of charge.
Can a reminder be sent by email?
Yes, even the fourteen-day letter may be sent digitally if the customer has agreed to that. Keep a copy so you can show when you sent it.
Sources
- Step-by-step plan: customer does not pay invoiceOndernemersplein (KVK) · ondernemersplein.overheid.nl
Sources checked on
This article provides general information based on the rules known for 2026 and does not replace personal tax advice. For your specific situation, we're happy to take a look with you.
