Send payment reminders as a company
Sending payment reminders as a business: the complete guide
You delivered. You've invoiced. The payment period has expired.
For many entrepreneurs, a payment reminder feels uncomfortable — almost like an accusation against your customer. But that feeling costs you money. Every day of delay is one day less cash flow.
And the reality? The vast majority of late payments are not malicious. Research shows that 14.2% of all invoices in the Netherlands are paid late — but most of it has simply been forgotten (Exact MKB Barometer 2025). A reminder at the right time, with the right tone, solves that.
When do you send a payment reminder?
Send a payment reminder no later than 7 days after the payment term has expired. Don't wait any longer — the chance of payment decreases significantly as an invoice gets older.
An effective timeline:
Day 0: Invoice sent, Neutral, professional
Day -3: (optional) Friendly pre-reminder, Warm, proactive
Day +7: First payment reminder, Friendly, understanding
Day +14: Second reminder/formal summation, Business, clear
Day +14 + 1 day: WIK fees may be charged
Day +30: Transfer of collection partner if no response
How do you write an effective payment reminder?
A payment reminder that works is immediate but not threatening. Human but crystal clear. It always contains three things: a concrete reference, a clear deadline, and an accessible way out.
What you always include:
- Invoice number, date and outstanding amount
- The new payment deadline (specific date, not “within 14 days”)
- A contact option for questions or payment arrangements
What you're avoiding:
- Accusatory language (“you failed...” or “despite repeated requests...”)
- Vague formulations without a deadline (“we kindly request you...”)
- Too long, formal sentences that obscure the urgency
Template: first payment reminder
Topic: Reminder — Invoice [number] — € [amount] — Expiry date [date]
Dear [name],
On [date], we sent you invoice [number] for an amount of € [amount]. The payment period of [X] days has now expired.
You may have missed our invoice — that can happen to anyone. We request that you pay the amount in advance [date + 14 days] to be transferred to [account number].
Do you have questions about the invoice, or would you like to discuss a payment arrangement? Please feel free to contact us at [phone number] or [email address] — we are happy to think along.
Sincerely,
[Name] | [Company]
Template: second reminder/formal summation
Topic: Last reminder — Invoice [number] — Collection costs are added
Dear [name],
Despite our reminder of [date], invoice [number] of € [amount] is still open.
We urge you to pay the amount before [date] to comply. If we do not receive payment or response before that date, we are forced to charge extrajudicial collection costs in accordance with the Extrajudicial Collection Costs Standards Act (WIK). This increases the outstanding amount.
Is there something going on? Please contact us before [date] via [contact details] — we are open to a payment arrangement.
Sincerely,
[Name] | [Company]
The legal rules: what can you do, what should you do?
Before you can pass on collection costs to a business debtor, two legal requirements apply:
- Written reminder — at least one reminder that the debtor has received
- Payment period of at least 14 days — the debtor must have had the opportunity to pay
Do you comply with both? Then you can charge the statutory collection costs in accordance with the WIK scale. Minimum: €40. Maximum: €6,775 (depending on the amount).
Source: Rechtspraak.nl — Staffel Extrajudicial Collection Costs
Structurally better: automate your debtor management
Manual reminders work — but they run inconsistently. Sent too late, wrong tone, or just forgotten in the hustle and bustle of the day.
An automated debtor system sends reminders at the right time, in the right tone, on the right channel — without you having to think about it. NIKKI Business takes over the entire debtor management: from the first reminder to a possible transfer.
You can read more about our way of working on the NIKKI Business page.
FAQs
Can I charge collection costs directly at the first reminder?
No. You must first send a written reminder with a payment period of at least 14 days. Only then can you pass on statutory collection costs (WIK).
Does calling work better than sending an email?
For higher amounts: yes. Telephone contact has a significantly higher response rate than e-mail alone. Best approach: send an email and call the same day.
What if the customer says they haven't received the invoice?
Resend the invoice, confirm by email that you did this, and keep track of your evidence. Preferably use a system that records delivery receipts and read receipts.
How often can I send reminders?
There is no legal maximum. Two to three written reminders are common for transfer to a debt collection partner. Don't overdo it — repeated contact without interruption can be seen as harassment.
About the author: This article was written by the NIKKI Business team. NIKKI processed more than 5 million transactions and assists more than 400 organizations in their debtor management.
Do you want NIKKI Business to fully take over your payment reminders and debtor management? Schedule a demo.
Sources: Exact SME Barometer 2025 · Rechtspraak.nl — WIK Staffel · National government - High collection costs
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