Facing unpaid invoices but unsure how to word your reminders without sounding aggressive or, conversely, too lenient? Use our 5 progressive reminder letter templates to recover your money while preserving your client relationship.
1. The first friendly reminder (D+3)
The goal here is to assume good faith (forgetfulness, technical issue). The tone should remain light and accommodating.
Ready-to-use template
Subject: Your invoice [Number] dated [Date]
Hi [First Name / Dear Sir or Madam],
I hope you're doing well.
I'm reaching out because, unless there's been an oversight on our end, we haven't yet received payment for invoice #[Number], in the amount of [Amount], which was due on [Date].
This is most likely a simple oversight. Please find a copy of the invoice attached for your convenience.
If the transfer is already in progress, please disregard this email.
Best regards,
[Your Signature]
2. Level 2 reminder: more formal (D+10)
Here, the tone shifts. We drop overly familiar courtesies and get straight to the point.
Ready-to-use template
Subject: Reminder - Unpaid invoice #[Number]
Dear [Client Name],
Following my previous message dated [Date of first email], I note that invoice #[Number] for [Amount], due since [Date], remains unpaid.
We would appreciate your prompt attention to this matter.
Please find the invoice and our bank details attached once again.
Please don't hesitate to reach out if you need any additional information.
[Your Signature]
3. Firm reminder with confirmation request (D+20)
Patience has its limits. At this stage, we insist on getting a clear payment date.
Ready-to-use template
Subject: Second reminder - Invoice #[Number] outstanding
Dear Sir or Madam,
Despite our previous reminders dated [Dates of emails 1 & 2], our records still do not show payment for invoice #[Number] for [Amount], due on [Date].
We kindly ask you to process this payment upon receipt of this letter, or to provide us with the date on which the transfer will be made.
As stated in our Terms and Conditions, late payment penalties may apply.
Awaiting your payment,
[Your Signature]
4. Formal notice to pay (D+30 and beyond)
This document has legal weight. It must be sent by registered mail with acknowledgment of receipt.
Ready-to-use template
Subject: FORMAL NOTICE TO PAY
[Sent by Registered Mail with Acknowledgment of Receipt]
Dear Sir or Madam,
Despite our multiple friendly reminders, invoice #[Number] dated [Date] for the amount of [Amount] remains unpaid to this date.
By this letter, we formally request that you pay the principal amount of [Amount], plus applicable late payment interest and the statutory recovery fee of €40.
Should we not receive your payment within eight (8) days of receipt of this letter, we will be compelled to refer this matter to our legal department for judicial recovery.
Yours sincerely,
[Handwritten Signature]
5. The alternative for small amounts (Low stakes)
Sometimes, a heavy-handed process costs more than the invoice itself. A quick call or a very short email can be effective for small sums.
Ready-to-use template
Subject: Urgent: Invoice [Number] unpaid
Hi [First Name],
Unless I'm mistaken, your invoice for [Amount] hasn't been settled yet.
Could you please take care of this today via this payment link [Link] (or by bank transfer using the attached details) so we can close this and keep moving forward on our current projects?
Thanks in advance,
[Your First Name]
Frequently asked questions
How many reminders before formal notice?
It is recommended to send 2 to 3 friendly reminders before escalating to a formal notice. The first reminder (D+3) is a simple courteous nudge, the second (D+10) is more formal, and the third (D+20) is firm with a request for confirmation. If no response is received, the formal notice by registered mail comes around D+30.
What delay between each reminder?
A spacing of 7 to 10 days between each reminder is generally recommended. This gives the client enough time to process your request while maintaining progressive pressure. The typical schedule is: D+3 (friendly reminder), D+10 (formal reminder), D+20 (firm reminder), D+30 (formal notice).
Can I send reminders by email or must I use postal mail?
Friendly reminders can be sent by email, SMS or regular mail. Only the formal notice (mise en demeure) requires registered mail with acknowledgment of receipt to carry legal weight. In practice, email is the most effective channel for initial reminders as it is fast and traceable.
Does a reminder interrupt the statute of limitations?
No, a simple friendly reminder does not interrupt the statute of limitations. Only specific legal actions interrupt it: a formal notice, a court summons, a payment order, or the debtor's acknowledgment of the debt. The limitation period is 5 years for B2B claims and 2 years for B2C claims in France.