Dunning & payment reminder: template for tradespeople
Free template with all 3 stages — friendly payment reminder, 1st and 2nd dunning letter — as Word and PDF.
Sample stage 1 — the friendly payment reminder:
Dear ______,
we have not yet been able to identify a payment for invoice no. ______ dated __.__.____ over ______ €.
Surely this is just an oversight. Please transfer the outstanding amount by __.__.____ to the known account.
If your payment crosses with this letter, please consider it void.
Kind regards
______ (name, business)
- · The Word file contains all 3 stages: payment reminder, 1st dunning letter and 2nd dunning letter with deadline.
- · Default interest and dunning flat fee only from default — the wording is in stage 2.
Sample without guarantee — no legal or tax advice. · Last reviewed: 2026-07
Download template
As a Word file (DOCX) to fill in, plus a PDF — free in exchange for your e-mail address.
Three stages, one goal: getting paid
Stage 1 reminds in a friendly way and assumes an oversight — that settles most cases. Stage 2 (1st dunning letter) names the default and sets a clear deadline. Stage 3 (2nd letter) announces the consequences: default interest, the flat fee for B2B customers, court dunning proceedings. Important: default occurs at the latest 30 days after due date and receipt of the invoice — for consumers only if the invoice points this out.
Stay friendly, become firm
Today's customer is tomorrow's client — so the template escalates its tone in a controlled way: understanding, factual, consistent. Even better is what happens before the dunning letter: short payment terms, progress invoices and a reminder shortly after the due date. Ready-made e-mail texts for that are in the free follow-up tool.
Frequent questions about dunning
How many dunning letters do I have to send?
Legally: none. Default occurs even without a letter, at the latest 30 days after due date and receipt of the invoice (for consumers with a note on the invoice). The stages are goodwill and customer care — not a duty.
May I charge dunning fees?
From default onward you may claim default interest and the actual damage caused by the delay; from B2B customers additionally the €40 flat fee. Fantasy fees in stage 1, however, are not enforceable.
What comes after the final letter?
Court dunning proceedings or a collection agency. Both cost the relationship — check first whether a phone call solves it. Often it is not unwillingness to pay but chaos in the customer's office.