Almost every online retailer is familiar with the situation: an invoice is long overdue, but payment has not been made. There is not always malicious intent behind this – sometimes an invoice simply goes unpaid. A friendly payment reminder helps to collect outstanding amounts quickly without putting a strain on the customer relationship. In this article, you will find out how to formulate a professional payment reminder, which mandatory information is included and receive a free template to download.
What is a payment reminder?
A payment reminder is the first step in the dunning process. It serves as a friendly reminder to the customer of an overdue invoice. It is not legally mandatory, but in practice it is standard – especially if you value a good business relationship.
Tip: Send the reminder about 3 to 7 days after the due date. This shows professionalism while remaining customer-oriented.
Content of a professional payment reminder
Good payment reminders are clearly worded, contain all the important invoice details and avoid unnecessary pressure. The following information should not be missing:
- Name and address of the customer
- Invoice number and invoice date
- Due date and outstanding amount
- Payment deadline (e.g. “Please settle the outstanding amount by 05.11.2025”)
- Friendly but firm tone
You should refrain from using reminder fees or legal threats in the first reminder – this quickly comes across as unprofessional. The focus should be on the facts and a solution-oriented tone.
Sample & template: Payment reminder
Here is an example of a friendly payment reminder that you can customize:
Subject: Payment reminder for invoice no. [invoice number]
Hello [customer name],
While reviewing our accounts department, we noticed that invoice no. [invoice number] dated [date] for [amount] EUR is still outstanding.
This is probably just an oversight – we would therefore kindly ask you to transfer the amount to the following account by [new due date] at the latest:
IBAN: [Your IBAN]
BIC: [Your BIC]
Intended use: [Invoice number]
If you have already made the payment, please consider this reminder to be irrelevant.
Many thanks and best regards
[your company name]
Free templates
Both formats can be easily customized with your logo and account details.
Payment reminder by email or post?
In most cases, an email is completely sufficient – it is fast, inexpensive and can be automated. Sending it by post is only recommended if there is no response or you need a verifiable reminder later on. This way, you have documents of your communication steps in the event of a dispute.
Automated payment reminders with JTL
With tools such as JTL-Wawi, you can send automated payment reminders. Open invoices are recognized via workflows and reminded in good time – including all relevant data. This saves time, ensures consistent communication and significantly improves your receivables management.
- No manual effort
- Timely dispatch
- Overview of all outstanding receivables
You can find out exactly how to set up the processes in JTL-Wawi in the JTL-Guide.
What happens after the payment reminder?
If payment is not made after the first reminder, the first reminder will follow – usually with a small reminder fee. This can be followed by a second reminder or, in an emergency, debt collection proceedings. It is important to proceed in a structured and legally compliant manner in order to secure liquidity and avoid conflicts.
Professional and friendly reminders with the right payment reminder template
Payment reminders are an indispensable tool for every eCommerce company. They help to secure liquidity without jeopardizing the customer relationship. With a professional template and an automated workflow, receivables management can be made efficient and time-saving.
Remain polite, clear and solution-oriented. Phrases such as “you probably missed it” come across as sympathetic and avoid pressure.
Ideally 3-7 days after the payment deadline.
The payment reminder is a friendly reminder without legal consequences. A reminder follows later and may include reminder fees.
Yes – automation is particularly worthwhile for many invoices to save time and avoid missing any deadlines.
