Writing a payment reminder in Germany: templates and deadlines

Create a payment reminder: five steps to your download

You do not need to start each reminder with a blank document. In the free payment reminder generator for Germany, enter the invoice details and review the letter alongside the form. The template is intended for claims against business customers. No registration is required.

1. Select the jurisdiction and letter. Choose the applicable law and then a friendly reminder, payment demand, final request or email wording. The location of your business alone does not determine the applicable law. These are wording options, not stages you must complete in sequence.
2. Enter the invoice details. Add your business, the recipient, invoice number, invoice date, due date and outstanding balance. Do not automatically use the original total if a partial payment or credit note has reduced the balance.
3. Check the dates. The tool suggests a new payment deadline 14 days after the letter date. Adjust it to the circumstances. This default is not a statutory requirement and does not calculate limitation periods.
4. Add the remaining details. Open the section for addresses, bank details and contact information if you need a complete letter. Check the IBAN carefully. Without bank details, the template refers to the account shown on the invoice.
5. Review and download. “Download PDF” creates a file for sending or printing. “Download Word” creates an editable document. “Copy text” is useful for your email program. The generator does not send messages.

Use the example button to see how the fields work together. Replace every example value before using a letter. Clear the inputs to start another case. The generator does not retain your entries permanently, so download the document before closing or reloading the page.

Word or PDF? Choose Word if you want to add an explanation or your own letterhead. After editing, check the amount, deadline and recipient again. PDF is useful once you have reviewed the final text. Both formats contain the details you entered manually; the tool does not upload or read an invoice.

Create your payment reminder

Which information do you need?

Put the invoice beside an up-to-date payment record. Your reminder should identify a specific transaction: the correct contracting parties, invoice number, date and remaining balance. For several invoices, a clear breakdown is more useful than an unexplained total.

Fictional example: An invoice totals €1,800. The customer has paid €600 and an agreed credit note reduces the amount by another €100. The arithmetic balance is €1,100. Whether that amount is due and enforceable requires a separate assessment of the case. Enter the checked balance in the generator.

Record who owns the case and whether the customer has responded. A disputed performance issue needs different handling from a forgotten invoice. The generator does not know the contract or evidence of performance and cannot decide whether an objection is justified.

Friendly reminder or formal payment demand?

Choose a factual tone that fits the previous communication. A friendly clarification can help when a payment cannot be matched. A specific payment request identifies the amount and invoice clearly.

The heading alone does not determine legal effect. A politely worded reminder can still constitute a demand if its content clearly requests payment. IHK Cologne: content and effect of a reminder.

Check due date and default under German law

A demand after the payment is due can establish default. It may be unnecessary in certain circumstances, such as a payment date fixed by contract. A date printed unilaterally on an invoice is generally insufficient for that exception. Responsibility for non-payment also matters. IHK Cologne: conditions and exceptions.

This article concerns Germany, not English law. For Austrian cases, use the guide to reminders in Austria and the separate country guidance in the generator.

Do you have to send three reminders?

There is no general requirement for a fixed sequence of three reminders. IHK Cologne: number of reminders. Choose the next action from the facts: reconcile a payment, address an objection or decide on further handling. Repeating standard letters does not replace that decision.

Which deadline should you use?

The generator suggests 14 days to provide a concrete date in the letter. This is an editable aid. Check the agreement, earlier correspondence and the time needed for receipt and processing. Do not apply the same date mechanically to every case.

Put the chosen date into your follow-up process. Afterwards, check actual receipts and replies. Avoid several departments sending reminders in parallel while another colleague is already discussing the invoice or an arrangement with the customer.

Sample wording for a clear payment request

Subject: Payment reminder for invoice [number] dated [date]

Dear Sir or Madam, our records show an outstanding balance of [amount] euros on invoice [number]. The invoice was due on [due date]. Please transfer the outstanding amount by [date] to the account stated on the invoice. If you have already paid or have any questions, please contact us quoting the invoice number. Yours faithfully, [business]

Replace every placeholder and check each statement against your records. The generator places those details into a formatted letter. It does not automatically add reminder charges or interest; any additional amounts require separate assessment.

Final payment request and sending the letter

A final request should describe previous contact accurately. Do not claim that an earlier reminder was sent if it was not. Only mention steps that you genuinely intend to consider or take; avoid automatic threats.

Keep the final letter with the invoice and record dispatch and responses. Downloading is not sending. For email, check the address, subject and attachments in your own mail program. The tool neither confirms delivery nor monitors the deadline.

If the invoice remains unpaid

Bring together the invoice, payment record, earlier communication and known objections. Our comparison of sending reminders or handing over a claim helps you organise the next decision.

To prepare a handover, you can register in the customer portal. Engagement is subject to the terms; see costs and conditions for details. Disputed performance and time-sensitive legal questions require individual assessment.