2 examples of dunning letters for unpaid invoices

When should you send your dunning letter?

Le timing is essential to maximize the chances of recovering a payment without damaging the relationship.

Once the due date has passed, it is advisable to act quickly.

According to a study Altars , over 60% of payments less than 30 days late are settled after a simple friendly reminder. Here are the main steps:

• From day one delay: simple reminder sent by e-mail or telephone

• Between 7 and 15 days after the due date: first reminder letter sent

• After 30 days no response: second reminder or formal notice sent

How to write a good dunning letter?

A well-structured letter is a good way of reminding the customer of his obligations without provoking him. The aim is to be clear, polite and firm at the same time.

Essential elements to integrate

To be effective, your dunning letter must contain several key pieces of information:

• Invoice number and date

• Total amount due including any penalties

• Due date passed

• A polite reminder compulsory payment

• Un duplicata de la facture in attachment

According to the DGCCRF explicitly mention the legal penalties for late payment increases by 25% chance get a quick settlement.

The right tone to maintain customer relations

The relaunch should focus on courteous, professional tone . Even in the event of long delays, it is essential to avoid any form of threat or aggression.

A polite tone would increase of 40 chances of retaining the customer after a payment incident, according to Forrester Research.

Sample 1st reminder letter for unpaid invoices

The first reminder letter aims to politely remind and leave the door open for dialogue. Here's a template you can easily adapt.

Subject: Invoice [invoice no.] awaiting payment

"Madam, Sir,

In the absence of error or omission on our part, we have not yet received payment for invoice no. [invoice number] dated [date], for an amount of € [amount], which fell due on [due date].

Please pay the invoice as soon as possible. A copy of the invoice is attached.

If payment has already been made, please disregard this letter. If you encounter any difficulties, please do not hesitate to contact us so that we can work out a solution together.

We look forward to hearing from you.

[Signature and contact details of your company]"

Please note according to Banque de France , nearly 50% of late payments are due to simple oversights. This initial friendly approach often resolves the problem without conflict.

Example of a 2nd reminder letter for unpaid invoices

According to the Observatory of payment periods near 25% of invoices require at least a second relaunch before being set.

If the first reminder remains unanswered, it is necessary to send a second reminder. second letter a firmer reminder of your demand for payment.

Subject: 2ᵉ reminder - Invoice [invoice no.] awaiting payment.

"Madam, Sir,

Despite our previous letter of [date of first reminder], we note that invoice no. [invoice number] issued on [date], for an amount of € [amount], remains unpaid.

We kindly ask you to make payment within 8 days of receipt of this letter. If you fail to do so, we shall be obliged to take further steps to recover our debt.

As a reminder, in accordance with article L441-10 of the French Commercial Code, any delay in payment will result in the application of late payment penalties and a fixed indemnity of €40 for collection costs.

Naturally, we remain available to discuss any issues with you and find an amicable solution if necessary.

We look forward to hearing from you soon.

[Signature and contact details of your company]"

What method should you use to maximize your chances of payment?

To optimize your reminders and maximize your chances of recovering your payments quickly, it's crucial to adopt a structured, step-by-step approach.

Amicable reminders: the 4 steps

Before embarking on more extensive procedures, always give priority to the relance amiable . It allows you to maintain a good commercial relationship while reminding you of your rights.

• Send an initial reminder by e-mail or regular mail within 5 to 7 days of the due date.

• Call back at the same time to obtain a quick commitment

• Send a second reminder, by registered mail if necessary, between 10 and 15 days after the first.

• Prepare a formal demand letter if no response is received

According to a study by Intrum in 2024 , 81% of late payments can be resolved amicably if reminders are rigorous and professional.

What if the customer doesn't react?

If, despite several amicable reminders, the customer does not pay the invoice, it is necessary to adopt more restrictive measures.

• Send a formal notice by registered mail with acknowledgement of receipt

• Call in a collection agency if formal notice remains unanswered

• Consider simplified legal proceedings (injunction to pay) as a last resort

According to la Banque de France an injunction to pay allows you to obtain a favorable decision in more than 70% of cases in less than 3 months.

How can Hero simplify your reminder management?

Even though Hero does not offer automated reminders, the platform helps you to speed up payment of your invoices and reduce the risk of non-payment .

• Fast online payment: Thanks to the Hero payment link, your customers can pay their bill immediately by credit card. The cost is competitive (0.4% for a conventional card), which encourages usage.

• Financing your unpaid bills: In the event of late payment, you can release up to €1,000 in cash advances with Hero X, or up to €50,000 with Hero Pro. So you don't have to put your business on hold while you wait for payment.

• Easier transaction tracking : With unlimited access to your transaction history and centralized receipts, you can identify outstanding invoices in just a few clicks, and follow up without delay.

By simplifying payment and offering fast financing solutions, Hero enables you to better secure your cash flow and save time in dunning management.