How many reminders for an unpaid invoice: rules, deadlines, best practices

Unpaid invoice reminders: is there a minimum or maximum number?

The law does not require you to issue a specific number of reminders before issuing a formal notice.

But in practice, a well-structured sequence greatly increases your chances of success.

Nothing is mandatory by law

No regulations set a minimum number reminders.

In theory, you can send a formal notice of default from the first day of delay. However, this often damages the commercial relationship and may surprise your customer.

The right methods in practice

In practice, most companies send 2 to 3 reminders before formalizing a formal notice.

According to a report Sidetrade to collect the money owed to them. up to 84% of invoices within 30 days . A good rhythm gives the customer time to react, while showing your seriousness.

Should the number of reminders be adapted to the type of customer or receivable?

Yes, because not all debtors treat each other in the same way.

Adapt your reminders according to customer profile and amount This enables you to optimize your chances of payment, while limiting legal and commercial risks.

B2B customers: rigor and formalism

With a business customer, you can afford a more direct tone from the very first reminder. This audience knows the rules of the game and expects clear, straightforward management.

Un planning de 3 relances is often well received in this context. Remember to include the following elements in your exchanges:

• Invoice number

• Expiry date

• Amount due

• Possible consequences of non-payment.

According to a study Altars , nearly 30% of intercompany invoices in France are paid late Hence the importance of methodical monitoring.

Private customers: more legal caution

Private individuals are protected by the French Consumer Code. An over-aggressive reminder may be requalified as a abusive commercial practice .

Give preference to a very courteous first reminder, then gradually increase your firmness. Limit yourself to 2 relances maximum before issuing a formal notice, making sure to keep a written record.

The limitation period is 2 years for private customers ( Article L218-2 of the French Consumer Code ), you also need to act quickly.

Invoice amount: should you raise €100 as much as €10,000?

Not everything warrants the same level of insistence. For one small invoice under €200 A simple reminder may suffice. If the sum is small, the cost of proceedings may exceed the amount due.

On the other hand, for a several thousand euros It's in your interest to structure your reminder with precision. Keep all proofs of dispatch, and from the third reminder onwards, prepare the transition towards a formal notice of default .

To sum up: the higher the amount, the more you'll need to frame your reminders in legal terms and secure your exchanges.

How can you structure your reminders to speed up payment?

A good sequence of reminders increases your chances of recovering the sums due without going to court.

Here are 3 templates to copy and paste.

Follow-up 1: check reception and remain courteous

À D+5 or D+7 After the deadline, start with a polite, factual e-mail. The aim is to check that the invoice has been received and remind you of the deadline, without accusing you.

Subject: Reminder for invoice no. 12345 - Due March 12

"Hello,

I'd like to remind you that invoice no. 12345 for €870, which fell due on March 12, remains unpaid to this day. Perhaps it's just an oversight?

I remain at your disposal should you require the document or further information."

This tone preserves the relationship while documenting the delay .

Reminder 2: reminder of deadlines and consequences

À J+15 If no payment or return, send a firmer reminder. Mention the amount, the overdue date and the possible consequences: penalties, fees, or transfer to a third party.

Subject: 2nd reminder - unpaid invoice no. 12345

"Good morning,
Unless we are mistaken, invoice no. 12345 for €870, due March 12, remains unpaid.

We remind you that, in accordance with our general terms and conditions, late payment penalties may apply, so please get in touch as soon as possible."

This message formalizes the contractual framework and prepares the next step .

Reminder 3: set a clear ultimatum before serving formal notice

À J+30 If no payment, send a final, clear reminder, with a specific response time and the explicit mention of a formal notice to come .

Subject: Last reminder before formal notice - invoice no. 12345

"Hello,

Despite our previous reminders, invoice no. 12345 for €870 has not been paid.

If payment is not received within 5 working days, we will be obliged to initiate formal collection proceedings.

We invite you to regularize quickly to avoid additional steps."

This three-step sequence enables you to keep a clear paper trail , d' gradually escalate the tone and optimize amicable collection .

3 relaunches: why has this standard become the norm?

The three-repeat scheme has proved to be the most effective. reference practice in amicable debt collection, because it balances legal efficiency with maintaining good customer relations. Here's why.

Secure your recourse in the event of litigation

Sending three reminders spaced out and documented allows you to put together a solid file whether the case should go to court.

Each dated message can be used as a due diligence which strengthens your position in court.

According to the Ministry of Justice, in the event of a dispute, a judge may consider a reminder's efforts as proof of the creditor's good faith. In the absence of a response or settlement after several reminders, the formal notice takes on its full weight.

Maintaining a professional, measured image

Multiply relaunches too early or too aggressively, and you risk damage your commercial relationship . Conversely, the right rhythm (often D+5, D+15, D+30) shows that you are :

• Organized

• Consistent management

• Respectful of others

This distinguishes you from brutal or clumsy collection practices, and adds value to your company .

Optimize your out-of-court collection rate

According to a cabinet Arc , nearly 80% of unpaid invoices are settled before they reach the legal phase provided they are rigorously monitored.

The three-run rule creates a growing but controlled pressure which encourages payment without turning the customer off. It also makes it possible to identify at-risk profiles to adjust your payment terms in the future.

How long should you wait between reminders?

Respecter un progressive schedule between your reminders maximizes your chances of payment while remaining credible. There is no legal deadline, but regularity and consistency make all the difference.

Standard lead times: D+5, D+15, D+30

Here is a recommended sequence for B2B receivables:

• 1st reminder : à J+5 of the due date, just a gentle reminder

• 2nd reminder between D+15 and D+20 more direct tone, mention of penalties

• 3rd reminder : verse J+30 last reminder before formal notice

This cadence is spaced far enough apart allow time to react while at the same time highlighting the growing urgency of the regulations.

Timescales to be adapted to profiles and challenges

You can adjust these deadlines in certain cases:

• Loyal or financially fragile customers spaced-out relaunches, softer tone

• Small bills fewer steps, but still documented

• Large orders or customers at risk faster pace, closer relaunching

The key is to document each reminder and maintain reasonable lead times but never more than several weeks between recalls.

3 mistakes to avoid when sending out reminders

Even with good planning, certain errors of form or tone can ruin your chances of obtaining prompt payment.

Relaunch too early or too often

Sending a reminder the day after the deadline or flooding your customer with messages can generate :

• A feeling of harassment

• A breach of commercial trust

Leave at least 5 working days after the due date before the first reminder. progressive deadlines .

Threatening without being able to act

Avoid formulas such as "you'll be sued" if you don't really intend to take legal action. This discredits you and can be qualified as abusive pressure .

Keep it factual: amount, due date, legal penalties . Formal notice is a last resort.

Forgetting to formalize exchanges

A phone call is not enough. You need to keep a written record of each reminder (e-mail, letter, even registered mail), especially if you're considering legal action.

Documenting your reminders also allows you to better manage your cash flow and identify problem customers.

Don't let your cash flow depend on deadlines: Hero can advance you the amount.

Every day of delay weakens your business. Instead of waiting for your reminders to be successful, you can secure your cash immediately with Hero .

Hero beard advances the amount of your validated B2B invoices without waiting for payment from the customer. You retain control over the dunning process, while maintaining a smooth stable cash flow .

Don't wait until non-payment becomes a risk. Get your invoices financed with Hero.