Model 1st reminder of unpaid invoice: free examples

When should you send your 1st reminder to maximize your chances of payment?

Sending your first reminder at the right time is decisive for get your payment without conflict . Ideally, you should follow up with your customer between 5 and 7 days after the invoice due date.

A reminder too soon might seem pressant or useless if the customer simply needed a few extra days.

Conversely, waiting more than 10 days reduces your chances of getting paid quickly After this deadline, according to Intrum, the risk of permanent non-payment increases by 26%. .

Be precise in your communication: politely remind us of the past due date, invite us to regularize the situation and propose an exchange in the event of a temporary cash flow problem.

This approach preserves the relationship and a firm reminder of the payment obligation .

What should a good 1st reminder contain?

A successful 1st relaunch is based on subtle balance it must remind you firmly the payment obligation while preserving customer relations .

To be effective, your letter must include certain essential elements that justify your request and facilitate rapid regularization .

Unlike a formal notice, the 1st reminder is not a binding formal document.

Its main purpose is to clarify the situation and encourage voltage-free payment . Your message must be simple, clear and solution-oriented: the objective is not to accuse, but to provide an opportunity to correct an oversight or solve a potential cash flow problem.

According to a study Altars , 90% of late payments are not malicious.

This shows just how much tone and structure of your first callback are strategic to get your money back quickly without irritating your caller.

Mandatory information

To give weight to your first reminder, certain information must be clearly displayed:

• Your full contact details (company name, address, telephone number, email)

• Customer details concerned

• Unpaid invoice number and its issue date

• The exact amount due (without adding penalties for the 1st reminder)

• Initial maturity date of the invoice

• An explicit request for payment as soon as possible

• A courteous mention to ignore the letter if payment has already been made

By attaching a copy of invoice mail, you also limit the risk of excuses or misunderstandings on the part of your customer.

According to Paydex France , one in three customers to pay simply because he hasn't yet no longer the invoice at hand when he receives the reminder (hence the importance of including all the elements in the same message for make settlement as easy as possible ).

The right tone for your customer relationship

The way in which you formulate your first reminder can make all the difference between rapid payment and a deterioration in the commercial relationship. Your ton must be selected strategically based on your customer's profile and the history of your exchanges.

For a loyal customer who usually pays on time, choose a courteous and benevolent tone . It's likely to be a simple oversight or administrative error. A friendly reminder will resolve the situation without offending your contact.

Conversely, if your customer has already shown signs of delay or bad faith in the past, a tone firmer but still professional is essential from the very first time. It is then a matter of show that you're on the ball your receivables while leaving a door open to an amicable settlement.

Here are a few best practices to follow:

• Keep it factual quote dates and amounts, without judgement or reproach

• Clearly express your expectations Indicate what you expect and when you expect it.

• Propose a contact politely invite your customer to contact you in case of difficulty

• Adapt the shape to the channel an email can be lighter, a letter more formal

According to a 2023 Intrum study, 42% of companies find that adapting the tone of their reminders to the customer's profile significantly improves their payment rate.

The right approach from the outset can avoid costly and time-consuming recovery .

2 sample 1st reminder letters for unpaid invoices

Using a model adapted to the situation allows you to save time while reinforcing the impact of your reminder. Here are two concrete examples: one more flexible for a reliable customer, the other firmer for a more uncertain one.

Example 1: Sample first soft reminder for a trusted customer

When a regular customer is exceptionally late in paying, it is important to preserve the relationship while politely reminding them of their obligation to pay.

Model:

Subject: Reminder 1 - Invoice no. [XXX] due for payment

[City], [Date]

"Madam, Sir,

Unless we are mistaken, we have not yet received payment for invoice no. [XXX], issued on [date] for an amount of €[XXX], due on [date].

We are aware that unforeseen circumstances may arise. We would be grateful if you could make your payment as soon as possible. If payment has already been made, please ignore this message.

Should you require any further information, please do not hesitate to contact us.

[Your signature]"

Example 2: A firmer first reminder for a high-risk customer

When the customer is at risk or has already experienced delays, it is crucial to set a clear framework from the very first reminder without becoming aggressive.

Model:

Subject: First reminder for unpaid invoice no. [XXX].

[City], [Date]

"Madam, Sir,

Despite a due date of [date], we have not received payment for invoice no. [XXX] in the amount of [XXX] €.

Please rectify your situation within 7 days of receipt of this letter. Should you fail to do so, we reserve the right to apply the penalties stipulated in our general terms and conditions.

We thank you in advance for your diligence and remain available to answer any questions you may have.

Yours sincerely

[Your signature]"

2 tips to increase your chances of payment with your 1st callback

Optimizing your first callback can make all the difference: over 70% of invoices unpaid are settled after a simple, well-executed relaunch, again according to Intrum.

Here's how to maximize your chances.

Double the shipment to secure receipt

Don't rely on just one channel: double shipment is a simple and effective technique for ensuring that your message is well received.

• Send your letter by email for speed

• Double with a regular mail ideally by registered mail to keep a record

• In case of doubt, complete with a phone call to confirm receipt

By multiplying your channels minimize risk your reminder is ignored or lost.

Optimize your timing

The timing of your first callback strongly influences your chances of payment. Here are the best practices :

• D+5 after due date Send your first reminder. It shows you're serious without coming across as aggressive

• Relaunch at the beginning of the week statistics show that Tuesdays and Wednesdays are the days when payments are processed the fastest, according to GoCardless

• Avoiding month-ends busy period for company accounting, with greater risk of your dunning being postponed

Relaunching at the right time allows you to reduce average payment times and avoid accumulation of unpaid bills.

How Hero can speed up your dunning payments

Even after an initial reminder, some payments can be late. With Hero you can finance your invoices in just a few clicks: up to 1 000 € with Hero X and up to 50 000 € avec Hero Pro.

Hero also helps you :

• Earn interest on your cash flow to 5 % the first two months

• Keep track of your invoices and payments with unlimited access to historical data

• Centralize your receipts to avoid forgetting

Results You get your money back quickly, without having to depend on payment deadlines.