Unpaid invoice reminder: how do you go about it?

What is a dunning notice for unpaid invoices?

Reminding a customer of an unpaid invoice means politely but firmly reminding them that an expected payment has not been made on time. According to a study by Altars , more than 56% of French companies suffer from late payments . Acting quickly is therefore essential.

Definition of an unpaid invoice

A facture is considered unpaid when it has not been paid by the end of the contractually agreed payment period, often 30 days after issue in France.

Why is dunning important for your cash flow?

Dunning helps to limit the direct impact on cash flow, bearing in mind that 7 out of 10 bankruptcies in France are linked to cash flow problems (source: Banque de France). Every day you're late means you're less able to pay your bills and suppliers.

When should you dun a customer for an unpaid invoice?

Timely reminders are essential to maximize your chances of recovering what you owe without damaging the business relationship. Bad timing can complicate the situation.

Legal payment terms

In France, the law stipulates that invoices between professionals must be paid within a maximum period of 60 days after issue or 45 days end of month according to Article L441-10 of the French Commercial Code .

After this period, late payment penalties are automatically due. To avoid any misunderstandings, keep a close eye on the due dates mentioned on your invoices.

Signs that recovery is needed

Certain signs should alert you to take prompt action:

• The payment deadline has passed without any response from the customer

• Customer postpones payment date several times

• The customer gradually cuts off communication

Acting at the earliest signs reduces the risk of prolonged non-payment.

How do I remind a customer of an unpaid invoice?

Effective recovery requires a gradual, structured approach. Each step must be adapted to the customer's behavior and the age of the debt.

Step 1: Amicable reminder (e-mail or telephone)

The first reminder should be quick, ideally as soon as the first day's delay . A simple email or call can often resolve the situation:

• A polite reminder that the deadline has passed

• Suggest it may be an oversight

• Propose a reminder of the amount and terms of payment

This informal approach allows nearly 50% of cases according to the firm Atradius to obtain prompt payment.

Step 2: The formal dunning letter

If no response is received within 7 to 10 days, a stronger reminder letter is required:

• Indicate amount, invoice date and expiry date

• Inform about applicable late payment penalties

• Set a new deadline for resolving the situation

Sending a formal letter shows that you're serious about your business.

Step 3: Registered formal notice

If previous reminders fail to produce results after 15 to 30 days, a formal notice becomes essential:

• Send a registered letter with acknowledgement of receipt

• Demand payment within a specific timeframe (e.g. 8 days)

• Warn of the possibility of legal action in the event of non-payment

A formal notice is an important prerequisite for any subsequent legal action.

3 dunning templates for unpaid invoices

Using precise reminder templates saves time, keeps you professional and increases your chances of recovering payments. Adapting the tone at each stage is essential to preserve the customer relationship while remaining firm.

Sample 1st reminder email

The first reminder should be simple and sympathetic. Its aim is to remind you of the unpaid amount, without rushing your customer.

Object Reminder for invoice no. [number] - [Company name].

Message :

"Hello [Customer name],

Unless we are mistaken, we have not yet received payment for invoice no. [number], issued on [date], for an amount of [amount]€. Please proceed with payment or let us know if a problem has arisen.

Kind regards,
[Your name / Your company]"

A friendly tone avoids unnecessary tension, especially if it's a simple oversight.

Sample letter for 2nd reminder

If the first contact goes unanswered, the second reminder should be firmer and more focused.

Object Second reminder for unpaid invoice no. [number].

Message :

"Hello [Customer name],

Despite our first reminder dated [date], we note that invoice no. [number] in the amount of €[amount] remains unpaid.

Please rectify your situation within 7 days.

In accordance with our general terms and conditions, late payment penalties will be applied from [new deadline].

Please do not hesitate to contact us should you require any further information,

[Your name / Your company]"

The clarification of the legal consequences shows your seriousness, while remaining courteous.

Sample formal notice

The formal notice is a formal step. It must be carefully drafted if it is to be admissible in the event of litigation.

Object Formal notice for payment of unpaid invoice no. [number].

Message :

"Madam, Sir,

Despite our previous reminders, we note that invoice no. [number], issued on [date], in the amount of €[amount], remains unpaid.

We hereby give you formal notice to pay this invoice within 8 days of receipt of this letter.

Failing this, we reserve the right to initiate any proceedings necessary to recover our debt.

Yours sincerely

[Your name / Your company]"

According to a study by Observatory of payment periods , a formal notice is sufficient to obtain payment in 30% of cases without going to litigation.

3 tips for a successful customer reminder

Successful customer reminders are as much about form as they are about content. It's not enough to simply remind customers of a late payment, you also need to preserve the business relationship and act methodically.

Adopt the right tone: firm but cordial

From the very first reminder, it's crucial to adopt a professional and respectful tone.

The aim is to obtain payment without creating unnecessary tension. Using too aggressive a tone can block the dialogue, while too soft a tone risks being ignored.

According to a study conducted by Insee , 20% of late payments are due to misunderstandings over payment terms . Politely clarifying your request from the outset considerably reduces this risk.

Anticipate with preventive reminders

It's good practice to send reminders even before the due date has passed. A friendly reminder a few days before the due date can help avoid an unpaid bill:

• Reminder of upcoming due date

• Reattach the invoice to simplify payment

• Offer to contact your accounting department in case of difficulty

This approach anticipates oversights and shows you're serious.

Automate reminders to save time

Automating reminders ensures rigorous follow-up without overloading your workload. Management tools enable automatic reminders to be scheduled according to invoice age, and the tone of reminders to be adapted to any delay in payment.

According to a survey Payables Insight , companies using automated reminders reduce late payments by an average of 30%. . This frees up time to deal with cases requiring personalized attention.

What should I do if my reminder goes unanswered?

Even with a structured dunning strategy, some customers may remain silent. It's important to act quickly to prevent the debt from becoming uncollectible.

Amicable recourse (bailiff, collection company)

Before going to court, you can use a bailiff or a specialized company for amicable collection:

• The bailiff can send a summons to pay, an official act that has a strong psychological impact.

• A collection company acts on your behalf to obtain payment without immediately initiating legal proceedings.

These remedies can often help to break the deadlock without going to court, and are less costly than legal action.

Legal proceedings: injunctions to pay, summary proceedings and writs of summons

If amicable reminders fail, it is possible to initiate appropriate legal proceedings:

• Payment order fast and inexpensive for uncontested claims

• Provisional injunction emergency procedure for obtaining an advance on a claim in the event of solid evidence

• Subpoena on the merits classic legal action in the event of a serious dispute

In France, more than 60% of payment orders are settled in full according to Ministry of Justice This is proof that legal action remains an effective lever of last resort.

How Heropay helps you avoid overdue payments

Putting in place a good recovery strategy is essential, but having the right financial tools is just as important for securing cash flow.

With Heropay you can :

• Finance your business invoices up to €50,000 quickly, to avoid the effects of late payment

• Track your cash receipts in real time thanks to a modern, fluid pro account

• Cash your payments online from 0,4 % commission, directly on your site or by payment link

• Centralize your receipts and simplify your accounting with unlimited access to your transaction history

• Protect and optimize your cash flow with interest on deposits of up to 5 % the first two months (then 0.5% or 2.35% depending on the offer)

Simple, accessible solutions can reduce the financial pressure of unpaid invoices and improve the day-to-day management of your business.