Payment reminders: three ready-to-use templates
A customer who pays late is a hole in your cash. A reminder at the right time almost always fixes it without hurting the relationship. Here are three templates, from the friendliest to the firmest, to copy and adapt.
When to send them
| Days past due | Reminder | Tone |
|---|---|---|
| 3-7 | Friendly nudge | Polite, it may be an oversight |
| 15-20 | Second reminder | Firm, with a new date |
| 30+ | Formal demand | Formal, by certified email |
1. Friendly nudge
Subject: Reminder: invoice no. [number] of [date]
Hello [name],
just a reminder that invoice no. [number] of [date], for €[amount], was due on [due date] and still shows as open on our side. If you have already paid, please ignore this message. Otherwise, here is our IBAN: [IBAN].
Thank you,
[signature]
2. Second reminder
Subject: Second reminder: invoice no. [number] overdue by [days] days
Hello [name],
as we have not heard back about our reminder of [date], please settle invoice no. [number] for €[amount] by [new date, 7 days]. If there is an issue with the delivery or the timing, write to me and we will find a solution, for example paying in two instalments.
Kind regards,
[signature]
3. Formal demand
Subject: Formal demand for payment of invoice no. [number]
Dear [company],
despite our reminders of [dates], invoice no. [number] of [date] for €[amount] is still unpaid. Please settle it within 15 days of receiving this letter. Otherwise we will hand the matter to our lawyer for debt recovery, charging the late-payment interest due under Italian Legislative Decree 231/2002 and the costs.
Yours faithfully,
[signature]
In Italy send the formal demand by PEC (certified email): it has the value of a registered letter with return receipt. For large amounts, ask your accountant or a lawyer.
Spot late payers straight away
The hard part is not writing the reminder, it is noticing the delay. CassaChiara reads your issued e-invoices and shows overdue receivables by customer, with the total to chase and the effect on your cash-flow forecast. You get the invoices from the cassetto fiscale as a ZIP.
Who owes you money today?
Load your issued invoices and see overdue receivables, customer by customer.
Try it free with your invoices See pricingFrequently asked questions
Can I charge late-payment interest?
Between businesses in Italy, yes: Legislative Decree 231/2002 provides automatic late-payment interest from the day after the due date, unless the contract says otherwise.
Does the reminder have to go by PEC?
The nudge and the second reminder can go by normal email. The formal demand is better by PEC, because it leaves proof of delivery.
How often should I check overdue receivables?
At least once a week. With CassaChiara you reload the invoices and look at the overdue alert.