Demand letters for payment

Types of demand letters

Depending on the complexity of your debt collection case and how long you have already tried to establish contact with your debtor, a specific type of demand letter may be more appropriate. At Bierens, our debt collection specialists and lawyers can help you draft various demand letters. You can read more below. If there is another type of demand letter you wish to send to your debtor then our lawyers can help you too.

• Payment reminder
• Final payment reminder
• Notice of default

In most cases, the tone of voice and the severity of the type of demand letter is dependent per case. For example, with a payment reminder, you inform your debtor of the outstanding invoice, whereas with a court summons you request your debtor to appear in court. More specifically, a court summons will require the assistance of a debt collection lawyer, while you can send a payment reminder yourself. Our lawyers can send these letters on your behalf.

Demand letters in the same language as your debtor

With native in-house specialist from over 20 of Europe's leading economies, there is always a specialist available for you. For international debtors, it is important to send a demand letter in the same language as your debtor. This way you can overcome any language barriers, making your debtor more inclined to pay.

Customized according to your business field

Not only do we have specialists who speak the same language as your debtor, our lawyers are also able to customise your demand letter according to your business field. Regardless of which industry your business operates in, we ensure that the right experienced specialist will be assigned to your case.

Customized according to your needs

Your demand letter can be adjusted according to your needs and business operations. For example, if you wish to have a soft approach in order to maintain your business relationship with your debtor, or if you prefer a harsh approach, our specialists can take this into account when drafting your demand letter. You can always contact your debt collection specialists to discuss these details.

What should be included in a demand letter?

A demand letter often has a neutral tone and mentions the facts relevant to your debt collection case. Regardless of the type of demand letter, your letter should always include the following:

1. Refer to the unpaid invoice

A demand letter should indicate which outstanding invoice is involved. You should mention which products or services have been delivered, the invoice number, the invoiced amount and the due date of this invoice. The clearer the demand letter, the more likely it is that your debtor will pay the invoice as soon as possible.

2. Include all costs

In addition to the amount of the outstanding invoice, mention any additional costs that will be incurred. These could include interest and collection costs. State these clearly in the demand letter.

3. Indicate the account to which the payment should be transferred to

In order to retrieve your payment as soon as possible, it is important to indicate the account to which the payment should be made. This makes it much easier for the debtor to complete the payment.

4. Specify a concrete payment term

Inform your debtor of the due date of the outstanding amount. It is important to be as concrete as possible. It is therefore always better to indicate a specific date instead of stating "a payment within 7 days". For business claims, we advise a payment term of 5 business days. However, a payment term shorter or longer than 5 days is also customary.

5. Clearly state the consequences of late payment

In the demand letter, it is important to state the consequences if the payment has not been made. Most often your debtor is more inclined to pay, especially after knowing that the additional charges will be paid by the debtor. If you have a long-term business relation, you can also indicate in your demand letter that you will suspend the delivery of your goods or services until the payment has been made.