Payment reminder and demand letter (B2B)
From gentle to enforceable
A payment reminder is usually the first formal nudge after the payment term has expired. A demand letter (also called a letter of formal notice) draws the line more firmly: you set a deadline, warn of interest and costs, and make clear what will happen if payment is not received (for example, handing the matter over to a collection agency or starting legal proceedings). In B2B, provided you are not dealing with a consumer, you may apply different rules than those applying to private debtors; see Ondernemersplein for general context.
Content you don't want to forget
- Reference — invoice number, order number and amount (principal sum).
- Timeline — invoice date, due date, previous emails or telephone agreements.
- Payment term — a specific date or "within 14 days of this letter".
- Interest and costs — what you will charge and on what basis (contract or statutory framework). See interest and collection costs.
- Consequence — for example, referral to a collection agency or commencement of legal proceedings after that deadline.
Email, letter or both?
Email is fast and leaves a traceable record in the file. A letter (optionally registered post for the final step) can make a stronger impression and helps if the debtor denies having received it. Combining both channels is common practice.
Next steps
If the debtor does not pay within the deadline, this connects to the broader step-by-step plan: escalating to a professional or judicial phase. At Van den Bosch: hand over to debt collection.
Frequently asked questions
Does a demand letter have to be sent by registered post?
Not always. For B2B, a combination of email and regular post is often sufficient. For a final warning before proceedings, registered post can be useful to prove delivery.
What payment term should I set in a demand letter?
Fourteen days is common in Dutch practice and aligns with business information guidelines. Shorter or longer is possible if your general terms and conditions or industry practice justifies it.