B2B Demand Letter Templates &
Commercial Demand Letter Guide

Subject: Reminder — Invoice [#INV-0001] now overdue

Dear [Debtor contact name],

Our records show that invoice [#INV-0001] dated [DD Month YYYY] for the amount of [EUR 0,000.00] became due on [DD Month YYYY] and remains unpaid.

We assume this is an administrative oversight. Kindly arrange payment by wire transfer to the bank details on the invoice within the next 7 calendar days.

If the invoice has already been settled, please disregard this message and forward the remittance advice at your convenience.

If any part of the invoice is disputed, please respond to this email within 5 working days so we can resolve it directly.

Kind regards,
[Your name]
[Company] · [Phone] · [Email]

Subject: Second notice — Invoice [#INV-0001] · payment required

Dear [Debtor contact name],

Despite our reminder dated [DD Month YYYY], invoice [#INV-0001] for [EUR 0,000.00] remains outstanding [XX] days past its due date.

Under the terms of our agreement dated [DD Month YYYY] and applicable statutory late-payment provisions (in the EU: Directive 2011/7/EU on combating late payment in commercial transactions), the following amounts are now due:

  · Principal:                 EUR 0,000.00
  · Late-payment interest:     EUR 000.00 (calculated at [8]% above the reference rate)
  · Fixed recovery costs:      EUR 40.00
  · Total due today:           EUR 0,000.00

We require payment in full within 10 calendar days of the date of this letter — no later than [DD Month YYYY].

Failure to pay by that date will leave us no option but to escalate the matter to formal commercial debt collection, which may incur additional costs recoverable from you.

If you dispute any element of the invoice, please respond in writing within 5 working days with the specific grounds and supporting evidence.

Yours faithfully,
[Your name] · [Title]
[Company] · [Address] · [Email] · [Phone]

Subject: FINAL DEMAND — Invoice [#INV-0001] · [EUR 0,000.00]

Dear [Debtor contact name],

This is a formal FINAL DEMAND for payment of the sum of [EUR 0,000.00] due under invoice [#INV-0001] dated [DD Month YYYY], and previously demanded on [DD Month YYYY] and [DD Month YYYY].

The total amount now due, including statutory late-payment interest and recovery costs, is [EUR 0,000.00].

You are required to pay this sum in cleared funds to the account below within 7 calendar days of the date of this letter — no later than [DD Month YYYY]:

  Beneficiary:      [Company legal name]
  IBAN:             [IBAN]
  BIC / SWIFT:      [BIC]
  Reference:        INV-0001

If payment is not received by that date, we will, without further notice, instruct our appointed commercial debt collection specialist to open a formal recovery file and, where appropriate, initiate legal proceedings for recovery of the debt together with all interest, costs and legal fees permitted by law.

No further reminders will be sent.

If you wish to propose a documented payment plan or raise a substantive dispute, you must do so in writing before the deadline above.

Yours faithfully,
[Your name] · [Title, e.g. Head of Credit Control]
[Company] · [Address] · [Registered no.] · [Email] · [Phone]

LETTER BEFORE ACTION
Without prejudice save as to costs

Date: [DD Month YYYY]
To:   [Debtor legal name] · [Registered address]
From: [Your legal name] · [Registered address]

Re: Outstanding debt — Invoice [#INV-0001] · [EUR 0,000.00]

1. We refer to invoice [#INV-0001] dated [DD Month YYYY] issued to you for goods / services supplied pursuant to the agreement between the parties dated [DD Month YYYY].

2. The sum of [EUR 0,000.00] fell due on [DD Month YYYY] and, despite reminders dated [DD Month YYYY], [DD Month YYYY] and [DD Month YYYY], remains unpaid.

3. The following sums are now due and payable:
     Principal:                  EUR 0,000.00
     Contractual / statutory interest: EUR 000.00
     Recovery costs:             EUR 40.00
     TOTAL:                      EUR 0,000.00

4. TAKE NOTICE that unless the total sum of [EUR 0,000.00] is paid in cleared funds within 14 calendar days of the date of this letter, proceedings will be issued against you without further notice to recover the debt, interest continuing to accrue, and all costs of recovery including legal costs, court fees and enforcement costs.

5. If you dispute the debt, you must within the same 14-day period set out in writing:
     (a) the amount you accept is due;
     (b) the amount and grounds of any dispute;
     (c) copies of any documents on which you rely.

6. We invite you to propose alternative dispute resolution (mediation) as a proportionate means of resolving this matter. Refusal without reasonable justification will be drawn to the court's attention on the question of costs.

7. This letter is written in compliance with the applicable pre-action protocol / directive on late payment in commercial transactions.

Yours faithfully,
[Signatory name] · [Title]
for and on behalf of [Company]