Outstanding invoices are frustrating for any organization—whether you are self-employed, run a small business, or issue monthly rent statements as a landlord. In many cases, efficient dunning does not fail due to lack of intent, but due to execution: wording is missing, the right tone is unclear, and the effort seems too high.

At the same time, payment reminders are a key component of professional receivables management—and with the right templates, they can be handled quickly.

In this article, we provide up to 6 free payment reminder templates for download and show you how to easily automate your dunning process with KLEVERBILL.

Why payment reminders are so important

Late payment is not uncommon: according to Statista, up to 20% of all invoices in Germany are paid late—or not at all.

If you do not respond to outstanding payments, this can have serious consequences:

• Your cash flow slows down

• Customers “forget” to pay more and more frequently

• Your company appears unprofessional externally

A well-structured dunning process helps you counteract this. What matters most: a friendly, clear, and firm tone—and above all, consistency.

Writing payment reminders made easy: with free templates

So you can take action immediately, we have compiled up to 6 payment reminder templates that you can download free of charge and use right away.

Template 1: Payment reminder

The first stage of the dunning process should always be phrased politely. In many cases, it is simply an oversight.

Example:

Subject: Payment reminder regarding your invoice [Invoice Number] Dear [Name], we have noticed that payment of invoice [Invoice Number] dated [Date] in the amount of [Amount] € has not yet been received. This is certainly just an oversight. Please transfer the outstanding amount to our account no later than [Date]. Kind regardsYour [Company Name] Team

Template 1: Payment reminder (friendly)

Subject: Payment reminder regarding your invoice [Invoice Number]

Dear [Name],

we have noticed that payment for our invoice [Invoice Number] dated [Date] in the amount of [Amount] € has not yet been received. This is certainly just an oversight.

We therefore kindly ask you to transfer the outstanding amount to our account below no later than [Date]. If you have already initiated payment, please disregard this letter.

If you have any questions, we will of course be happy to assist you.

Kind regards

Your [Company Name] Team

Template 2: Second reminder (firmer tone)

Subject: Second reminder regarding your invoice [Invoice Number]

Dear [Name],

Unfortunately, we have still not recorded payment for our invoice [Invoice Number] dated [Date] in the amount of [Amount] €, whose due date expired on [Date].

We hereby request that you transfer the outstanding amount immediately, but no later than [Date], to our account below.

If payment has already been made in the meantime, thank you, and please disregard this letter.

Kind regards

Your [Company Name] Team

Template 3: Third reminder (increased urgency)

Subject: Third reminder regarding your invoice [Invoice Number]

Dear [Name],

On [Date], we sent you a payment reminder, and on [Date], a first formal reminder. Unfortunately, we still have not recorded payment in the amount of [Amount] € for our invoice [Invoice Number] dated [Date].

We therefore request for the final time that you transfer the outstanding amount to our account below within [Number] days.

If payment has already been made, please disregard this letter. Otherwise, we will be forced to initiate further legal action.

Kind regards

Your [Company Name] Team

Template 4: Final reminder (before legal action)

Subject: Final reminder / Notice of legal action

Dear [Name],

Despite repeated requests, the outstanding amount of [Amount] € from our invoice [Invoice Number] dated [Date] has still not been received.

We hereby grant you a final deadline until [Date] to make payment. After this deadline, we will initiate legal action without further notice and forward the matter to a debt collection agency or our legal counsel.

To avoid additional costs and inconvenience, we ask that you settle the outstanding amount within the deadline.

Kind regards

Your [Company Name] Team

Template 5: Reminder for tenants (considering tenancy law)

Subject: Reminder / Notice regarding your rent payment

Dear [Name],

We would like to inform you that rent for [Month/Year] in the amount of [Amount] € has not yet been credited to our account. According to the rental agreement, payment was due no later than [Date].

We hereby request that you settle the outstanding rent immediately, but no later than [Date].

Please note: if you are in arrears with more than two consecutive monthly rents, or a substantial portion of the rent, this may have legal consequences up to and including termination of the tenancy.

Kind regards

Your property management / your landlord

Template 6: Reminder to business clients (B2B)

Subject: Reminder / Notice regarding your outstanding invoice [Invoice Number]

Dear Sir or Madam,

Despite our previous correspondence and the payment deadlines set, the outstanding amount of [Amount] € from our invoice [Invoice Number] dated [Date] remains unpaid.

Please transfer the outstanding amount to our account within 7 business days. If we have not received payment by then, we will be forced to hand the matter over to our legal department.

If you have questions regarding the invoice or would like to discuss it, please contact us immediately.

Kind regards 

Your [Company Name] Team

The downside of templates: they do not solve the root problem

As helpful as payment reminder templates are, they still need to be maintained, sent, and tracked manually. This takes time—and carries the risk that something may still be overlooked.

Especially with recurring payments (e.g., rent, subscriptions, maintenance contracts), this can quickly become difficult to manage.

Automate reminders: how KLEVERBILL supports you

So you no longer need to use payment reminder templates manually, there is a smarter solution: KLEVERBILL.

Automated reminders—simple, professional, and reliable

With KLEVERBILL, you automate your entire dunning process. Specifically, this means:

✅ Invoices are created and sent automatically

✅ Incoming payments are monitored automatically

✅ Outstanding payments are reminded automatically and on time

This saves time, reduces errors—and no customer can claim they “forgot” anymore.

The benefits of KLEVERBILL for your dunning process

1. More time for your core business

You no longer need to manage reminders manually. KLEVERBILL handles it for you—including the right tone and deadlines.

2. Consistency without conflict

KLEVERBILL sends reminders in a friendly but firm manner—helping protect your customer relationships.

3. Improved cash flow

Faster payments improve your liquidity and planning reliability.

4. Transparency

You maintain a full overview of outstanding items, reminder stages, and incoming payments at all times.

Why a consistent dunning process signals professionalism

Many business owners hesitate to send reminders because they feel it is “impolite” or “bad for the relationship.” The opposite is true:

Customers and tenants expect you to act professionally—and that your payment claims are enforced consistently. A clearly structured dunning process shows that you take your business seriously.

How to set up your dunning process with KLEVERBILL

Step 1: Sign up

Register for free with KLEVERBILL and create your account.

Step 2: Add customers and receivables

Import your existing data or create new customer records.

Step 3: Activate automation

Define reminder intervals and templates—done. From this point onward, everything runs automatically.

Conclusion: achieve results with KLEVERBILL and free payment reminder templates

Free payment reminder templates are a strong first step toward professionalizing your dunning process. They save time, prevent awkward wording errors, and help you maintain control.

In the long term, however, automating your dunning process is the better approach—with KLEVERBILL. This ensures no payment is overlooked, your liquidity remains protected, and your customer relationships are still well maintained.

Try KLEVERBILL now and experience how simple dunning can be. No outstanding payment goes unnoticed!

FAQ: Frequently asked questions about payment reminder templates and KLEVERBILL

Can I customize the payment reminder templates?

Yes, all templates can be adapted to your specific needs.

Are payment reminder templates legally sound?

Our templates are based on common standards. For special cases, legal review is recommended.

Is KLEVERBILL suitable for small businesses as well?

Yes, KLEVERBILL is suitable for freelancers, small businesses, landlords, and large enterprises.

How quickly can I get started with KLEVERBILL?

In just a few minutes—register, enter your data, and get started.