Tip 1: Start with a beginning, middle and end
Start with the reason for dunning, then add the invoice numbers, amounts and due dates. You conclude with a demand for action and indicate any consequences if payment is not made.
Tip 2: Keep it positive and businesslike
Leave annoyance behind and keep the tone positively businesslike.
Tip 3: Address them personally
You don't write that you are still waiting for your money. You do write that the other has neglected to pay on time.
Tip 4: Formulate concrete dates
The clearer, the better. So don't: pay as soon as possible or within 8 days. Name the concrete date.
Tip 5: Indicate total amount
Sum up all outstanding amounts, including invoices that are not yet due. This encourages the customer to pay those immediately as well.
Tip 6: Don't mention how many reminders are involved
Some slow payers know exactly how many reminders are needed to get into legal trouble. By not mentioning the number of reminders, you prevent your customer from making a 'game' of it.
Tip 7: Turn advantage into disadvantage
Focus on the good business relationship and say you can deliver orders again as soon as payment is received.
Tip 8: Be creative
A standard letter will end up in the pile with bad-paying customers. Make sure you stand out with, for example, a creative sentence on the envelope: 'Open quickly and have a chance of a good business partnership'.
Tip 9: Name sanctions
Don't make empty threats, name the sanctions you will actually implement.
Tip 10: Stick to 3 reminders
Per reminder, you increase the severity. First, positive and encouraging dialogue. Then more firmly: politely emphasise the seriousness. Here you can also announce costs or interest. The last reminder is powerful in tone and language. You follow your general terms and conditions and damage clauses and interest are definitely named.
