Payment reminders

Payment reminder to a client in Germany: 3 English templates

Your client is in Germany, but you work together in English, for example with the German subsidiary of an international group? Here are three English reminders ready to copy, for German and Austrian businesses, with the right VAT line for both.

Wrong country? Pick your client's country here.

Payment reminder to a client in Germany: 3 English templates
Published
Updated
Reading time
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On this page
  1. Your law, your interest
  2. The three templates
  3. What is different with clients in Germany
  4. How Backbone does it
  5. Frequently asked questions

Your law, your interest

Your contract is usually governed by your German or Austrian law; best to state that in your quote and your terms. For business clients, German law gives you 9 percentage points above the base rate, so 10.52% for the second half of 2026, plus a EUR 40 flat fee. Austrian law gives you 9.2 points, so 10.73%, also with EUR 40. The late-payment interest calculator works out the exact amount.

The three templates

Pick where your business is based, Germany or Austria, above each template: the rate, the law and the flat fee are already filled in. You only replace the bracketed placeholders.

Stage 1: Payment reminder
Subject: Payment reminder — invoice [number]

Dear [Mr/Ms surname],

I hope you are well. This is a friendly reminder that invoice [number] of [invoice date] for EUR [amount] was due on [due date] and is still open on our side.

If the payment is already on its way, please disregard this message. Otherwise, please transfer the amount by SEPA credit transfer to:

Account holder: [your company]
IBAN: [IBAN]
BIC: [BIC]
Reference: [invoice number]

VAT: German VAT included

Kind regards,
[your name]
Stage 2: Second reminder
Subject: Second reminder — invoice [number], now overdue

Dear [Mr/Ms surname],

Despite our reminder of [date], invoice [number] of [invoice date] for EUR [amount] remains unpaid. The payment is now [x] days overdue.

Please settle the outstanding amount by [new date]. Under our terms and German law (§ 288 BGB), default interest of 10.52% per annum applies from [date default began], plus a flat fee of EUR 40 for recovery costs.

IBAN: [IBAN] · BIC: [BIC] · Reference: [invoice number]

If there is a problem with this invoice, please contact me directly so we can sort it out.

Kind regards,
[your name]
Stage 3: Final notice
Subject: Final notice — invoice [number]

Dear [Mr/Ms surname],

Invoice [number] of [invoice date] for EUR [amount] is still outstanding despite two reminders, most recently on [date].

Outstanding amount:                    EUR [amount]
Default interest ([x] days at 10.52%): EUR [interest]
Flat fee for recovery costs:           EUR 40.00
Total now due:                         EUR [total]

Please transfer the total to IBAN [IBAN] by [date]. If we have not received payment by then, we will hand the claim over for collection, and any further costs will be added to your account.

Kind regards,
[your name]

What is different with clients in Germany

  • VAT depends on where you are. If you write from Germany, it is a domestic sale with German VAT: the Germany tab shows "German VAT included" and no VAT ID line. From Austria, reverse charge applies with your client's German number, DE plus nine digits.
  • Default comes on its own. Under German law, a business client is in default 30 days after the due date and receipt of the invoice at the latest, even without a reminder or a note on the invoice.
  • Due immediately without an agreement. Germany has no statutory payment term. Put a fixed date on the invoice. More than 60 days only applies if it was expressly agreed.
  • On time means credited. In business dealings, the money must reach your account on time; a transfer ordered on the last day is usually not enough. Set your deadline with that in mind.
  • Euro and SEPA. Domestic transfer or SEPA from Austria: no exchange rate, no fee, and the money arrives by the next business day at the latest.

Why this one matters to us

My goal is to optimise and automate back-office tasks so that we founders can focus on what matters most.

Automating back-office work with AI agents and AI integrations is the future – that's why I built Backbone!

LucaLucaFounder, Backbone

How Backbone does it

Dunning on autopilot. In the app, or in a chat with ChatGPT, Claude and many more.

  1. Switch on dunning

    Set it once. Runs by itself.

    In the chat

    Switch on dunning: first reminder after 7 days, then 14 and 28.

    Backbone connectorupdate_reminder_settings

    Automatic reminders are on.

    • Payment reminder after 7 days
    • 1st notice after 14 days
    • 2nd notice after 28 days
    In the app

  2. Who's overdue?

    One question, every open invoice.

    In the chat

    Which invoices are overdue?

    Backbone connectorlist_dunning
    Overdue
    3
    Nordlicht GmbH
    RE-2026-0118 · 21 days
    €4,280.00
    Kinetik Studio
    RE-2026-0124 · 9 days
    €1,190.00
    Fernweh Reisen
    RE-2026-0131 · 4 days
    €942.50
    Total€6,412.50

    Nordlicht has been open the longest.

    In the app

  3. Send the reminder

    You approve. Only then does it go out.

    In the chat

    Send Nordlicht the 2nd notice now, not on the 25th.

    Backbone connectorsend_reminder
    Send reminder
    Invoice RE-2026-0118 · Due 27/09/2026
    2nd noticeDE
    To
    Nordlicht GmbH[email protected]
    Outstanding€4,280.00Late interest 10.52% · 21 days€25.91Flat fee€40.00Total€4,345.91
    Expires in 28 min28 min
    In the app
  • Automatic dunningLive
  • ChatGPT, Claude and many moreLive
  • Cards in the chatLive

More on dunning

Frequently asked questions

Can I send a client in Germany a payment reminder in English?

Yes, with international clients that is common. What counts is the content: invoice number, amount, due date and new deadline.

How much interest can I charge?

Under German law 10.52% a year, under Austrian law 10.73%. On top comes a EUR 40 flat fee (as of the second half of 2026). If you're an Austrian business and your contract uses German law, it's 10.52%.

Do I show VAT in the reminder?

From Germany, yes, as on the invoice. From Austria, no: the reminder shows the reverse-charge note with your client's VAT ID instead.

When does a payment count as on time?

When the money is credited to your account on time. A transfer that arrives after the deadline is late.

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General information, not legal or tax advice and no review of your case. Details on providers and laws can change. For your case, follow your tax adviser.

Sources: § 286 BGB · § 271a BGB · CJEU, Case C-306/06 (01051 Telecom) · § 288 BGB · § 456 and § 458 UGB · Deutsche Bundesbank (base rate) · OeNB (base rate) · Directive 2011/7/EU

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