# Payment reminder to a client in the US: 3 English templates > Your business is in Germany or Austria, your client is in the US, and the invoice is still open? Here are three English reminders ready to copy: payment reminder, second reminder and final notice, with amounts in dollars and your wire transfer details in the right place. Source: https://back-bone.io/en/blog/mahnung-usa Published: 2026-10-17 · Updated: 2026-10-18 Category: Guides **Change country** *EU* - [Austria](https://back-bone.io/en/blog/mahnung-oesterreich) - [Belgium](https://back-bone.io/en/blog/mahnung-belgien) - [Bulgaria](https://back-bone.io/en/blog/mahnung-bulgarien) - [Croatia](https://back-bone.io/en/blog/mahnung-kroatien) - [Cyprus](https://back-bone.io/en/blog/mahnung-zypern) - [Czechia](https://back-bone.io/en/blog/mahnung-tschechien) - [Denmark](https://back-bone.io/en/blog/mahnung-daenemark) - [Estonia](https://back-bone.io/en/blog/mahnung-estland) - [Finland](https://back-bone.io/en/blog/mahnung-finnland) - [France](https://back-bone.io/en/blog/mahnung-frankreich) - [Germany](https://back-bone.io/en/blog/mahnung-deutschland) - [Greece](https://back-bone.io/en/blog/mahnung-griechenland) - [Hungary](https://back-bone.io/en/blog/mahnung-ungarn) - [Ireland](https://back-bone.io/en/blog/mahnung-irland) - [Italy](https://back-bone.io/en/blog/mahnung-italien) - [Latvia](https://back-bone.io/en/blog/mahnung-lettland) - [Lithuania](https://back-bone.io/en/blog/mahnung-litauen) - [Luxembourg](https://back-bone.io/en/blog/mahnung-luxemburg) - [Malta](https://back-bone.io/en/blog/mahnung-malta) - [Netherlands](https://back-bone.io/en/blog/mahnung-niederlande) - [Poland](https://back-bone.io/en/blog/mahnung-polen) - [Portugal](https://back-bone.io/en/blog/mahnung-portugal) - [Romania](https://back-bone.io/en/blog/mahnung-rumaenien) - [Slovakia](https://back-bone.io/en/blog/mahnung-slowakei) - [Slovenia](https://back-bone.io/en/blog/mahnung-slowenien) - [Spain](https://back-bone.io/en/blog/mahnung-spanien) - [Sweden](https://back-bone.io/en/blog/mahnung-schweden) *Europe (outside the EU)* - [Albania](https://back-bone.io/en/blog/mahnung-albanien) - [Bosnia and Herzegovina](https://back-bone.io/en/blog/mahnung-bosnien-und-herzegowina) - [Iceland](https://back-bone.io/en/blog/mahnung-island) - [Kosovo](https://back-bone.io/en/blog/mahnung-kosovo) - [Liechtenstein](https://back-bone.io/en/blog/mahnung-liechtenstein) - [Moldova](https://back-bone.io/en/blog/mahnung-moldau) - [Montenegro](https://back-bone.io/en/blog/mahnung-montenegro) - [North Macedonia](https://back-bone.io/en/blog/mahnung-nordmazedonien) - [Norway](https://back-bone.io/en/blog/mahnung-norwegen) - [Serbia](https://back-bone.io/en/blog/mahnung-serbien) - [Switzerland](https://back-bone.io/en/blog/mahnung-schweiz) - [Turkey](https://back-bone.io/en/blog/mahnung-tuerkei) - [Ukraine](https://back-bone.io/en/blog/mahnung-ukraine) - [United Kingdom](https://back-bone.io/en/blog/mahnung-grossbritannien) *Other countries* - [United Arab Emirates](https://back-bone.io/en/blog/mahnung-vereinigte-arabische-emirate) - [United States](https://back-bone.io/en/blog/mahnung-usa) - [Rest of the world](https://back-bone.io/en/blog/mahnung-rest-der-welt) ## 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](https://back-bone.io/en/tools/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** *Germany* ```text 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 USD [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 international wire transfer to: Account holder: [your company] IBAN: [IBAN] BIC (SWIFT): [BIC] Reference: [invoice number] Kind regards, [your name] ``` *Austria* ```text 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 USD [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 international wire transfer to: Account holder: [your company] IBAN: [IBAN] BIC (SWIFT): [BIC] Reference: [invoice number] Kind regards, [your name] ``` **Stage 2: Second reminder** *Germany* ```text Subject: Second reminder — invoice [number], now overdue Dear [Mr/Ms surname], Despite our reminder of [date], invoice [number] of [invoice date] for USD [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 (SWIFT): [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] ``` *Austria* ```text Subject: Second reminder — invoice [number], now overdue Dear [Mr/Ms surname], Despite our reminder of [date], invoice [number] of [invoice date] for USD [amount] remains unpaid. The payment is now [x] days overdue. Please settle the outstanding amount by [new date]. Under our terms and Austrian law (§ 456 and § 458 UGB), default interest of 10.73% per annum applies from [date default began], plus a flat fee of EUR 40 for recovery costs. IBAN: [IBAN] · BIC (SWIFT): [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** *Germany* ```text Subject: Final notice — invoice [number] Dear [Mr/Ms surname], Invoice [number] of [invoice date] for USD [amount] is still outstanding despite two reminders, most recently on [date]. Outstanding amount: USD [amount] Default interest ([x] days at 10.52%): USD [interest] Flat fee for recovery costs (EUR 40): USD [fee] Total now due: USD [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] ``` *Austria* ```text Subject: Final notice — invoice [number] Dear [Mr/Ms surname], Invoice [number] of [invoice date] for USD [amount] is still outstanding despite two reminders, most recently on [date]. Outstanding amount: USD [amount] Default interest ([x] days at 10.73%): USD [interest] Flat fee for recovery costs (EUR 40): USD [fee] Total now due: USD [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 the US - **Interest belongs in the contract.** The US has no nationwide statutory late-payment interest for business clients like the EU does. Put the interest rate, a late fee, the governing law and the venue in your quote and terms. Then your reminder simply points to them. - **"Net 30" is the usual wording.** US clients know payment terms as "Net 30" or "Net 60". If the invoice also shows the date, there is no debate about when payment was due. - **Wire, not check.** Many US companies pay domestically by ACH or check. What you need is an international wire with IBAN and BIC. Intermediary banks may deduct fees, so ask your client to cover the fees on their side. If they pay in dollars, your bank converts at the day's rate. - **Month before day.** In the US, 11/05/2026 means 5 November, not 11 May. Write dates out, for example "November 5, 2026", and every deadline is clear. - **No VAT ID, no reverse charge.** B2B services to US companies are usually not taxable in Germany or Austria, so the EU reverse-charge line drops out. One short line on why the invoice shows no VAT saves you the follow-up question. > 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! ## 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. 2. **Who's overdue?** One question, every open invoice. 3. **Send the reminder** You approve. Only then does it go out. ## Frequently asked questions ### Can I send a client in the US a payment reminder in English? Yes, of course. What matters is that it is clear: invoice number, amount in the invoice currency, a written-out deadline and your details for an international wire. ### 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 your contract uses your client's law, their rules apply. ### What should my contract with US clients say? Payment terms, an interest rate for overdue amounts, a late fee, the governing law, the venue and who pays collection costs. Then your reminder can point to exactly that. ### My client wants to pay by check. What now? Ask for an international wire to your IBAN. A US check takes a long time at a German or Austrian bank and costs fees. --- 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. Checked on 18/10/2026 Sources: [§ 3a(2) UStG](https://www.gesetze-im-internet.de/ustg_1980/__3a.html) · [§ 3a(6) UStG 1994](https://www.ris.bka.gv.at/NormDokument.wxe?Abfrage=Bundesnormen&Gesetzesnummer=10004873&Paragraf=3a) · [§ 288 BGB](https://www.gesetze-im-internet.de/bgb/__288.html) · [§ 456 and § 458 UGB](https://www.ris.bka.gv.at/NormDokument.wxe?Abfrage=Bundesnormen&Gesetzesnummer=10001702&Paragraf=456) · Deutsche Bundesbank (base rate) · OeNB (base rate) · [Directive 2011/7/EU](https://eur-lex.europa.eu/legal-content/EN/TXT/?uri=CELEX:32011L0007)