When default occurs
Default (Verzug) occurs when the debtor fails to pay despite the debt being due and a reminder having been sent. If the invoice states a specific payment date, default arises even without a reminder. For consumers, an additional rule applies: default occurs at the latest 30 days after receipt of the invoice, provided the invoice pointed this out.
Friendly reminder or formal payment reminder?
| Stage | Tone | Content | Deadline |
|---|---|---|---|
| Friendly reminder | friendly | note of the outstanding invoice | 7–10 days |
| 1st formal reminder | factual, firm | state default, set a deadline | 7 days |
| Final reminder | firm | announcement of further steps | 5–7 days |
Details that need to be included
- Invoice number, invoice date and outstanding amount.
- The original payment deadline and a note that it has expired.
- A concrete new deadline with a calendar date, not "immediately".
- Full bank details, including a payment reference.
- Where default applies: a note on default interest and any reminder fees.
Sample text for the first formal reminder
Subject: Payment reminder regarding invoice 2026-0412 of 3 July 2026
Dear Ms Berger,
our invoice 2026-0412 for €480.00 was due for payment on 17 July 2026. To date, no payment has been received.
We therefore ask you to transfer the outstanding amount to the account stated below by 28 August 2026. Should your payment have crossed with this letter, please disregard it.
Yours faithfully
Why a letter has more impact here than an email
A letter lands on a desk instead of in a spam folder, is recorded more reliably by accounts departments, and can be evidenced with proof-of-posting registered mail. For formal court dunning proceedings, documented notice of the deadline is decisive — see our comparison of registered mail options.
After the final reminder
- Initiate formal court dunning proceedings (gerichtliches Mahnverfahren) via the competent dunning court.
- Alternatively, instruct a debt collection agency or have a lawyer send a formal reminder.
- Keep the limitation period in mind — usually three years, running to the end of the year.
You can insert the finished reminder text straight into the editor and send it as a printed letter for €2.99.