Payment reminder templates

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Before you send a reminder: check your bank account (the payment may have arrived), check that the invoice was really received, and stay polite in the first reminder. Keep a copy of every reminder.

Your name, address

Place, 01 Jan 2026

Client name
Street
Postcode City

Reminder 1: friendly payment reminder

Invoice INV-2026-001 of 01 Jan 2026, CHF 0.00

Dear Mr / Ms Name

According to my records, the above invoice was due on 31 Jan 2026 and I have not yet received the payment. This may well be an oversight.

I have attached a copy of the invoice. Please transfer the amount of CHF 0.00 within 10 days. If you have already paid, please ignore this reminder and accept my thanks.

If anything about the invoice is unclear, please let me know.

Kind regards
Your name

Short e-mail version
Subject: Reminder: invoice [number]

Dear [Name]

A quick reminder: invoice [number] of [date] for CHF [amount] was due on [date], and I have not yet seen the payment. A copy is attached.

Could you please transfer the amount within 10 days? If you have already paid, thank you, and please ignore this message.

Kind regards
[Your name]

Your name, address

Place, 01 Jan 2026

Client name
Street
Postcode City

Reminder 2: second reminder

Second reminder: invoice INV-2026-001 of 01 Jan 2026, CHF 0.00

Dear Mr / Ms Name

I sent you a payment reminder on 10 Feb 2026. Unfortunately, the invoice mentioned above is still open.

The open amount is CHF 0.00 (plus reminder fee and default interest as agreed). Please pay the amount within 7 days of this letter. A new QR-bill (payment part) is attached.

If there is a reason for the delay or a problem with the invoice, please contact me this week so we can find a solution.

Kind regards
Your name

Short e-mail version
Subject: Second reminder: invoice [number]

Dear [Name]

I reminded you on [date] about invoice [number] of [date], CHF [amount]. It is still open.

Please pay within 7 days. If something is unclear or there is a problem, please tell me this week so we can sort it out.

Kind regards
[Your name]

Your name, address

Place, 01 Jan 2026

Client name
Street
Postcode City

Reminder 3: final notice

Final notice: invoice INV-2026-001 of 01 Jan 2026, CHF 0.00

Dear Mr / Ms Name

Despite my reminders of 10 Feb 2026 and 20 Feb 2026, the above invoice has not been paid. The open amount is CHF 0.00, plus default interest of 5% per year from the due date.

I ask you to pay the full amount by 01 Mar 2026. If I have not received the payment by then, I will start debt collection, which may include a debt enforcement request. The additional costs will then be yours.

I would prefer to avoid this. If you would like to agree on a payment plan, please contact me before the deadline.

Kind regards
Your name

Short e-mail version
Subject: Final notice: invoice [number]

Dear [Name]

Despite my reminders of [dates], invoice [number] of [date] for CHF [amount] is still unpaid.

Please pay the full amount by [date]. After that date I will start debt collection. If you would like to agree on a payment plan, please contact me before the deadline.

Kind regards
[Your name]

Notes for each step

Timing: a common rhythm is reminder 1 about 10 days after the due date, reminder 2 about two weeks later, the final notice after another week. Choose what fits your relationship with the client.
Fees and interest: mention reminder fees only if the client agreed to them in advance (for example in your terms). Default interest is 5% per year unless agreed otherwise (Art. 104 CO).
Tone: stay factual. Write what is open, until when, and what you will do next.
Keep a file: invoice, all reminders and proof of sending may be needed later.
Proof: send the final notice by a trackable method (for example registered mail) if you want to document it.
Debt enforcement: in Switzerland you can file a debt enforcement request (Betreibungsbegehren) with the competent office. Check the costs and chances for the amount first; if unsure, ask a professional.

General information and templates, no legal advice. Check the official sources or ask a professional in case of doubt.

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