Payment reminder email in German: 3 free templates
Working with a client in Germany, Austria or Switzerland? These formal German reminders (Zahlungserinnerung) use the polite "Sie" form. Each one comes with an English translation so you know exactly what you're sending.
The 3 reminder emails
1. Friendly reminder (Zahlungserinnerung)
Send on the due date or 1–3 days after.
Betreff: Zahlungserinnerung – Rechnung Nr. [1042]Sehr geehrte Frau [Müller],
ich hoffe, es geht Ihnen gut. Ich möchte Sie freundlich daran erinnern, dass die Rechnung Nr. [1042] über [450,00 €] am [15. März] fällig war. Möglicherweise ist die Zahlung bereits unterwegs – in diesem Fall betrachten Sie diese Nachricht bitte als gegenstandslos.
Sie können bequem über diesen Link bezahlen: [Zahlungslink]
Vielen Dank und freundliche Grüße
[Ihr Name]
English translation
Subject: Payment reminder – Invoice no. [1042]
Dear Ms [Müller],
I hope you are well. I would like to kindly remind you that invoice no. [1042] for [€450.00] was due on [15 March]. The payment may already be on its way – in that case, please disregard this message.
You can pay easily via this link: [payment link]
Many thanks and kind regards,
[Your name]
2. Firm follow-up (2. Zahlungserinnerung)
Send about 7 days after the due date.
Betreff: 2. Zahlungserinnerung – Rechnung Nr. [1042]Sehr geehrte Frau [Müller],
leider konnte ich bis heute keinen Zahlungseingang für die Rechnung Nr. [1042] über [450,00 €] (fällig am [15. März]) feststellen. Ich bitte Sie, den offenen Betrag bis zum [29. März] zu begleichen.
Falls es Fragen zur Rechnung gibt, melden Sie sich gerne bei mir.
Zahlungslink: [Zahlungslink]
Mit freundlichen Grüßen
[Ihr Name]
English translation
Subject: 2nd payment reminder – Invoice no. [1042]
Dear Ms [Müller],
Unfortunately, I have not yet received payment for invoice no. [1042] for [€450.00] (due on [15 March]). Please settle the outstanding amount by [29 March].
If you have any questions about the invoice, please feel free to contact me.
Payment link: [payment link]
Kind regards,
[Your name]
3. Final notice (Letzte Zahlungserinnerung)
Send about 14–21 days after the due date.
Betreff: Letzte Zahlungserinnerung – Rechnung Nr. [1042]Sehr geehrte Frau [Müller],
trotz meiner bisherigen Erinnerungen ist die Rechnung Nr. [1042] über [450,00 €] weiterhin offen. Ich bitte Sie, den Betrag bis spätestens [5. April] zu überweisen.
Sollte die Zahlung bis dahin nicht eingehen, sehe ich mich leider gezwungen, weitere Schritte zu prüfen. Ich würde das gern vermeiden und bin für eine kurze Rückmeldung dankbar.
Mit freundlichen Grüßen
[Ihr Name]
English translation
Subject: Final payment reminder – Invoice no. [1042]
Dear Ms [Müller],
Despite my previous reminders, invoice no. [1042] for [€450.00] is still outstanding. Please transfer the amount by [5 April] at the latest.
If payment is not received by then, I will unfortunately have to consider further steps. I would like to avoid this and would be grateful for a short reply.
Kind regards,
[Your name]
When to send each reminder
Friendly reminder: on the due date, or 1–3 days after.
Firm follow-up: about 7 days after the due date.
Final notice: about 14–21 days after the due date.
If the client replies or pays at any point, stop the sequence and thank them.
Tips for German-speaking clients
Use "Sie" (formal you) and "Sehr geehrte Frau / Sehr geehrter Herr" unless your client already writes to you informally with "du".
"Zahlungserinnerung" (payment reminder) sounds polite. "Mahnung" sounds more formal and serious, so keep it for later stages.
German business culture values precision: state the invoice number, exact amount, due date and a clear new deadline.
Write amounts the German way: 450,00 € (comma for decimals, euro sign after the number) and dates as 15. März.
German offices often keep strict hours. Aim for Tuesday to Thursday mornings, Central European Time.
Let PingDue send these for you
PingDue sends polite reminders in your client's language, at their local working hours, and stops automatically when you're paid. Coming soon.