Chasing late payers: reminders, aanmaning and collection

You invoice on time, you deliver the work, but the money doesn't arrive. Every day the invoice sits unpaid is money out of your pocket and stress in your head. The good news: the law gives you a clear escalation ladder to get paid—and if you follow it properly, it's a powerful tool. This guide walks you through every step, from a friendly nudge to court, with template language you can use right now.

Why acting fast matters#

Each day you wait, the problem gets harder. A client who forgets today may be in genuine trouble in six months. The sooner you act, the better your chances of getting paid without lawyers or courts. Also: statutory interest runs from day one of the deadline—so starting collection early means more interest you can recover.

Step 1: The friendly reminder (within 3 days)#

The first step is informal. Your goal: find out what happened. Is it forgotten? Lost in their inbox? A real dispute?

Send a simple email:

Hi [client name],

I noticed that invoice #[number] (€[amount], due [date]) hasn't been paid yet. Is there a problem with the invoice or the work? I'm happy to discuss.

Could you let me know when I can expect payment?

Thanks, [your name]

Or call. A quick conversation often solves the problem immediately (technical error, they forgot, it's in queue for payment).

If you get a response within 3 days and a real payment date, great—monitor it and follow up if that date passes.

Step 2: The formal aanmaning (14-day notice)#

If the friendly reminder goes ignored, send a formal aanmaning (also called a dunning letter). This is a legal document. The moment you send it, the clock starts on statutory interest and you can claim incassokosten.

Template aanmaning letter:

[Date]

To: [Client company name] [Client address]

Re: Outstanding invoice #[number] — Formal demand for payment

Dear [client name],

Despite our previous reminder, invoice #[number] (issued [date], due [date], amount €[amount]) remains unpaid as of today.

I hereby formally request that you pay the outstanding amount of €[amount] within 14 days of receipt of this letter.

As per your contract / my payment terms (copy attached), if payment is not received by [exact date 14 days from now], the account will be subject to:

• Statutory interest at [current rate: ~7% p.a. for businesses] from the due date
• Incasso costs (WIK) of €[amount based on claim value — see table below]
• Further legal action including collection agency or court proceedings

I am confident this is a misunderstanding and that you'll resolve it promptly. However, if we do not receive payment or hear from you within 14 days, I will have no choice but to escalate this matter.

Please reply by [date] to confirm payment or discuss any issues.

Yours, [Your name] [Your company name & details] [Invoice attached]

Send this:

• By registered mail (aangetekend), email with proof of delivery, or via a lawyer
• Keep proof of sending (email headers, registered mail receipt, etc.)
• Do not send anything threatening or offensive—keep it professional

Statutory interest and incasso kosten (WIK)#

The moment an invoice is overdue, you legally earn statutory interest. An aanmaning formalizes the claim.

Statutory interest rates (2026):

• Business debtor: approximately 7% p.a. (rates change annually; check belastingdienst.nl)
• Consumer debtor: approximately 2% p.a.

Incasso costs (WIK — Wettelijke Incasso Kosten): The WIK is a fixed fee you can claim for collection costs. It is based on the claim value:

These fees are recoverable from the debtor if you pursue collection or a court case. So do not accept a settlement offer unless the client includes these costs.

Step 3: Collection agency or court#

If the aanmaning deadline passes and you hear nothing, you have two paths:

Path A: Collection agency (incassoburo)#

A collection agency (incassoburo) will:

• Send follow-up notices on your behalf
• Negotiate with the debtor
• Report to credit agencies
• Charge you a commission (typically 10–20% of the recovered amount)

When to use it:

• You want to avoid a court case but increase pressure
• The amount is moderate (€500–€10,000 typically makes sense)
• You want to avoid legal costs and paperwork

Path B: Court proceedings (gerechtelijk incasso)#

You sue for the debt in the district court (kantongerecht for claims under €5,000; rechtbank for larger claims). This is formal and binds the debtor.

Court costs and timeline:

• Court filing fee: €30–€150 depending on claim amount
• Lawyer costs: €500–€2,000+ (unless you go in person for small claims)
• Timeline: 3–12 months for a judgment
• If you win: the debtor must pay court costs AND your legal fees (if you used a lawyer)

When to use it:

• The amount is substantial (€5,000+)
• The debtor disputes the invoice or ignores it completely
• You want a formal judgment (useful if the debtor has assets to seize)

• Before court: send the aanmaning and wait 14 days
• Gather all evidence: contracts, invoices, proof of work, all correspondence
• Decide: collection agency or court based on amount and likelihood of recovery
• If court: get a lawyer or ask the court about small-claims procedures (betalingsbevel)
• After judgment: if the debtor doesn't pay, ask the court to enforce (executie)

A settlement: when to accept less#

If the debtor contacts you after the aanmaning and offers to pay in instalments or a lower amount, weigh your options:

• Take it if: The amount is uncertain (e.g., the work was disputed), you need cash flow, or the alternative (court) is expensive
• Refuse it if: The invoice is clear, the amount is substantial, and you can afford to pursue it

If you settle for less or on a payment plan, get it in writing with dates and amounts.

Special case: if the customer goes bankrupt#

If the client files for bankruptcy (faillissement) during collection, you become an unsecured creditor. File your claim with the bankruptcy trustee by the deadline. You'll receive a percentage of the estate (often 0–20%), not the full amount. This is a financial risk—another reason to check client creditworthiness upfront.

Getting paid while recovering taxes#

If the unpaid invoice has VAT on it, you already paid that VAT to the tax office. After one year of non-payment, you can reclaim the VAT through your VAT return (btw terugvragen oninbare vordering). This doesn't cover the principal, but it softens the loss. See reclaiming VAT on an unpaid invoice for details.

Before you need this: preventative steps#

The best debt is one that never happens. Here's how to avoid late payers:

• Set clear payment terms: 14–30 days is standard; be explicit in your contract and on invoices
• Invoice immediately: Send it the day the work is done, not weeks later
• Use direct debit or prepayment: For risky clients or big jobs, request 50% upfront
• Check client creditworthiness: Ask for references or a trade credit limit before large jobs
• Include your general terms & conditions: Explicitly mention interest, incasso costs, and your right to pursue collection
• Track due dates: Set calendar reminders for the 5-day and 10-day marks

Late payers are a fact of freelance life, but you have real legal power. A clear, polite but firm aanmaning resolves most cases without lawyers. And if it doesn't, the law backs you: interest, recovery fees, and eventually a court judgment. The key is starting early and documenting everything. The sooner you act, the sooner you get paid—and the message that you mean business deters future delays. If late payments are hurting your cash flow, ZZP Belasting tracks outstanding invoices and alerts you to upcoming deadlines so you never lose track.

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