Administration and finance
Payment reminders that are friendly and clear
A friendly, clear reminder gets paid sooner. AI helps you write it, but the rules for consumers aren't yours to set. Status November 2026.
6 min read
Chasing unpaid invoices is the job many business owners dread most. The tone is tricky: too soft and nothing happens, too harsh and you lose a customer. AI helps you strike the right tone. What must be in the reminder legally comes from the rules, not from AI.
Status November 2026. General information, not legal advice.
What AI does well
- Writing three versions: a friendly first reminder, a firmer second and a formal final one.
- Adapting the tone to the customer: a regular who forgot, or someone who's often late.
- Preparing a reply if the customer comes back with a problem or asks for a payment plan.
Consumers: mind the rules
In Belgium, strict rules apply to consumer debts. The key points:
- The first reminder is free of charge and gives the consumer at least 14 calendar days to pay.
- Interest and a compensation fee can only be charged after that period, and the amounts are capped by law.
- The reminder must state, among other things, the amount due, your name and company number, what the invoice relates to, the original due date and the new payment deadline.
So don't let an AI tool fill in those amounts and deadlines. Use your own checked template and let AI handle only the tone. If in doubt, ask your accountant or trade association.
Between businesses
Between businesses the rules differ: late-payment interest and a fixed compensation follow from the law or your terms and conditions. Here too, amounts and percentages come from your terms, not from an AI answer.
A good reminder in five points
- Start neutrally: assume the customer forgot.
- Show the invoice number, amount and due date clearly at the top.
- Give one clear payment deadline and the payment details.
- Offer a way out: "If there's a problem with the invoice, please let us know."
- Keep it short. Five sentences is enough.
Test yourself
You're sending a first reminder to a consumer. Under Belgian rules, what may you not do?
Prompt to copy
Write three short versions of a payment reminder for [type of customer]: 1) friendly, 2) clear, 3) formal. Use these fixed details without changing them: invoice number [x], amount [x], due date [x], new payment deadline [x], payment details [x]. Don't add any fees, interest or legal wording. No more than five sentences per version.
