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Collection Letter

Collection Letter Generator for Germany

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Key Requirements PROMPT example:

Collection Letter

"I need a Collection Letter in German and English for an overdue software license payment of €5,000, with a final payment deadline of March 15, 2025, including default interest calculation and a warning about potential legal proceedings."

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Document background
The Collection Letter (Mahnschreiben) is a crucial document in German business operations, typically used when previous informal payment requests have been unsuccessful. It serves as a formal demand for payment and often precedes legal action in the debt collection process. This document must comply with strict German regulatory requirements, including the German Civil Code (BGB), Legal Services Act (RDG), and data protection laws. The letter includes specific details about the outstanding debt, payment history, current demands, and consequences of non-payment. It's particularly important as it establishes a formal record of the collection attempt and can be used as evidence in subsequent legal proceedings. The document is designed to balance firm payment demands with professional courtesy while meeting all legal requirements for debt collection communications in Germany.
Suggested Sections

1. Sender Details: Full legal name and address of the creditor or collection agency, including any registration numbers

2. Recipient Details: Full name and address of the debtor, including any reference or customer numbers

3. Date and Reference: Current date and all relevant reference numbers for the debt

4. Subject Line: Clear identification as a collection letter (Mahnschreiben) and reference to the outstanding payment

5. Debt Details: Precise description of the outstanding amount, original invoice details, and basis of the claim

6. Payment History: Summary of previous payment requests and due dates

7. Current Demand: Clear statement of the total amount due, including any additional fees or interest

8. Payment Instructions: Detailed payment information including bank details, payment deadline, and acceptable payment methods

9. Legal Notice: Standard legal warnings and consequences of non-payment

Optional Sections

1. Interest Calculation: Detailed breakdown of applied interest rates and calculations, used when charging default interest

2. Previous Communications: Reference to prior attempts to collect the debt, included when multiple reminders have been sent

3. Settlement Offer: Proposed payment arrangement or settlement terms, included when the creditor is willing to negotiate

4. Power of Attorney: Declaration of legal authority to collect the debt, required when sent by a collection agency

5. Legal Proceedings Warning: Specific warning about impending legal action, included in final notice situations

Suggested Schedules

1. Invoice Copy: Copy of the original invoice(s) related to the debt

2. Payment History Statement: Detailed statement showing all relevant transactions and payment attempts

3. Interest Calculation Sheet: Detailed breakdown of interest calculations and additional fees

4. Payment Form: Pre-filled payment slip or transfer form for the debtor's convenience

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant Industries

Retail

Manufacturing

Professional Services

Healthcare

Construction

Technology

Financial Services

Telecommunications

Utilities

Real Estate

Education

Transportation and Logistics

Wholesale Trade

Business Services

Relevant Teams

Accounts Receivable

Finance

Legal

Credit Control

Collections

Treasury

Revenue Management

Billing

Risk Management

Customer Relations

Relevant Roles

Accounts Receivable Manager

Credit Controller

Financial Manager

Collections Specialist

Accounts Manager

Finance Director

Credit Risk Manager

Legal Counsel

Debt Recovery Officer

Business Owner

Financial Controller

Treasury Manager

Billing Coordinator

Revenue Manager

Industries
Bürgerliches Gesetzbuch (BGB) - German Civil Code: Primary source of German private law, particularly §§ 286-288 regarding default of payment, interest rates, and payment terms
Rechtsdienstleistungsgesetz (RDG) - Legal Services Act: Regulates debt collection services and requirements for legal collection activities
Zivilprozessordnung (ZPO) - Code of Civil Procedure: Governs legal procedures for debt collection, including §§ 688-703d regarding payment order procedures (Mahnverfahren)
Datenschutz-Grundverordnung (DSGVO) - GDPR: Regulates the handling of personal data in the collection process
Gesetz gegen den unlauteren Wettbewerb (UWG) - Unfair Competition Act: Contains provisions against unfair business practices, including aggressive collection methods
Preisangabenverordnung (PAngV) - Price Indication Regulation: Governs the proper indication of costs and fees in collection letters
Inkassokosten-Änderungsgesetz: Regulates the fees and costs that can be charged in debt collection proceedings
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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