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Overdue Payment Letter

Overdue Payment Letter Generator for Germany

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Key Requirements PROMPT example:

Overdue Payment Letter

"I need an Overdue Payment Letter in German and English for a manufacturing client who has three unpaid invoices totaling €45,000 from January 2025, and I want to include a warning about legal action if payment isn't received within 14 days."

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Document background
The Overdue Payment Letter is a crucial document in German business practice, used when payment obligations remain unfulfilled after their due date. It serves as a formal reminder and demand for payment, incorporating specific requirements under the German Civil Code (BGB). This document is typically issued after informal reminders have been unsuccessful and before initiating legal proceedings. It must include precise details about the outstanding amount, original due date, and applicable default interest rates as per §§286 and 288 BGB. The letter establishes the legal status of default (Verzug) and is often a prerequisite for further legal action. It's designed to balance the need for effective debt collection with maintaining professional business relationships, while ensuring compliance with German legal requirements for payment demands.
Suggested Sections

1. Sender Details: Full legal name, address, and contact information of the creditor

2. Recipient Details: Full legal name and address of the debtor

3. Date: Current date of the letter

4. Subject Line: Clear indication that this is an overdue payment notice (Zahlungserinnerung/Mahnung)

5. Outstanding Amount: Clear statement of the total amount due, including the original amount and any accrued interest or fees

6. Payment Details: Original invoice details, due date, and length of delay

7. Legal Basis: Reference to relevant contract or legal basis for the debt

8. Payment Instructions: Bank account details and deadline for payment

9. Consequences: Statement of legal consequences if payment is not received by the specified deadline

Optional Sections

1. Previous Communications: Reference to previous payment requests or communications - include if there have been prior reminders

2. Interest Calculation: Detailed breakdown of how default interest has been calculated - include if charging interest

3. Payment Plan Option: Offer of installment payments or alternative payment arrangements - include if willing to negotiate terms

4. Legal Action Warning: Specific warning about impending legal action - include if this is a final notice before legal proceedings

5. Collection Costs: Statement about additional costs that may be incurred through collection proceedings - include if relevant under the circumstances

Suggested Schedules

1. Invoice Details Schedule: Detailed list of all unpaid invoices with their respective numbers, dates, and amounts

2. Interest Calculation Schedule: Detailed breakdown of interest calculations showing base amounts, rates, and periods

3. Payment History Schedule: Record of any partial payments made and remaining balance calculations

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 legal definitions
Original Due Date (Fälligkeitsdatum)
Outstanding Amount (Ausstehender Betrag)
Default Interest (Verzugszinsen)
Original Invoice
Payment Terms
Default Notice (Mahnung)
Late Payment Fees (Mahngebühren)
Business Day (Werktag)
Default Status (Verzug)
Payment Period (Zahlungsfrist)
Collection Costs (Inkassokosten)
Contractual Interest Rate (Vertragszinssatz)
Statutory Interest Rate (Gesetzlicher Zinssatz)
Payment Instructions (Zahlungsanweisungen)
Grace Period (Nachfrist)
Original Contract (Ursprünglicher Vertrag)
Total Amount Due (Gesamtfälliger Betrag)
Legal Proceedings (Rechtliche Schritte)
Banking Details (Bankverbindung)
Reference Number (Referenznummer)
Relevant Industries

Retail

Manufacturing

Professional Services

Construction

Wholesale Trade

Information Technology

Healthcare

Real Estate

Financial Services

Logistics and Transportation

Education

Consulting

Media and Entertainment

Telecommunications

Energy and Utilities

Relevant Teams

Finance

Accounts Receivable

Legal

Credit Control

Treasury

Operations

Customer Service

Administration

Risk Management

Collections

Relevant Roles

Credit Controller

Accounts Receivable Manager

Financial Controller

Credit Manager

Collections Specialist

Finance Director

Accounts Manager

Treasury Manager

Chief Financial Officer

Business Owner

Legal Counsel

Billing Coordinator

Revenue Manager

Credit Risk Analyst

Operations Manager

Industries
German Civil Code (BGB) § 286: Defines default of payment (Verzug) conditions and when a debtor is considered to be in default, including the requirement for reminder notices
German Civil Code (BGB) § 288: Specifies default interest rates and additional compensation claims in case of payment default
German Commercial Code (HGB) § 353: Regulates interest claims in commercial transactions between businesses
EU Late Payment Directive 2011/7/EU (as implemented in German law): Sets rules for payment terms and consequences of late payment in commercial transactions, including statutory interest rates
German Civil Code (BGB) § 249-252: Provisions regarding damages and compensation that may be claimed due to delayed payment
German Law on General Terms and Conditions (BGB §§ 305-310): Relevant if the payment terms were part of standard business terms, affecting the validity of certain clauses
Legal Services Act (Rechtsdienstleistungsgesetz - RDG): Regulates who may provide debt collection services and under what conditions
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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