If you are a business or an accountant, you may from time to time need to send a letter of demand to customers who do not pay their invoices. A demand letter is also known as a demand for payment or a debt collection notice.
If you need a letter of demand, you can use a letter of demand template to ensure that all requirements are met and you don't have to start from scratch every time.
The letter of demand is necessary if you want to start a debt collection process and can thus be seen as a last reminder before starting debt collection. Most companies, lawyers or debt collection agencies use a letter of demand template. This is to ensure that all requirements are met every time. The template is also used to have a defined framework that can be used every time a letter of demand is sent to your debtor. If all the formalities surrounding the letter of demand are not correct, you run the risk that the letter is not legally valid.
Therefore, we have prepared a letter of demand template that complies with all requirements and formalities, which you can freely download - whether you are a creditor, debt collection company or external accountant. There is no requirement for you to send the letter of demand yourself. Your lawyer or debt collection agency may also send it - prior to collection.
The letter of demand is the legally correct word for a debt collection notice, but the two cover one and the same purpose: to make the debtor aware of your outstanding debt and that you now want it paid - otherwise debt collection will, and can, be initiated.
Letter of demand example
There is no official template or example for a demand letter, but there are a few important formalities and rules to remember. If you don't follow the formalities, your demand letter is not legally valid. Our template complies with all the formalities and requirements for a letter of demand. This ensures that you complete the letter correctly.
Some ERP systems have built-in demand letter templates that you can make use of. However, these can often be difficult to design the way you want.
Download the template
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You can read more about the letter of demand here:
There are no legal requirements or rules on the layout, layout or design of your letter of demand. In principle, you are 100% free to decide how it should look, what letterhead it should have or how it should be set up. This template is just our suggestion for an effective and free letter of demand.
The template is free and can be downloaded whether you are a Collectia customer or not.
FAQ - Frequently asked questions about the demand letter template
Can I design, style and set up my demand letter template according to my needs?
Yes, you can design and set up your demand letter template exactly as you want - especially if you don't think our version matches your other designs.
You can take our template and add your own logo, change the font, etc. to match your company's design.
There are no legal requirements for how the template should look, but we recommend that you do not change the wording or general layout of the template.
Is the demand letter template free?
Yes, the template is free for businesses. You can use the template wherever it is relevant to you. We offer free material to support companies that have outstanding debts and want to handle reminders and collections themselves.
Is the demand letter template legally valid?
Yes, the template is legally valid and contains all the necessary information and notifications that your debtor needs to be properly informed about non-payment.
If you change the template's wording, notifications or fields, you risk that it is no longer legally valid.
Remember, you cannot shorten the 10-day payment term and you cannot send a new demand letter before the 10 days have passed.
When can I use the template?
You can use the template when a customer has not kept up with a payment and you need to reminder them.
Can I share the template with others?
No, you cannot share the template. It is reserved for you and your company. If you want other companies to benefit from it, you can inform them where they can download it for free on this site, no purchase necessary.
What should a demand letter contain?
A demand letter must contain all the necessary information for the debtor to identify the claim. This includes the debtor's details, the creditor's details, the amount owed and any fees and interest.
In addition, the demand letter must state a payment deadline of at least 10 days if reminder fees are imposed.
It's also always a good idea to refer to the original invoice.
If you follow our demand letter template, you'll get the ideal framework for what it should contain.
We have several debt collection templates that you can download for free: