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Writing reminders: from the friendly nudge to the final notice
If an invoice stays open after the due date, a friendly payment reminder usually comes first, followed by one or more formal reminders. Austria does not prescribe a fixed number of reminders — what matters are clear deadlines, traceable amounts, and a documented process.
Typical dunning stages and deadlines
Legally, one reminder is generally enough in Austria; in practice, a staged process has become standard: first a friendly nudge, then a clear demand, and finally an announcement of further steps. Each business sets its own intervals.
| Stage | Typical timing | Focus |
|---|---|---|
| Payment reminder | about 1 week after due date | Friendly note with a new deadline |
| Formal reminder | about 2 to 3 weeks after due date | Clear demand, possibly reminder fees |
| Final notice | about 4 to 6 weeks after due date | Last deadline, note on collection or court |
Payment reminder
Friendly note with a new deadline
Formal reminder
Clear demand, possibly reminder fees
Final notice
Last deadline, note on collection or court
Define deadlines per stage consistently and stick to them
Differentiate the tone between reminder and formal demand
Document every stage in the invoice history
What belongs in a reminder
An effective reminder points unambiguously to the open invoice: invoice number, invoice date, original due date, and open amount. It adds a new payment deadline, the bank details, and a note on what follows if payment is missed again.
State invoice number, amount, and the new deadline clearly
Attach a copy or PDF of the invoice
Take partial payments already received into account
Default interest, fees, and software
Towards consumers, statutory default interest is generally 4 percent; between businesses it is 9.2 percentage points above the base rate, and business transactions can additionally carry a flat 40 EUR recovery fee. In Billutant, reminder stages with days, fees, default interest, and email templates can be maintained and sent in a controlled way.
Apply default interest correctly depending on the case
Store reminder fees per stage in the template
Spot due reminders directly from payment matching
Related pages
Invoice template
What an invoice template must contain and where Word and Excel reach their limits.
Invoice Austria
Required invoice details, VAT ID, VAT, and e-invoice considerations for Austrian invoices.
E-Invoice Austria
What structured e-invoices, ebInterface, and e-invoicing for public administration mean for businesses.
Income-expense accounting
Basics of profit calculation using the cash-in/cash-out principle for Austrian businesses.