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Swiss Payment Reminder Template: Free Word & Excel Download

An unpaid invoice is frustrating — but no reason to panic. With a professional payment reminder, you politely yet firmly request the outstanding payment. Download our free template.

e
einzly Redaktion
Tax & Finance Editorial
7 min read
2 Mar 2026
Related topics
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As a self-employed person, you know the problem: you have delivered the service, sent the invoice — but payment never arrives. Unfortunately, this is not uncommon in Switzerland. Studies show that around 10% of all invoices are not paid on time.

A professional payment reminder helps you collect the outstanding amount without jeopardising the client relationship. Our free templates contain all the necessary details for a legally correct payment reminder in Switzerland.

01When Am I Allowed to Send a Reminder?

In Switzerland, you may send a reminder as soon as the payment deadline has passed. The payment deadline is stated on your invoice — 30 days is standard. If you did not specify a deadline, a 'reasonable period' applies (under CO Art. 102).

  • Payment deadline expired: As soon as the due date has passed, you may send a reminder. There is no need to wait.
  • No legal obligation to remind: In Switzerland, you are not required to send reminders. In theory, you could initiate debt collection proceedings immediately. In practice, however, it makes more sense to send a reminder first.
  • Default interest from the first reminder: From the first reminder, you may charge default interest of 5% (CO Art. 104). This entitlement arises automatically with the default.
Good advice: call firstBefore sending a formal reminder, it is often worth making a quick phone call or sending a friendly email. Sometimes the client has simply overlooked the invoice. A personal reminder often resolves the issue faster than a written notice.

02Download Template

We have created two free payment reminder templates — one for Word and one for Excel. Both contain placeholders for the 1st, 2nd and 3rd reminder with an appropriate tone for each level.

Word Template: Swiss Payment Reminder (.docx)

Professional template for payment reminder, 2nd reminder and 3rd reminder. Replace the placeholders and send as PDF.

Excel Template: Swiss Payment Reminder (.xlsx)

Reminder layout with automatic calculation of default interest and reminder fees. Print area pre-set for A4.

What is included in the templates?Both templates contain: sender details, recipient address, date, subject (Payment Reminder / 2nd Reminder / 3rd Reminder), reference to original invoice (number and date), outstanding amount, default interest, new payment deadline and bank details (IBAN).

03Writing a Payment Reminder — Step by Step

1
Download the template

Download the Word or Excel file and open it in your preferred program.

2
Enter sender and recipient details

Enter your company details and the debtor's address. Ensure the details are correct — a reminder must be clearly deliverable.

3
Reference the original invoice

Refer to the original invoice number and invoice date. This allows the recipient to match the reminder immediately.

4
Choose the reminder level

Adjust the subject line and tone to the reminder level. The 1st reminder is friendly (payment reminder), the 2nd is firmer, and the 3rd includes a deadline with a warning of legal action.

5
State the amount and deadline

Specify the outstanding amount, any default interest and set a new, specific payment deadline (e.g. 'Payable by 15 April 2026').

6
Send as PDF

Save the reminder as a PDF and send it by email or post. For the 3rd reminder, registered mail is recommended.

041st, 2nd and 3rd Reminder — The Escalation Levels

In practice, a three-stage reminder process has become established. Each stage is firmer in tone and sets a shorter deadline:

LevelNameToneDeadlineDefault Interest
1st ReminderPayment ReminderFriendly, factual10–14 daysOptional (5%)
2nd Reminder2nd ReminderFirm, clear10 days5% (CO Art. 104)
3rd ReminderFinal ReminderDeadline + threat of debt collection7–10 days5% + reminder fee
After the 3rd reminder: debt collectionIf the debtor does not respond to the 3rd reminder either, you can initiate debt collection proceedings at the competent debt collection office. Learn more in our article Debt Collection: Process for Creditors.

05Payment Reminder vs. Formal Reminder

The terms are often used interchangeably, but there is a difference in tone and legal effect:

  • Payment reminder: A friendly reminder that the invoice is still outstanding. It does not imply any bad faith and is ideal as a first point of contact. Legally, it has the same effect as a formal reminder — it puts the debtor in default.
  • Formal reminder: A more formal notice that clearly identifies the payment default. From the 2nd reminder, the tone becomes firmer. The 3rd reminder typically includes a deadline with a warning of legal action (debt collection).

From a legal standpoint, there is no difference in Switzerland: both put the debtor in default (CO Art. 102). You are also not required to send three reminders — a single reminder is sufficient to establish default.

06Send Payment Reminders Automatically with einzly

Instead of filling in templates by hand, you can create and send payment reminders automatically with einzly. einzly detects overdue invoices and suggests the appropriate reminder level.

  • Automatic detection: einzly shows you overdue invoices at a glance. You can see immediately which clients have not yet paid.
  • Reminder with one click: Select the invoice, adjust the text and send the reminder directly by email — as a professional PDF.
  • Default interest automatic: The default interest of 5% is calculated automatically and shown on the reminder.
  • Track the process: See at a glance which invoices have been reminded and at which level they are.
Start for freeTry einzly free for 30 days — no credit card required. Create invoices, quotes and payment reminders in one tool at einzly.ch.

07Frequently Asked Questions

No. In Switzerland, there is no legal obligation to send reminders. In theory, you could initiate debt collection immediately after the payment deadline expires. However, sending three reminders is customary and less damaging to the client relationship.
Reminder fees are a contested topic in Switzerland. You may only charge them if they have been contractually agreed (e.g. in your terms and conditions). Without an agreement, you are entitled to the statutory default interest of 5%, but not to flat-rate reminder fees.
From the day the payment deadline expires and the debtor falls into default (CO Art. 102). The statutory default interest rate is 5% per year (CO Art. 104). You do not need to agree on default interest in advance — it applies automatically.
No. A reminder sent by email is just as valid as one sent by post. For the 3rd reminder, however, registered mail is recommended — this provides proof that the reminder was delivered. This can be helpful in later debt collection proceedings.
After the 3rd reminder, you can initiate debt collection proceedings at the debt collection office of the debtor's place of residence or registered office. The procedure involves a small fee and is carried out by the debt collection office. The debtor receives a payment order.
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