Debt Collection Notice: A Template and Example You Can Use
Here is a template for a Danish debt collection notice that meets section 10 of the Debt Collection Act, with an explanation of each point so you can adapt it to your business.
What must a debt collection notice do?
Before you may send a case to debt collection in Denmark, the customer must have received a debt collection notice (inkassovarsel), in the Act called a letter of demand. Under section 10 of the Danish Debt Collection Act, the notice must clearly contain all the information the customer needs to assess the claim and give a deadline of at least 10 days from sending. It should also clearly warn that further costs will follow if payment is not made. For the full explanation of the rules, see our article on the debt collection notice requirements.
Below is a template you can adapt. Fill in the fields in [square brackets]. If the customer is Danish, send the notice in Danish: the Danish version of this article has the template in Danish.
Debt collection notice template
[Your company's name, address, registration number, phone and email]
[Customer's name and address]
[Date of sending]
Debt collection notice: invoice no. [number]
We have not yet received payment for the invoice below, even though we have previously sent a reminder.
- Invoice no. [number] dated [invoice date] for [short description of the goods or service]
- Due date: [date]
- Principal: DKK [amount]
- Reminder fees: [number] × DKK 100 = DKK [amount]
- [Only if the customer is a business:] Fixed compensation under section 9 a of the Interest Act: DKK 310
- Late-payment interest from [due date] to [date]: DKK [amount] (the reference rate plus 8 percentage points p.a., section 5 of the Interest Act)
- Total: DKK [amount]
Please pay DKK [total] no later than [date, at least 10 days after sending] to [bank account / payment method], quoting the invoice number.
If the amount is not paid by the deadline, the case will be handed over to debt collection. This will result in further costs for you. Interest will continue to run until the amount is paid.
If you disagree with the claim, or have already paid, please contact us as soon as possible on [phone / email].
Kind regards
[Name]
[Company]
Expert tip: Count the deadline from sending
The deadline of at least 10 days runs from the day you send the letter. If you send it on the 3rd, the deadline can be the 13th at the earliest. Write a specific date in the letter rather than "within 10 days", and keep evidence of when the letter was sent.
How to fill in the template
Details of the claim
The customer must be able to see exactly what is being claimed and why. State the invoice number, date and what was supplied, and break the amount down into principal, fees and interest. If the customer has paid part of it, deduct it and say so.
Fees
You may charge at most DKK 100 per reminder, for no more than 3 reminders, with at least 10 days between the reminders you charge for (section 9 b of the Interest Act). The DKK 310 fixed compensation may only be claimed when the customer is a business. Do not include fees you are not entitled to: you risk the claim being disputed.
Interest
Late-payment interest is the reference rate (Danmarks Nationalbank's lending rate on 1 January and 1 July) plus 8 percentage points per year. See how to calculate it in our article on late-payment interest under the Interest Act.
The warning
The warning that the case will go to debt collection with further costs must appear clearly in the letter itself, not only in your terms of sale.
Expert tip: Make it easy to pay
State clearly how and where to pay, and which reference the customer should use. The easier it is to pay, the more customers pay before the case has to go further.
Typical mistakes
- A deadline shorter than 10 days from sending
- No breakdown of the amount
- Fees above the Interest Act's caps, or fixed compensation charged to a consumer
- No clear warning of further costs
- No evidence of when the letter was sent
The tone of the letter
A debt collection notice must be clear, but not threatening. A factual tone and an invitation to contact you if there is a disagreement often lead to more payments. Read more about the psychology of the reminder letter.
When the deadline has passed
If the customer has not paid by the deadline, the case can be handed over to a debt collection agency or a lawyer. If the claim is undisputed and no more than DKK 100,000, you can also file a payment order at the bailiff's court yourself.
If you want help, you can use InkassoHurtig to get no-obligation quotes from police-authorised debt collection agencies and lawyers. This content is general information and not legal advice.