The rent hasn't arrived. A few days pass. Still nothing. It's a situation every landlord encounters sooner or later — and the way you handle it from day one makes all the difference.
Here's the procedure to follow, with ready-to-use letter templates.
Step 1 — Wait 3 to 5 days before chasing
A transfer can be a day or two late for technical reasons. Before sending anything, wait 3 to 5 days after the due date. If the payment still hasn't arrived, move to the reminder.
Step 2 — The friendly reminder (email or text)
The first reminder should be gentle and non-accusatory. The goal is to remind without offending — anyone can forget.
Template — Reminder 1 (email)
Subject: Reminder — Rent for [month] for [property address]
Hello [First name],
I'm reaching out because I haven't yet received payment of the rent for [month], in the amount of €[amount], which was due on [date].
It may be an oversight or a banking delay — in which case please disregard this if the transfer is already underway.
Otherwise, please proceed with payment as soon as possible.
Kind regards,
[Your name]
Step 3 — The formal reminder (no reply by D+10)
If no reply or payment occurs 10 days after the due date, send a more formal reminder by email with read receipt, or by registered mail.
Template — Reminder 2 (formal)
Subject: Formal notice — Unpaid rent for [month]
Hello [First name],
Despite my previous message, I note that the rent for [month] in the amount of €[amount] remains unpaid to date.
I hereby give you formal notice to pay this sum within 8 days of receiving this letter.
Without a response within this period, I will be obliged to initiate the necessary steps to recover this debt.
Kind regards,
[Your name]
Step 4 — Involve the guarantor if needed
If your tenant has a guarantor (joint surety), you can contact them after the formal notice has gone unanswered.
Step 5 — Legal remedies
- France: apply to the court for a payment order.
- Belgium: Justice of the Peace procedure — fast and inexpensive for rental disputes.
- Switzerland: enforcement via the relevant office.
How to avoid getting here
The best reminder is the one you don't have to send. With Domavix, automatic reminders are sent to your tenants before and after each due date. Most oversights are resolved before you even need to step in.
Automate your reminders once and for all
Domavix sends reminders on your behalf — you only step in if truly necessary.
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