# Payment reminder templates for Austria | BrandHoop Quelle: https://brandhoop.at/en/ratgeber/payment-reminder-template-austria/ Three friendly payment reminder templates for Austria. Check payments and due dates, account for part payments and leave room for the customer to reply. - [Home](https://brandhoop.at/en/) - [Guides](https://brandhoop.at/en/ratgeber/) - [Business templates](https://brandhoop.at/en/ratgeber/betriebsalltag/) - Writing a payment reminder: Friendly templates for Austria [ Business templates](https://brandhoop.at/en/ratgeber/betriebsalltag/)Updated 17 October 2026 # Writing a payment reminder: Friendly templates for Austria Reading time: about 5 minutes for the main text. Use templates and details as needed. [Full version with templates, calculations and further checks](https://brandhoop.at/en/ratgeber/payment-reminder-template-austria/full/) An invoice still appears as unpaid in your records. Before reminding the customer, check that entry against the actual payments and agreements. You can then write a friendly message that mentions only the verified outstanding amount that is due and leaves room for a reply. The WKO also describes a payment reminder as a polite notice about an outstanding payment. [[1]](https://musterformulare.wko.at/wirtschaftsrecht/zahlungserinnerung) **Your plan for this guide** - [First check the payment status and due date](https://brandhoop.at/en/ratgeber/payment-reminder-template-austria/#core-abgleich) - [Choose a template based on what your checks show](https://brandhoop.at/en/ratgeber/payment-reminder-template-austria/#core-vorlage) - [Full sample for a part payment already allocated to the invoice](https://brandhoop.at/en/ratgeber/payment-reminder-template-austria/#core-muster) - [Fictional example: How 800.00 EUR goes into the template](https://brandhoop.at/en/ratgeber/payment-reminder-template-austria/#core-beispiel) - [Read before sending and take the reply into account](https://brandhoop.at/en/ratgeber/payment-reminder-template-austria/#core-versand) ## First check the payment status and due date Payments received and any credit notes belong with the original invoice. A transfer without the matching invoice number may still be missing from your records. Compare your bank account and accounting records before writing to the customer. The amount still outstanding is also called the balance. For an interim invoice, the amount in question relates to that invoice, rather than automatically to the total value of the job. [[b]](https://brandhoop.at/en/ratgeber/payment-reminder-template-austria/#quellenhinweis-empfehlungen) The balance is the invoice amount minus the allocated part payments, credit notes and agreed deductions. What matters is that these are allocated to the invoice concerned. At the start of your reconciliation, also check which work was invoiced and whether the invoice went to the agreed recipient. [[b]](https://brandhoop.at/en/ratgeber/payment-reminder-template-austria/#quellenhinweis-empfehlungen) The due date is the date by which payment must be made. It is generally governed by the contractual agreement. Check the quotation and order too, and take account of any payment plan agreed later. The invoice date alone does not establish when payment is due. [[2]](https://www.usp.gv.at/themen/betrieb-und-umwelt/laufender-betrieb/vertragsrecht.html) Also check whether that date has already been reached. [[b]](https://brandhoop.at/en/ratgeber/payment-reminder-template-austria/#quellenhinweis-empfehlungen) The absence of an incoming payment in the bank account does not, by itself, prove default in payment. For a monetary debt owed by a consumer to a business, instructing a bank transfer on the due date is enough for the payment to be on time. This also applies where a payment date was set in advance. [[7]](https://ris.bka.gv.at/eli/bgbl/1979/140/P6a/NOR40148651) Whether the customer is acting as a consumer depends on the particular transaction; their occupation alone does not decide it. [[6]](https://ris.bka.gv.at/eli/bgbl/1979/140/P1/NOR12041200) A short note records when you reconciled the payments and who is handling the matter. Any later reply can then be considered against what was known at that time. If another payment arrives, update the records before sending a reminder. [[b]](https://brandhoop.at/en/ratgeber/payment-reminder-template-austria/#quellenhinweis-empfehlungen) [](https://brandhoop.at/ratgeber-materialien/A20/assets/zahlungserinnerung-ablauf.png)Figure: Our own overview for the first message. It shows the process, rather than a payment reminder that was actually sent. It does not provide a legal assessment of any particular claim. ## Choose a template based on what your checks show Our three sample messages cover different payment situations and ways of contacting the customer. Choose email or letter to suit what you have already agreed with the customer. The overview below helps you decide. [[b]](https://brandhoop.at/en/ratgeber/payment-reminder-template-austria/#quellenhinweis-empfehlungen) With an email, you can attach the invoice and the customer can reply directly. A letter may suit a customer you have been communicating with by post. For a letter, you also need the checked postal addresses, the place of writing and the date. The payment checks are the same for either method. [[b]](https://brandhoop.at/en/ratgeber/payment-reminder-template-austria/#quellenhinweis-empfehlungen) Reconciliation result Next step Paid in full and allocated to the invoice Send no reminder; correct the outstanding entry. Invoice checked, payment due, no payment identified [Template 1: Email](https://brandhoop.at/en/ratgeber/payment-reminder-template-austria/full/#muster-email) or [Template 2: Letter](https://brandhoop.at/en/ratgeber/payment-reminder-template-austria/full/#muster-brief) can be used. Part payment allocated and remaining balance due according to your checks [Template 3: Part payment](https://brandhoop.at/en/ratgeber/payment-reminder-template-austria/full/#muster-teilzahlung) can be used; the full text also appears below. Payment announced, allocation unclear or invoice disputed First clarify the payment or unresolved question, then reconcile again. If your checks show that payment is due and you have been unable to identify a payment, the following complete email sample is suitable. Replace the text in square brackets with your details before sending. [[b]](https://brandhoop.at/en/ratgeber/payment-reminder-template-austria/#quellenhinweis-empfehlungen) **Subject: Payment reminder for invoice [Invoice number] dated [Invoice date]** [Salutation] On [Reconciliation date], we checked the payments for invoice [Invoice number] dated [Invoice date]. We have not yet been able to allocate the full amount to this invoice. According to our records, [Outstanding amount] EUR remains unpaid. The originally agreed payment date was [Agreed due date]. If the amount is still outstanding, please transfer it to the bank account shown on the invoice. Please use the invoice number as the payment reference. If you have already instructed the payment, please send us a brief message with the transfer date, amount and payment reference. We will then check the allocation again. Once the payment has been allocated in full, this reminder can be considered resolved. If any information is missing or you have a question about the invoice, please contact us at [Contact details]. Thank you for your help. Kind regards [Name and business] A complaint about the work needs a different response from a forgotten bank transfer. [[b]](https://brandhoop.at/en/ratgeber/payment-reminder-template-austria/#quellenhinweis-empfehlungen) Default in payment requires you to have performed the work in accordance with the contract and the customer to have missed the applicable payment date. [[4]](https://www.wko.at/vertragsrecht/zahlungsverzug-des-geschaeftspartners-faqs) Even a polite request for payment can legally constitute a payment demand (Mahnung); its content and the circumstances determine this. [[3]](https://ris.bka.gv.at/Dokument.wxe?Abfrage=Justiz&Dokumentnummer=JJR_19750610_OGH0002_0040OB00536_7500000_001) The detailed explanation of [payment demands and consumer transactions](https://brandhoop.at/en/ratgeber/payment-reminder-template-austria/full/#mahnung) helps clarify these distinctions. The samples contain no reminder fees or default interest. Such items need a separate basis; the rules for business and consumer transactions differ. [[4]](https://www.wko.at/vertragsrecht/zahlungsverzug-des-geschaeftspartners-faqs) ## Full sample for a part payment already allocated to the invoice Our sample contains placeholders in square brackets. Replace them with the details you have checked. This letter has not been reviewed by the WKO. [[b]](https://brandhoop.at/en/ratgeber/payment-reminder-template-austria/#quellenhinweis-empfehlungen) **Subject: Outstanding balance on invoice [Invoice number] dated [Invoice date]** [Salutation] Thank you for your payment. We have allocated a part payment of [Allocated part payment] EUR to invoice [Invoice number] dated [Invoice date], which originally totalled [Original invoice amount] EUR. Following our checks on [Reconciliation date], [Remaining balance] EUR is still outstanding. The originally agreed payment date was [Agreed due date]. If you have not yet paid the balance, please transfer it to the bank account shown on the invoice. Please use the invoice number as the payment reference. If you have since instructed another payment, please let us know the transfer date, amount and payment reference. We will check the allocation and update the outstanding entry. If you have any questions or a different agreement applies, please contact us at [Contact details]. Kind regards [Name and business] The invoice date and reconciliation date serve different purposes in the letter. The first identifies the invoice; the second records when you checked the payment status. [Agreed due date] retains the originally agreed payment date. The templates do not set an additional general deadline for payment or a reply. [[b]](https://brandhoop.at/en/ratgeber/payment-reminder-template-austria/#quellenhinweis-empfehlungen) ## Fictional example: How 800.00 EUR goes into the template In this fictional case, a trades business has invoiced an individual item of work as part of a bathroom renovation. Invoice **RE-MUSTER-2026-015** dated **15.09.2026** totals **1,200.00 EUR**. A due date of **29.09.2026** was expressly agreed. A part payment of **400.00 EUR** was recorded on **28.09.2026** and the reconciliation on **05.10.2026** found no further payment or credit note. [[a]](https://brandhoop.at/en/ratgeber/payment-reminder-template-austria/#quellenhinweis-beispiele) In this case, the part payment was recorded before the agreed payment date. It must be taken into account in the later reconciliation. The date 05.10.2026 records when the payment status was checked; it does not replace the agreed date of 29.09.2026. That is why the two dates appear in different places in the sample. [[a]](https://brandhoop.at/en/ratgeber/payment-reminder-template-austria/#quellenhinweis-beispiele) **1,200.00 EUR − 400.00 EUR = 800.00 EUR outstanding balance.** In template 3, enter 1,200.00 under [Original invoice amount], 400.00 under [Allocated part payment] and 800.00 under [Remaining balance]. Add the invoice number and the dates given. This also shows the recipient which payment has already been taken into account. The invoice total is not a recommended price for a bathroom renovation. [[a]](https://brandhoop.at/en/ratgeber/payment-reminder-template-austria/#quellenhinweis-beispiele) The interval between the invoice date and due date is not a general statutory payment period. Any further payment after reconciliation changes the balance. If it had been paid in full and allocated before sending, no reminder would be needed. [[a]](https://brandhoop.at/en/ratgeber/payment-reminder-template-austria/#quellenhinweis-beispiele) ## Read before sending and take the reply into account Read the completed letter from the customer's point of view. The invoice number and date must match the original invoice; mention only the balance you have checked. The contact details should lead to someone who can handle a query. Refer to an attachment only if the invoice is actually enclosed. Further [explanations of the placeholders](https://brandhoop.at/en/ratgeber/payment-reminder-template-austria/full/#vorlagen) accompany all three complete samples. [[b]](https://brandhoop.at/en/ratgeber/payment-reminder-template-austria/#quellenhinweis-empfehlungen) Remove the placeholder brackets from the salutation and use an appropriate personal greeting. [Name and business] identifies the person responsible and your business. If you choose a letter, add the sender's and recipient's postal addresses. These details must also match the actual matter. [[b]](https://brandhoop.at/en/ratgeber/payment-reminder-template-austria/#quellenhinweis-empfehlungen) Keep the text sent with the records for the matter, together with the recipient, sending date and documents actually enclosed. A saved email or copy of a letter does not, by itself, prove that the customer received it. [[4]](https://www.wko.at/vertragsrecht/zahlungsverzug-des-geschaeftspartners-faqs) And when a reply arrives, use that information to decide what happens next: a payment may need to be allocated or an invoice query resolved. Update the record before anyone writes again. [[b]](https://brandhoop.at/en/ratgeber/payment-reminder-template-austria/#quellenhinweis-empfehlungen) If the customer says they have already instructed a payment, the details requested in the sample will help you reconcile again: the transfer date, amount and payment reference. Missing invoice information can be added; a complaint about the work needs to be resolved separately. Only then can the outstanding entry be assessed accurately again. Base the next message on that result. [[b]](https://brandhoop.at/en/ratgeber/payment-reminder-template-austria/#quellenhinweis-empfehlungen) A simple status in the record helps with further handling: a query is outstanding, a payment is being allocated or the item is resolved. Also record who will send the next reply. The next person can then pick up from what has already been established. [[b]](https://brandhoop.at/en/ratgeber/payment-reminder-template-austria/#quellenhinweis-empfehlungen) If the invoice remains unpaid after clarification, the [“Customer not paying” guide](https://brandhoop.at/en/ratgeber/customer-not-paying-austria/) covers the next steps. Sources as checked for the previous version on 16.10.2026; editorially revised on 17.10.2026. Numbers link to sources; letters explain editorial examples or recommendations. Each source note states what the source supports. **[b] Practical recommendations.** The suggested steps and decision aids are editorial applications of the principles cited. Their specific effect on enquiries or orders has not been measured here. **[a] Editorial examples.** Content labelled as a sample or fictional illustrates possible situations. It does not describe real client cases or provide evidence of a measured effect. Sources and context (8 sources) - [Vorlage Zahlungserinnerung](https://musterformulare.wko.at/wirtschaftsrecht/zahlungserinnerung) — Wirtschaftskammer Österreich (WKO) Describes a payment reminder as a friendly notice about unpaid invoices and gives possible reasons for payments not arriving. The three letters used here are our own samples; the WKO has neither reviewed them nor confirmed their effectiveness. The period recommended in the WKO form is not presented here as a statutory deadline. Checked: 2026-10-16. - [Vertragsrecht](https://www.usp.gv.at/themen/betrieb-und-umwelt/laufender-betrieb/vertragsrecht.html) — Unternehmensserviceportal Österreich; content provided by the Federal Ministry of Justice Supports the legal framework under the ABGB, UGB and KSchG and the general importance of contractual agreements in determining when payment is due. The wording about the invoice alone explains this principle without assessing any contract. The interest rates and other procedural rules also mentioned on the USP are not included in the templates. Checked: 2026-10-16. - [OGH-Rechtssatz RS0017614: Form und Erkennbarkeit einer Mahnung](https://ris.bka.gv.at/Dokument.wxe?Abfrage=Justiz&Dokumentnummer=JJR_19750610_OGH0002_0040OB00536_7500000_001) — RIS / Oberster Gerichtshof The legal principle explains that no particular form is required and that the demand for performance must be recognisable. Classifying an invoice requires consideration of the circumstances of the case. Applying this to a polite request for payment explains the general test without assessing a letter that was actually sent. Checked: 2026-10-16. - [Zahlungsverzug des Geschäftspartners – FAQs](https://www.wko.at/vertragsrecht/zahlungsverzug-des-geschaeftspartners-faqs) — Wirtschaftskammer Österreich (WKO) Supports the conditions for default in payment, the absence of a general requirement to send a payment demand before suing for an unpaid claim that is due, the lack of a prescribed form and the different rules on interest and costs. The WKO recommends a registered letter for evidential purposes; this is not a general requirement as to form. No flat fees, interest rates or fixed escalation sequence are included in the templates. Checked: 2026-10-16. - [Leistungs- und Annahmeverzug](https://www.wko.at/vertragsrecht/leistungs-und-annahmeverzug) — Wirtschaftskammer Österreich (WKO) Distinguishes a due date that can be determined from an agreement, the law or the nature of the matter from cases in which a demand is required to make performance due. This general information does not replace an assessment of a particular invoice or complaint; rules on withdrawal from a contract are not covered here. Checked: 2026-10-16. - [Konsumentenschutzgesetz § 1: Geltungsbereich](https://ris.bka.gv.at/eli/bgbl/1979/140/P1/NOR12041200) — RIS / Austrian Federal Chancellery Section 1(1) ties a person's status as a business or consumer to whether the particular transaction forms part of their business operations. The privately commissioned bathroom is a conditional illustration of that distinction, rather than a determination about a real job. Checked: 2026-10-16. - [Konsumentenschutzgesetz § 6a: Erfüllung einer Geldschuld](https://ris.bka.gv.at/eli/bgbl/1979/140/P6a/NOR40148651) — RIS / Austrian Federal Chancellery Subsection 2 establishes that, for a monetary debt owed by a consumer to a business and paid by bank transfer, instructing the transfer on the due date is enough for payment to be on time, even where the due date was set in advance. This is not a general B2B rule and establishes neither the actual execution nor the receipt of any particular payment. Checked: 2026-10-16. - [Allgemeines bürgerliches Gesetzbuch § 1333: Gesetzliche Zinsen und weitere Schäden](https://www.ris.bka.gv.at/eli/jgs/1811/946/P1333/NOR40070130) — RIS / Austrian Federal Chancellery Subsection 2 requires fault on the debtor's part and loss actually incurred for further damages, as well as necessary, appropriate and proportionate out-of-court recovery costs. It is not a complete account of special UGB rules or contractual agreements and provides no basis for automatic fees in the samples. Checked: 2026-10-16. About the author Ilian Mykhailets Web projects since 2020 · more than five years of experience We build and improve websites for trades businesses in Vienna and across Austria. Our work focuses on technical setup, content and SEO. 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