For practices, clinics and self-employed doctors faced with unpaid fees, managing these situations can quickly become a source of stress and a major administrative burden. Whether these unpaid fees are caused by an oversight, financial difficulties or a failure to communicate, it is essential to adopt a structured and professional approach to recovering the sums owed.
A clear and appropriate reminder will not only preserve your relationship with your patients, but also avoid costly legal proceedings. In this article, we suggest 3 sample dunning letters for unpaid fees, as well as advice on how to secure your payments in the future.
Sample dunning letters (3 examples)
1. First friendly reminder (Mail + SMS)
The first reminder should be courteous and sympathetic. The idea is to remind the patient that a bill is awaiting payment, while assuming that they have simply forgotten. A friendly (or at least non-aggressive) tone should be used to maintain the relationship and demonstrate your professionalism. We recommend that you send an SMS reminder at the same time as this email reminder.
Subject : Payment reminder
Dear Sir/Madam
Unless we are mistaken, we have not yet received payment for your invoice no. [invoice number] for [amount] issued on [date]. This invoice relates to [nature of service, consultation or intervention].
We would be grateful if you could make the payment as soon as possible in order to close this transaction.
Please find enclosed a reminder of your invoice. Please do not hesitate to contact us if you have any problems or questions regarding this payment.
Payment information :
- IBAN: FR76 XXXX XXXX XXXX XXXX XXXX XXXX XXXX
- Other methods of payment accepted: [Specify: credit card, cheque, bank transfer].
We look forward to hearing from you.
[Your name / Position]
[Contact details]
SMS reminder
Hello, we would like to remind you that your invoice no. [invoice number] for an amount of [amount] is awaiting payment. Please make your payment as soon as possible. [Payment link or contact]
2. Second formal reminder (e-mail + post)
If the first reminder goes unanswered, it's time to be firmer (while remaining professional, of course). This reminder should point out the possible consequences of a persistent delay. We recommend that you send both an e-mail and a letter to increase the number of means of communication.
Subject : Second reminder for outstanding payment
Dear Sir/Madam
Despite our first reminder dated [date], we note that invoice no. [invoice number] for [amount] remains unpaid. We would remind you that this sum corresponds to [nature of the service] carried out on [date].
We invite you to pay within [X days], to avoid more formal procedures. If you are experiencing financial difficulties, we remain at your disposal to discuss suitable solutions, such as payment by instalments*.
Payment information :
- IBAN: FR76 XXXX XXXX XXXX XXXX XXXX XXXX XXXX
- Other methods of payment accepted: [Specify: credit card, cheque, bank transfer].
We look forward to hearing from you.
3. Formal notice before legal proceedings
If the first two reminders are unsuccessful, a formal notice is the final step before legal collection proceedings. This letter must be formal and include the applicable articles of law. You can send this reminder by e-mail or registered post.
Subject : Formal notice before legal action
Dear Sir/Madam
We hereby give you formal notice to pay invoice no. [invoice number] in the amount of [amount] issued on [date] for [type of service].
In accordance with article 1231-1 of the French Civil Code, this late payment means that we have to take legal action to recover this sum.
Payment information :
- IBAN: FR76 XXXX XXXX XXXX XXXX XXXX XXXX XXXX
- Other methods of payment accepted: [Specify: credit card, cheque, bank transfer].
Please pay the amount due within 8 days of receipt of this letter. If you do not reply, we will be obliged to refer your case to our legal advisor.
Tips for optimising your reminders
Anticipating unpaid bills can help you to secure your income while reducing the stress associated with debt collection. Here are some solutions you can consider:
- Secure your fees upstream Swikly: Thanks to solutions such as Swikly, you can request a bank imprint before an operation to guarantee your payments. This reduces the risk of non-payment and simplifies your financial management.
- Multiply your communication channels Sending reminders by post, SMS and telephone considerably increases efficiency compared with three reminders by post alone.
- Adapt your tone to each reminder Courteous for the first relaunch, firmer for subsequent ones.
- Offer payment solutions : In the event of financial difficulties, offer suitable options such as instalments.
- Document each stage Keep a written record of all your communications for possible legal recourse.
Conclusion: firm, professional reminders
A structured and professional reminder system is essential for managing unpaid bills while preserving the relationship with your patients. By multiplying the channels of communication and the forms of reminder, you will put even more chances on your side to recover your unpaid bills.
For your next services, operations or consultations, we advise you to secure your payments upstream by using solutions like Swikly. This will drastically reduce the risk of non-payment and disruption to your cash flow.
To find out how Swikly can help you manage out-of-pocket expenses and excess fees, go to our page dedicated to the medical sector.
