For claims against consumers, a compliant 14-day letter is mandatory before extrajudicial collection costs may be charged. This article explains which elements are required by law, which phrasings are legally safe, how to calculate the collection costs, and which mistakes commonly cause problems in practice. It also includes a ready-to-use template letter.

When is the 14-day letter required?

The obligation applies only to B2C claims. The letter gives the consumer one clear and reasonable final opportunity to pay without additional costs. There is no such statutory obligation for B2B, although issuing a final, unambiguous notice can also be sensible there.

Legal requirements (WIK/BIK)

A valid 14-day letter identifies the claim (invoice number(s) and the exact principal), grants a payment term of at least fourteen days starting on the day after delivery or receipt of the letter, and warns that statutory interest and extrajudicial collection costs will be due if full payment is not received in time. You must state the exact amount of collection costs that will become payable under the Decree on Compensation of Extrajudicial Collection Costs (BIK); the range is a minimum of EUR 40 and a maximum of EUR 6,775. Include clear payment instructions (IBAN, account name and payment reference) and a contact option. Avoid wording such as “within 14 days from today” or “after dispatch.”

Court-safe phrasing

Use one of the following sentences: “Within 14 days from the day after this letter was delivered to you.” or “Within 15 days after this letter was delivered to you.” This makes the start of the term unambiguous.

Examples of collection-cost calculations

Principal EUR 150: 15% equals EUR 22.50, but the minimum applies, so the costs are EUR 40.
Principal EUR 1,000: costs are EUR 150 (15%).
Principal EUR 3,000: costs are EUR 425 (15% on the first EUR 2,500 = EUR 375 plus 10% on the next EUR 500 = EUR 50).

Pre-send checklist

Verify that the invoice data and principal are correct; that the term is phrased to start “from the day after delivery”; that the exact BIK amount is stated; that statutory interest is announced; that payment instructions and contact details are clear; and that the date and method of dispatch have been recorded (preferably both post and e-mail).

Common mistakes

Frequent issues include an incorrect formulation of the term, failure to state the exact amount of collection costs, or unclear payment instructions. Another pitfall is dunning small instalment amounts separately, which causes cost stacking and disputes. Where possible, bundle and provide one clear final opportunity.

Cumulative rules for instalments

To prevent disproportionate stacking of collection costs on small monthly instalments, cumulative rules apply. Bundle small instalments and calculate the costs over the total based on the BIK scale. Always check the current rules.

Template letter (copy-ready)

Dear [NAME],

According to our records, the following invoice remains unpaid:
Invoice number: [INVOICE NUMBER] Invoice date: [DATE] Principal amount: EUR [AMOUNT]

We hereby offer you one final opportunity to pay the outstanding amount without additional costs. Please transfer the amount within 14 days from the day after this letter was delivered to you.

If full payment is not received within this term, extrajudicial collection costs and statutory interest will be charged. In your case, the collection costs amount to EUR [COLLECTION COSTS] under the Decree on Compensation of Extrajudicial Collection Costs.

Payment instructions:
IBAN: [IBAN] Account name: [CREDITOR] Payment reference: [REFERENCE]

Do you have questions or wish to arrange a payment plan? Please contact us within 7 days via [PHONE] or [E-MAIL].

Kind regards,
[SENDER NAME] [POSITION] [COMPANY]

Next steps if payment fails

Carry out the amicable collection process in a structured way (reminders and phone contact). If payment still fails, consider issuing proceedings in the subdistrict court and, after a judgment, proceed with enforcement (for example by seizure).

Legal basis

Article 6:96(6) Dutch Civil Code; Decree on Compensation of Extrajudicial Collection Costs (BIK); aligned with WIK. Additional cumulative rules apply to instalments.

Need help?

We do the calculations, document everything, and handle the amicable (pre-litigation) and, if necessary, court proceedings. Contact us via WhatsApp, phone, email, or through our website.