Guide · 5 min read

Reminder to tenants — the legally compliant Template

When the rent doesn't come in, every day counts. We show you the legally sound escalation of reminders (1st reminder → 2nd reminder → termination without notice), the right wording, and from when you may charge default interest, reminder fees or bring in a debt-collection agency.

Try Rentprime for free

Payment method required · €0 for the first 7 days · cancel anytime

When is the tenant in default?

The tenant is automatically in default when the rent falls due by the 3rd working day of a month (§556b BGB) and has not been paid. You do NOT need to send a reminder for this — default arises by operation of law. A reminder is only needed for damage claims and for documentation.

Three-stage dunning — the standard

Stage 1: payment reminder (friendly)

Days 5–10 after the due date. Not a "reminder" but a "Zahlungserinnerung — vermutlich ein Versehen". Do not mention any reminder fee or default interest. Keeps the relationship free of pressure.

Stage 2: 1st reminder with deadline

Days 14–21. Set a specific payment deadline ("by [date, +14 days]"). Note the default interest (5% above the base rate = currently approx. 7.12% p.a.) + reminder fee (€5–10 flat).

Stage 3: final reminder with notice of termination

If 2 months' rent or more is outstanding: an explicit threat of termination without notice under §543(2) no. 3 BGB. Note: set only a further ~14-day deadline — after that, termination can take effect.

Your utility bill statement in 10 minutes instead of 3 hours

7-day free trial

Payment method required · €0 for the first 7 days · cancel anytime

Reminder template (Stage 2)

Subject: 1st reminder — outstanding rent [month/year] Dear Ms/Mr [surname], Unfortunately, to date we have not been able to record receipt of payment for the rent for the month of [month/year]. Outstanding amount: [XXX,XX] € Due since: [date] Days in arrears: [number] We ask you to transfer the amount no later than [today's date + 14 days] to the following account: IBAN: [DE...] BIC: [...] Reference: rent [month/year], [property] In the event of late payment, we reserve the right to charge default interest at 5% above the base rate (German Civil Code) as well as a reminder fee of 5,00 €. Should your payment have crossed with this letter in the meantime, please disregard this letter. Kind regards [landlord's name]

What's allowed — what isn't?

✓ Reminder fee 2.50–5 € flat — anything higher counts as an inadmissible contractual penalty
✓ Default interest from the 4th business day of a month (no additional reminder required)
✓ Engaging a debt-collection service — but: collection costs are only reimbursable to a limited extent
✗ Flat "processing fee" over €5 → invalid
✗ "Schwarze Liste" / Schufa-Eintrag-Drohung ohne richterlichen Titel → wettbewerbswidrig
✗ Direct lawsuit without prior reminder → if the tenant pays immediately + can prove that no reminder was sent: cost risk of the lawsuit lies with the landlord

From when is termination without notice possible?

Termination without notice is possible if: 2 consecutive months' rent are outstanding OR the arrears reach 2 full months' rent (§543(2) no. 3 BGB). Partial non-payment of smaller amounts is not enough — there must be a substantial debt.

Important: the tenant can remedy the termination through full payment within 2 months of the eviction action (§569 Abs. 3 Nr. 2 BGB) — aber nur, wenn der Kündigung nicht schon innerhalb der letzten zwei Jahre eine solche Schonfristzahlung vorausging (Sperrfrist zwei Jahre).

How Rentprime helps you

Rentprime automatically detects outstanding rent payments via the bank sync (PSD2). In the event of late payment, the system suggests dunning steps 1–3 automatically — legally sound texts, pre-filled amounts, default interest calculated automatically, the reminder as a PDF ready to send (by email or letter with proof of delivery). The escalation stage + date are documented for any potential eviction action.

Related guides

View plans & pricing