Unpaid rent reminder: the first step towards recovery
The friendly reminder is the landlord’s immediate reaction when faced with a rent payment default. Quick, free and often decisive, it resolves the vast majority of late payments without initiating formal proceedings. Field reports indicate that 60 to 70% of rental non-payment cases in Belgium are regularised following a simple reminder, the delay often being linked to an oversight, a banking issue or a temporary cash flow difficulty.
The friendly reminder precedes the formal notice by registered post, which constitutes the next formal step in the recovery process. For the landlord, combining responsiveness and courtesy maximises the chances of recovering the unpaid rent months while preserving the tenancy relationship. Conversely, passivity sends a dangerous signal: a tenant who notices that the landlord does not react to the first late payment will be less inclined to prioritise rent payment going forward.
First reminder: friendly notice
The first reminder takes place quickly, from the 5th day following the rent due date. It can be sent by email, SMS or phone call.
When to send it:
- 5 to 7 days after the due date
- After verifying that the payment is not being processed by the bank (transfers take 1 to 2 business days)
Recommended tone: Courteous and factual. Assume that the delay is unintentional (oversight, technical issue). Do not be accusatory from the first reminder.
Elements to include:
- Reminder of the rent and charges amount
- Month concerned
- Overdue date
- Request for prompt regularisation
- Bank details for the transfer
Preferred channel by order of effectiveness:
| Channel | Speed | Proof | Effectiveness |
|---|---|---|---|
| Phone call | Immediate | Low (no written record) | High (direct dialogue) |
| Fast | Good (timestamped) | Good | |
| SMS | Fast | Good | Medium |
| Ordinary letter | Slow (2-3 days) | Medium | Medium |
The ideal approach is to combine a phone call (for human contact) and a confirmation email (for the written record). Systematically keep a copy of reminders sent: they will serve as evidence if judicial proceedings become necessary.
Second reminder: firmer tone
If the first reminder has no response after 7 to 10 days, a second reminder is needed. The tone becomes more formal and postal mail is preferred.
Differences from the first reminder:
- Sent by ordinary post (not yet registered, that will be the formal notice stage)
- Firmer tone, while remaining courteous
- Reminder that the first reminder went unanswered
- Detailed breakdown of amounts due (rent + charges + any late payment interest)
- Announcement that a formal notice will follow if there is no regularisation within 7 days
Structure of the second reminder:
- Reminder of the first reminder (date, channel)
- Finding of no payment or response
- Updated breakdown of arrears
- Regularisation deadline granted (7 days)
- Warning that a formal notice will follow
- Invitation to make contact to discuss a payment plan if the tenant is experiencing difficulties
This second reminder has a dual purpose: to give the tenant one last chance and to build an additional element of the file demonstrating the landlord’s patience and good faith.
Best practices for effective reminders
Do:
- React quickly: do not wait for the 2nd or 3rd month of non-payment
- Stay factual and courteous: an offended tenant will be less cooperative
- Offer dialogue: the tenant may be going through temporary difficulties (job loss, illness)
- Document every exchange: dates, content, responses
- Set up a standing order: to prevent recurring oversights
Avoid:
- Harassing the tenant (repeated calls, aggressive texts): this is counterproductive and potentially sanctionable
- Sending disproportionate threats (“I will have you evicted tomorrow”): the tenant knows this is not possible and loses trust
- Accepting excuses without a plan: “I will pay next week” must materialise in a written commitment with a date
- Waiting too long: each month of passivity is an additional month of arrears
Optimal reminder timeline:
| Day | Action | Channel |
|---|---|---|
| D+5 | First friendly reminder | Email + phone call |
| D+15 | Second reminder (if no payment) | Ordinary post |
| D+20 | Formal notice | Registered letter |
| D+35 | Referral to justice of the peace (if no payment) | Summons by bailiff |
This timeline is indicative and should be adapted to each situation. For a long-standing tenant with an exemplary payment history, a slightly longer timeframe is reasonable. For a tenant with a second or third late payment, accelerate the procedure.
The role of the CPAS: if the tenant reports serious financial difficulties (job loss, illness), the landlord has an interest in directing them to the municipal CPAS. The CPAS can intervene by offering rent payment assistance or social support. This approach is doubly beneficial: it facilitates recovery and demonstrates the landlord’s good faith before the justice of the peace.
Unpaid rent insurance: for multi-property landlords, taking out unpaid rent insurance helps secure rental income in case of persistent non-payment, even if the Belgian offer remains less developed than in France.
For a complete view of all recovery steps, from the reminder to seizure, consult our page on the procedure in case of unpaid rent.