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Formal Debt Collection Letter

Formal Debt Collection Letter Template for Belgium

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Key Requirements PROMPT example:

Formal Debt Collection Letter

"I need a Formal Debt Collection Letter for a Belgian manufacturing company seeking to recover €75,000 in unpaid invoices from a business client, with all communication records from January 2025 to be included as supporting documentation."

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Document background
The Formal Debt Collection Letter is a crucial document in the Belgian debt recovery process, serving as a formal notification and demand for payment of outstanding debts. It is typically used when previous informal attempts to collect payment have been unsuccessful, marking an escalation in the collection process. The document must strictly comply with Belgian legal requirements, including the Law of 20 December 2002 on Amicable Recovery of Consumer Debts and the Belgian Civil Code. It contains essential information such as debt details, payment terms, and legal consequences, while maintaining professional tone and adherence to fair collection practices. This document is particularly important as it often serves as a prerequisite for any further legal action and must be carefully drafted to ensure its validity in Belgian courts if legal proceedings become necessary.
Suggested Sections

1. Sender Details: Full legal name, address, and registration details of the creditor or debt collection agency

2. Recipient Details: Full name and address of the debtor, including any reference numbers

3. Date and Reference: Current date and unique reference number for the debt collection case

4. Formal Debt Notification: Clear statement that this is a formal debt collection notice

5. Debt Details: Precise amount owed, original due date, and breakdown of the principal amount, interest, and any additional costs

6. Legal Basis: Reference to the underlying contract or obligation that created the debt

7. Payment Instructions: Clear payment terms, deadline, and banking details for settlement

8. Consequences of Non-Payment: Information about potential legal actions if payment is not received

Optional Sections

1. Interest Calculation: Detailed breakdown of interest calculations - required when charging statutory or contractual interest

2. Previous Communications: Reference to prior payment requests - include when this is not the first notice

3. Settlement Options: Proposed payment arrangements or settlement options - include when willing to negotiate terms

4. Consumer Rights Notice: Mandatory information about consumer rights - include when the debtor is a consumer

5. Dispute Resolution: Information about how to dispute the debt - recommended for consumer cases

Suggested Schedules

1. Original Invoice(s): Copies of unpaid invoices or billing statements

2. Statement of Account: Detailed overview of all transactions, payments, and outstanding amounts

3. Contract Extract: Relevant excerpts from the original contract showing payment obligations

4. Payment History: Record of any partial payments made and remaining balance

5. Interest Calculation Sheet: Detailed breakdown of how interest and late payment charges were calculated

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant Industries

Financial Services

Retail

Manufacturing

Professional Services

Construction

Healthcare

Technology

Real Estate

Wholesale Trade

Telecommunications

Utilities

Transportation and Logistics

Relevant Teams

Legal

Finance

Accounts Receivable

Credit Control

Collections

Treasury

Risk Management

Commercial Operations

Relevant Roles

Credit Controller

Accounts Receivable Manager

Financial Manager

Collections Specialist

Legal Counsel

Debt Recovery Officer

Finance Director

Credit Manager

Accounts Manager

Treasury Manager

Risk Manager

Commercial Manager

Business Development Manager

Industries
Belgian Civil Code (Code Civil/Burgerlijk Wetboek): Fundamental law governing contractual obligations, debt recovery, and payment terms in Belgium. Articles 1134-1165 specifically address contractual obligations and their enforcement.
Law of 20 December 2002 on Amicable Recovery of Consumer Debts: Regulates debt collection practices and provides specific requirements for debt collection letters, including mandatory information and prohibited practices when collecting consumer debts.
Belgian Economic Law Code (Code de droit économique/Wetboek van economisch recht): Contains provisions on unfair commercial practices and consumer protection, particularly relevant when the debtor is a consumer.
Law of 2 August 2002 on Combating Late Payment in Commercial Transactions: Specifies rules for payment terms in B2B transactions, including statutory interest rates and recovery costs.
Belgian Privacy Law (Data Protection Act): Governs the handling of personal data in debt collection processes, ensuring compliance with privacy regulations when processing debtor information.
Judicial Code (Code Judiciaire/Gerechtelijk Wetboek): Contains provisions on legal procedures for debt recovery, including formal notice requirements and statute of limitations for debt claims.
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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