Mahnung explained: payment reminders, Inkasso letters and the Mahnbescheid

What is a Mahnung?

A Mahnung (reminder) is sent when a bill was not paid on time — for example for a phone contract, an online order, electricity, a gym or a doctor's bill. The first letter is often called Zahlungserinnerung (payment reminder). Further letters may say 1. Mahnung, 2. Mahnung or letzte Mahnung (final reminder). The company may add reminder fees (Mahngebühren) and default interest (Verzugszinsen).

A reminder does not automatically mean you owe the money. Mistakes happen: a payment was already made, a contract was cancelled, or the amount is wrong. Check before you pay — but act quickly.

Inkasso: when a collection agency writes

If a bill stays unpaid, the company can hand the claim to a collection agency (Inkassounternehmen or Inkassobüro). Inkasso letters often sound threatening, but an Inkasso company cannot seize your property or wages by itself — that requires a court decision.

Legitimate collection agencies in Germany must be registered. You can check this in the official legal services register (Rechtsdienstleistungsregister). Be careful with emails or text messages that ask you to pay via a link — fake Inkasso messages are common. If you do not recognise the original creditor or the claim, do not pay before checking.

Mahnbescheid: a letter from the court

The creditor can apply to a court for a Mahnbescheid (court payment order) in the gerichtliches Mahnverfahren (court dunning procedure). It arrives as an official delivery, often in a yellow envelope, and comes from an Amtsgericht (district court). The court does not check whether the claim is justified.

This is the moment to act: you can file a Widerspruch (objection) within two weeks after delivery, using the form that comes with it. If you do nothing, the creditor can obtain a Vollstreckungsbescheid (enforcement order). Against that, you can file an Einspruch (objection), again generally within two weeks. After that, enforcement through a bailiff (Gerichtsvollzieher) becomes possible.

Your options

• The claim is correct: pay the amount, or ask in writing for an instalment plan (Ratenzahlung).
• The claim is wrong: object in writing, explain why, and attach proof (for example a bank statement or a cancellation confirmation).
• You are not sure: ask a consumer advice centre or a debt counselling service before you pay or sign anything.
• You have several debts: free debt counselling (Schuldnerberatung) can help you make a plan.

Key German words

What to do

1. Find the original billCompare the reminder with the invoice, your contract and your bank statements.
2. Check who is writingIs it the company itself, a registered collection agency or a court? Check Inkasso companies in the official register.
3. Respond in writingPay, ask for instalments or object — always in writing, with your customer or file number. Keep copies.
4. React to a Mahnbescheid within two weeksIf you disagree with a court payment order, send the objection form back in time.
5. Get help earlyConsumer advice centres and debt counselling services can check the claim with you.

Useful German phrases

• Die Rechnung habe ich am … bezahlt. Einen Nachweis füge ich bei.I paid the invoice on …. I am enclosing proof.
• Ich widerspreche der Forderung, weil …I object to the claim because …
• Bitte senden Sie mir eine Aufstellung der Forderung.Please send me a breakdown of the claim.
• Ich bitte um Ratenzahlung in Höhe von … Euro monatlich.I request payment in instalments of … euros per month.
• Den Vertrag habe ich am … gekündigt.I cancelled the contract on …

Where to get free or low-cost help

• Verbraucherzentrale (consumer advice centre)Consumer advice centres exist in every federal state. They help with bills, contracts, payment reminders and Inkasso letters. Some information is free; individual advice may cost a small fee.
• Schuldnerberatung (debt counselling)Recognised debt counselling services run by municipalities and welfare organisations are usually free. They help you check claims, talk to creditors and plan repayments.
• Migrationsberatung für erwachsene Zuwanderer (MBE)Free, confidential counselling for immigrants aged 27 and over, offered by welfare organisations with federal funding. Counsellors help you understand letters, fill in forms and contact authorities. Find an office near you with the BAMF-NAvI search.

Official sources

• Consumer advice centres (verbraucherzentrale.de) — Inkasso and reminders
• Official legal services register — check if an Inkasso company is registered
• German Code of Civil Procedure, § 692 (content of the Mahnbescheid)