Letter templates
Choose a template and replace the fields in square brackets. Check the deadlines and formal requirements that apply before sending.
Reminder for an unpaid invoice
Use this when an invoice has fallen due and your records show an outstanding balance.
Payment reminder for invoice [number] dated [date]
Dear [name],
invoice [number] for [goods or services] was due on [due date]. After checking our payment records, the outstanding balance is [amount and currency].
Please pay the outstanding amount by [date] using the bank details on the attached invoice and quote the invoice number. If you have already paid, please let us know the payment date and reference. If you dispute the invoice, please briefly explain why.
Kind regards [name and contact details]
Before sending
Check the due date, invoice recipient and any part payments. Keep a copy and proof of sending. Whether payment is legally in default depends on the applicable law and circumstances.
Notify a carrier of cargo damage
An initial notice to the carrier when goods arrive damaged or part of a consignment is missing.
Damage notice for consignment [reference]
Dear [name],
consignment [consignment or waybill reference] was delivered on [date, time and place]. On [date and time], we identified [packages affected, the nature and extent of visible damage or the number of items missing].
We attach [photos, delivery note, waybill and any remarks recorded at delivery]. Please confirm receipt and let us know whether you wish to inspect the goods or packaging. We reserve our position pending further review and assessment of any loss.
Kind regards [name, company and contact details]
Before sending
Record visible damage at delivery. Promptly check the correct recipient, required form and deadline, as these can vary with the transport and governing law. Where possible, retain and photograph the goods and packaging.
Request documents after a road accident
For an enquiry to an insurer when you need a claim reference, documents or an update.
Road accident on [date] · claim reference [if known]
Dear [name],
please provide an update on the claim arising from the road accident on [date] in [place]. For identification, my reference is [claim number or vehicle registration, as needed].
Please confirm the claim reference and send copies of [specific documents, such as the damage estimate or review report], where available and disclosable. If you need any further documents from me, please tell me what is required and how I can submit them securely.
Kind regards [name and contact details]
Before sending
Share only the information needed to identify and handle the claim. Use a secure channel for confidential documents. Check any running deadlines independently of the insurer’s reply.