The parties

Identifying creditor and debtor

  • Name or company name and tax identification number.
  • Known address and contact channels.
  • Representatives or contacts involved in the transaction.
  • Relevant banking or invoicing information.

The order

How the payment obligation arose

  • Signed contract.
  • Accepted quotation or purchase order.
  • Applicable general terms.
  • Emails or messages confirming price, scope and deadlines.

Performance

What proves that you delivered or provided the service

  • Delivery notes and proof of delivery.
  • Work records.
  • Reports, files or results delivered.
  • Acceptance, receipt or use by the customer.
  • Absence or resolution of reported issues.

The debt

Amount and due date

  • Complete invoice and any corrections.
  • Account statement or schedule of overdue amounts.
  • Partial payments, credits and set-offs.
  • Separate calculation of principal and additional items.

Correspondence

What happened after the due date

  • Reminders sent.
  • Replies and promises to pay.
  • Acknowledgements of debt.
  • Proposals for a schedule or reduction.
  • Previous claims that can be evidenced.
Recommended organisationKeep the originals and prepare a one-page timeline. Do not alter emails, screenshots or documents to “improve” them.