Detention Claim Email Template
Keep the message factual and easy to review. Replace every bracketed field, verify the calculation, and use the submission method required by the customer, broker, contract, or rate confirmation.
General communication aid only. Review the message and supporting records before sending. DetentionDesk does not guarantee approval or payment.
Replace all bracketed fields
Email template
Use the facts and terminology that apply to the specific load.
Subject: Detention request — Load [LOAD NUMBER] — [FACILITY]
Hello [BROKER OR CUSTOMER CONTACT],
Please find our detention request for load [LOAD NUMBER] at [FACILITY] on [DATE].
Selected calculation window: [START EVENT] at [START TIME] to [END EVENT] at [END TIME]. Total wait was [TOTAL WAIT]. After [FREE TIME] of free time, the potentially billable time is [BILLABLE TIME]. At [RATE] using [INCREMENT AND ROUNDING], the requested detention amount is [AMOUNT].
Records included with this request: [LIST INCLUDED RECORDS].
Please confirm receipt and advise the next step in your review process.
Regards,
[CARRIER OR CONTACT]
[CONTACT INFORMATION]
- 01
Use a searchable subject line
Include the words detention request, the load number, and the facility so the message can be matched to the shipment.
- 02
Show the calculation inputs
State the selected start and end events, total wait, free time, billable time, rate, increment, rounding rule, and requested amount.
- 03
List only the records actually included
Do not describe a rate confirmation, BOL or POD, time record, or communication as attached unless it is actually included with the request.
- 04
Track the response and next action
Record the submission date, recipient, acknowledgement, requested follow-up, questions, and any additional records requested.