Email template for notifying customers about post-hire charges. Calm and factual, includes booking reference, what happened, amount, evidence list, and how to respond.

How to Use This Template

Copy the email below and replace the bracketed fields with your specific information. Send this within 24-48 hours of vehicle return.

Post-Hire Charge Email

Subject line and email body for notifying customers about post-hire charges.

Subject: Post-Hire Charge - Booking [BOOKING_REF]

Hi [CUSTOMER_NAME],

Thank you for renting with [BUSINESS_NAME]. We completed our inspection of the vehicle (Booking: [BOOKING_REF]) and found the following:

[CHARGE_DESCRIPTION]

Examples:
• Damage to rear bumper: 15cm scratch on right side, visible dent. Repair quote: $450.
• Excessive cleaning required: pet hair throughout interior, food stains on seats. Professional deep clean: $120.
• Parking ticket: [Ticket Number], [Date], [Location]. Fine amount: $65. Administrative fee: $15.

Charge Amount: [AMOUNT]
Due Date: [DATE] (typically 7-14 days from today)

Evidence:
• Photos attached (see below)
• [Repair quote/Invoice/Ticket] attached

You can review the charge and evidence by clicking the payment link below. If you have questions or would like to discuss this charge, please contact us at [CONTACT_EMAIL] or [CONTACT_PHONE] within [RESPONSE_DAYS] days.

[PAYMENT_LINK]

If you believe this charge is incorrect, please let us know and we'll review it together. We're here to help.

Thank you,
[YOUR_NAME]
[BUSINESS_NAME]
[CONTACT_EMAIL]
[CONTACT_PHONE]

Download

Adjust to your situation; keep it factual and specific.

Tips for Using This Template

→ Be specific in [CHARGE_DESCRIPTION]. Include location, size, and cost justification.
→ Attach photos directly to the email or use a link to a shared folder.
→ Give customers 7-14 days to respond. This reduces disputes and improves relationships.
→ Keep the tone calm and factual. Avoid accusatory language.

Post-Hire Charge Email Template

How to Use This Template

Post-Hire Charge Email

Tips for Using This Template

Related Resources

Want this workflow without spreadsheets?