Account Payable Confirmation Letter for Germany

Account Payable Confirmation Letter Template for Germany

A formal written confirmation document governed by German law that serves to acknowledge and verify outstanding accounts payable balances between business entities. This document, conforming to German Commercial Code (HGB) requirements and civil law principles under the BGB, provides legally binding confirmation of debt obligations, payment terms, and related conditions. It plays a crucial role in financial reporting, audit processes, and debt verification procedures, while offering protection to both creditor and debtor parties through clear documentation of their financial obligations and agreements.

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What is a Account Payable Confirmation Letter?

The Account Payable Confirmation Letter is a essential financial instrument used in German business practice to formally document and confirm outstanding payment obligations between commercial entities. It serves as a legally binding acknowledgment of debt under German law, particularly relevant for audit purposes, financial reporting, and debt verification processes. This document type is commonly used during financial year-end closings, audit procedures, or when there's a need to formally document payment obligations. The letter typically includes specific details about the outstanding amount, payment terms, and any special conditions, while conforming to requirements under the German Commercial Code (HGB) and Civil Code (BGB). It's particularly valuable for establishing clear documentation of financial obligations, helping prevent future disputes, and supporting financial statement preparations.

What sections should be included in a Account Payable Confirmation Letter?

1. Letter Header: Formal business letter header including sender's company details, recipient's details, and date

2. Reference Line: Clear reference to relevant account numbers, invoice numbers, or other identifying information

3. Opening Statement: Formal opening confirming the purpose of the letter as an accounts payable confirmation

4. Debt Confirmation: Clear statement of the total amount owed, as of specific date

5. Payment Terms: Confirmation of agreed payment terms, including due date(s)

6. Authorization: Statement confirming the signatory's authority to confirm the debt on behalf of the debtor company

7. Closing: Formal closing with signature block for authorized representative

What sections are optional to include in a Account Payable Confirmation Letter?

1. Payment Plan Details: Include when there is a specific installment or payment plan agreed upon

2. Dispute Resolution: Include when there are disputed amounts or ongoing reconciliation processes

3. Interest Terms: Include when specific interest rates apply to the outstanding amount

4. Currency Information: Include for international transactions or when multiple currencies are involved

5. Set-off Rights: Include when there are mutual trading relationships with set-off possibilities

6. Parent Company Guarantee: Include when the confirmation is backed by a parent company guarantee

What schedules should be included in a Account Payable Confirmation Letter?

1. Schedule A - Debt Breakdown: Detailed listing of individual invoices or obligations making up the total confirmed amount

2. Schedule B - Payment History: Record of previous payments made against the debt

3. Schedule C - Supporting Documents: Copies of relevant invoices, purchase orders, or delivery confirmations

4. Schedule D - Payment Plan: If applicable, detailed payment schedule showing installment amounts and dates

5. Appendix 1 - Authority Documentation: Copy of power of attorney or other documentation proving signatory's authority

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Jurisdiction

Germany

Publisher

Genie AI

Document Type

Confirmation Letter

Sector

Sales

Cost

Free to use
Relevant Industries

Manufacturing

Retail

Wholesale

Construction

Professional Services

Technology

Telecommunications

Healthcare

Energy

Transportation and Logistics

Financial Services

Real Estate

Agriculture

Mining and Resources

Education

Hospitality

Relevant Teams

Finance

Accounting

Legal

Procurement

Treasury

Audit

Corporate Governance

Risk Management

Credit Control

Relevant Roles

Chief Financial Officer

Finance Director

Accounts Payable Manager

Financial Controller

Treasury Manager

Accounting Manager

Credit Controller

Finance Manager

Procurement Manager

Legal Counsel

Company Secretary

Auditor

Financial Analyst

Accounts Payable Specialist

Senior Accountant

Industries
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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