The Proof of Payment Letter is a crucial document in Dutch business and legal practice, used to formally acknowledge and document the receipt of payments between parties. This document is particularly important in situations requiring official confirmation of payment completion, such as large transactions, contractual obligations, or when proof of payment is needed for legal or tax purposes. The letter must comply with Dutch financial regulations and the Civil Code (Burgerlijk Wetboek), containing specific details about the transaction including amount, date, parties involved, and payment method. It serves multiple purposes including audit trails, legal evidence, and financial record-keeping, while adhering to Dutch data protection laws. The document is widely used across various sectors and can be issued in both physical and electronic formats, provided it meets the requirements of the Dutch Electronic Commerce Act.

1. Header Information: Date, reference number, and contact details of both the issuer and recipient

2. Subject Line: Clear indication that this is a Proof of Payment Letter and reference to the specific payment

3. Payment Details: Specific details of the payment including amount, currency, date of payment, method of payment, and any reference numbers

4. Purpose of Payment: Description of what the payment was for, including any relevant invoice or contract references

5. Confirmation Statement: Formal statement confirming that the payment has been received and cleared

6. Signature Block: Authorized signature, name, and title of the person issuing the confirmation