Most unpaid detention is not disputed. It is forgotten. A short follow-up on a fixed schedule recovers a surprising share of it, and keeps the tone professional with brokers you still want loads from. Copy these, fill in the brackets, and re-attach the full claim every time.
Day 7: friendly check-in
Subject: Following up — Detention Claim — Load #[LOAD] — $[AMOUNT]
Hi [Name],
Following up on our detention claim for Load #[LOAD] (delivered [DATE]),
submitted per rate con #[RC]. Full claim and documentation re-attached.
Can you confirm it's in process and share an expected payment date?
Thanks,
[Name] · [Company] · [Phone]Day 14: firm reminder
Subject: Second request — Detention Claim — Load #[LOAD] — $[AMOUNT]
Hi [Name],
We haven't received payment or a status update on the detention claim for
Load #[LOAD]. The claim follows rate con #[RC] terms ([RATE]/hr after
[FREE TIME]), notice was sent at [TIME], and the signed BOL and ELD log are
attached again.
Please confirm the payment date, or let us know what else you need.
Thanks,
[Name]Day 30: final request
Subject: Final request — Detention Claim — Load #[LOAD] — $[AMOUNT]
Hi [Name],
This is our final request on the detention claim for Load #[LOAD],
originally submitted [DATE]. All documentation is attached.
Please either confirm payment or reply with the reason for non-payment
in writing so we can close this out on our side.
Thanks,
[Name]Why this works
- Every email stands alone. Re-attaching the evidence means nobody has to search for the original thread.
- The ask is specific. A payment date, or a written reason. Both close the loop.
- The tone never changes. Firm, factual, polite. No threats, no all-caps, nothing a broker would screenshot.
If a broker replies with a denial, see what to do when a broker won't pay detention.