A financial claim needs more than a statement that money remains unpaid. The file should show how the debt arose, what was delivered or performed, when payment became due and what happened after the delay. A clear sequence makes it easier to identify strengths, potential objections and the appropriate follow-up plan.

Core documents for a claim file

1. Contract or purchase order

Collect the signed contract, amendments, change orders, purchase orders and accepted commercial terms. Check the parties' names, payment terms, due date and any agreed notice or dispute procedure.

2. Invoices and statement of account

Include the invoices covered by the claim rather than every invoice from the commercial relationship. Prepare a statement showing the original amount, payments, credit notes or deductions, and the final balance. Its total should match the amount being claimed.

3. Evidence of delivery or performance

This may include delivery notes, completion certificates, acceptance records, emails confirming performance or another record linking the invoice to what was supplied or completed. If a defect or shortfall was raised, explain whether and how it was addressed.

4. Correspondence and acknowledgements

Keep messages in which the debtor acknowledges the amount, asks for time or proposes instalments. Select communications directly related to the claim and arrange them by date. Avoid relying only on cropped screenshots that do not show the sender, date or context.

5. Payments, cheques and earlier settlements

Add evidence of partial payments, relevant cheque details and any prior instalment or settlement agreement. A partial payment may help explain the balance and payment history, but its significance depends on the circumstances of the claim.

The goal is not to collect the largest number of files.The goal is a simple documentary story: agreement, performance, invoice, due date, follow-up and a verifiable outstanding balance.

How should the file be organised?

  1. Create a separate claim folder, then divide it into contract, invoices, delivery, correspondence and payments.
  2. Name each file with the date and document type, for example: 2026-04-15 Invoice 104.
  3. Prepare a one-page chronology listing the key events without unnecessary narrative.
  4. Add a concise calculation showing how the final balance was reached.
  5. Identify where original documents are held and share copies only when needed.

What if there is no single signed contract?

The absence of one signed contract does not automatically prevent an assessment, but it makes the surrounding evidence more important. Purchase orders, accepted invoices, delivery evidence, correspondence and payment history may help explain the relationship. Their sufficiency cannot be decided in the abstract, so provide the complete sequence rather than selecting isolated messages that support only one side.

What should be sent with the initial assessment request?

At the outset, your name, contact details, approximate claim value, a short description of the debtor, the basis of the debt and the date of the last promise or payment are enough. Do not upload full contracts, bank details or identity documents through a public form. After the initial review, the required records and an appropriate sharing method can be confirmed.

This article provides general information and is not legal advice. The records needed will vary according to the relationship, the type of claim and any existing objections.