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Announcing a price increase to customers by letter: template and checklist

A good customer letter clearly explains a new price, but does not authorise unilateral changes to existing contracts. Check the contractual basis first, then choose wording that fits the situation.

Updated August 2026 · 6 minutes read

Business owner calculating prices with a calculator and cost sheets in a workshop

New offers or existing contracts?

You can generally quote new prices for future orders not yet agreed. Already agreed prices do not change simply because you send a letter. Ongoing contracts require a valid price adjustment provision or customer agreement; sector-specific rules may also apply.

SituationSuitable wording
New orders after a dateExplain prices for future agreements, honouring existing commitments
Ongoing contract with a valid adjustment provisionExplain the basis, calculation, date and any relevant rights
Ongoing contract without that basisPropose an amendment and obtain express agreement

Standard terms must comply particularly with §§ 307 and 308 BGB; B2B contracts have specific rules under § 310 BGB. Energy, telecommunications, insurance and tenancy arrangements require specialist checks. There is no universal announcement period or special cancellation right for every price increase.

Business owner reviewing a cost breakdown and proposed prices
Check the legal basis first; transparent calculations do not replace a valid contract amendment.

Seven details for a clear customer letter

  1. Customer number and affected contract or service.
  2. Old and new prices, unit, scope of service and correct VAT treatment.
  3. Exact start date and which orders it applies to.
  4. Concise specific reasons rather than vague statements.
  5. Contractual basis or clear description as a proposal requiring agreement.
  6. Any applicable objection, agreement or cancellation channels.
  7. Contact person and next step.

If stating a percentage, calculate the difference divided by the previous price. Do not mix net and gross figures. A clear comparison helps customers understand and question the change constructively.

Sample: new prices for future orders

Subject: New prices for future orders agreed from [date]

Dear [name],
thank you for your trust. For orders newly agreed from [date], we offer [service] at [new price, unit and VAT treatment]. The corresponding previous price was [old price].
This adjustment reflects [specific cost development/service change]. Prices already agreed on a binding basis remain unaffected.
We would be pleased to discuss the services that best suit your needs. Contact us at [contact].
Yours sincerely,
[Business, contact person]

Alternative: amendment requiring agreement

Instead write: “We propose changing the price for [contract] to [amount] from [date]. Please let us know your express agreement.” Do not assert that silence or continued use automatically counts as agreement. Have the actual proposal reviewed.

Hands preparing a customer notification letter beside envelopes and a calendar
Document dispatch dates, the letter version and customer responses.

Organise sending without overpromising

Use the letter editor for individual notices. For larger lists, see creating and sending mail merge letters. The guide does not imply that automatic bulk sending or scheduling is available in the editor.

Allow postal transit time in addition to any applicable announcement period. Where receipt matters legally, consider suitable delivery evidence. Archive the actual text with the evidence; delivery evidence alone does not prove every detail of the contents. See business letter structure for formatting.

Official sources

§ 311 BGB · § 307 BGB · § 308 BGB · § 310 BGB

Note: General guidance on German law, not legal advice. This template concerns future orders, not a universal price adjustment clause.

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