Billing, Claims and Documents

Detention Request Email

An AI prompt that turns your load facts into a short, factual detention request a broker or shipper can approve and pay.

9 fields to fill · Updated October 2026

The prompt 9 fields

Write a clear detention request to [broker/shipper] for load [load number]. Facts: arrived [time], loaded/unloaded [time], free time [hours], total detention [hours], rate [rate/hr]. Reference the rate confirmation terms and attach-list: [BOL, timestamps, driver notes]. Keep it factual, professional, and ask for payment confirmation by [date].

This prompt deals with money and contract terms. Check the amounts, free time and deadlines against your own rate confirmation before you send anything, and read the draft in full. The AI works from what you paste in, not from your agreement.

From load facts to a send-ready email.

What you fill in

Broker: Ridgeline Freight
Load: 48213-A
Arrived: 7:00 AM, Oct 14
Unloaded: 12:30 PM
Free time: 2 hours
Detention: 3.5 hours
Rate: $50/hr
Attach: Signed BOL, ELD timestamps, driver notes
Pay by: Oct 23

What comes back

Subject: Detention request, Load 48213-A

Hi Ridgeline team,

We are requesting detention for load 48213-A, delivered Oct 14. Our driver checked in at 7:00 AM and was unloaded at 12:30 PM, 5.5 hours on site.

The rate confirmation allows 2 hours of free time, with detention at $50/hr after that. Detention owed: 3.5 hours × $50/hr = $175.00.

Attached: signed BOL with in and out times, ELD timestamps, and driver notes.

Please confirm payment by Oct 23, or tell us if you need anything else to process it.

Thanks,

[Your name] · [Company] · [Phone]

Detention, chased. Without the copy and paste.

Vic reads the load, the rate confirmation and the timestamps, drafts the request, and holds it for your approval.

Try Vic→ Get a Demo→

BILLING · LOAD 48213-A

Detention calculated3.5 hrs × $50/hr from ELD times

Documents attachedBOL, timestamps, driver notes

Email to broker ready for review

Four ways to get paid faster.

Use logged times, not memory.Pull arrival and departure from ELD or gate records. Disputes turn on whose clock is right.

Quote the rate con.Paste the detention clause into the prompt so the email cites the exact free time and rate.

Send it the same day.Many rate cons set a window for detention claims. Check yours and send well inside it.

Ask for one thing.End with a single ask and a date. Clear asks get clear answers.

Questions

FAQs

What should a detention request email include?

The load number, arrival and departure times, the free time in the rate confirmation, billable hours, the hourly rate, the total, a list of attached documents, and the date you want payment confirmed.

How is detention time calculated?

Usually total time on site minus the agreed free time, billed at the agreed hourly rate. Rounding and billing increments vary, so follow your rate confirmation.

What documents should I attach?

A signed BOL showing in and out times, ELD or gate timestamps, driver notes, and the rate confirmation if the broker asks for it.

Which AI tools does this prompt work in?

Any AI chat tool. Paste it, fill the fields, and review the draft before sending. In Vic, the facts fill in for you.

Keep going

Related prompts

Check terms