Start with the Agreement and Its Attachments
Gather the contract, purchase orders, the accepted quotation, the specifications, and any later amendment. If there are multiple documents, note the date of each document and how it relates to the previous one, and indicate whether the dispute concerns the price, quantity, delivery date, or scope of supply.
Link Each Delivery to Proof of Its Receipt
Arrange the delivery and receipt records by date, along with shipping documents, inspection reports, and any remarks. Show the recipient's name and capacity as they appear on the document, and identify whether there are returned quantities, supplementary work, or remarks that remain open.
Prepare a Clear Statement of Account
Create a table showing the invoice number, date, and value, the amount paid, and the balance. Attach any available transfers, balance reconciliations, and credit notes. Separate the principal amounts due from any additional request, and identify the source of each figure instead of relying on an unitemized total.
Keep Correspondence in Context
Collect correspondence requesting payment, the replies, promises to pay, and any objection to the supply. Keep the available original copies, the context of the conversation, and its dates. Correspondence may reveal that the root of the dispute lies in receipt or specifications, not in payment alone.
Write a One-Page Summary
State the parties to the dealings, what was agreed and performed, the amount you want reviewed, and the main points of dispute and any previous proceedings. When moving to court filing, the Ministry of Justice's statement of claim service explains that case requirements are reviewed according to the case classification, with data entry and attachment of the required documents; this checklist is therefore not a substitute for the requirements of the specific classification.
Official reference
Ministry of Justice — Statement of Claim ServiceThis is guidance for preparation and review. Documents and procedures vary depending on the facts, and the legal position is determined after reviewing the file.