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The Escalation Letter is a crucial document in Belgian commercial practice, serving as a formal mechanism to address serious concerns in business relationships. It is typically employed when initial attempts to resolve issues through regular communication channels have been unsuccessful. The document follows Belgian legal requirements for formal notices and should be used when there are significant breaches of contract, persistent performance issues, or other material concerns that require immediate attention and formal documentation. An Escalation Letter must clearly state the issues, reference relevant contractual provisions, detail previous communication attempts, and specify required remedial actions with deadlines. Under Belgian law, this document often serves as a crucial piece of evidence in subsequent legal proceedings and may be required before initiating certain legal actions.

1. Sender Details: Full legal name, address, and contact information of the sending party

2. Recipient Details: Full legal name, address, and contact information of the receiving party

3. Date: The formal date of the letter

4. Reference Line: Clear reference to the relevant contract/agreement including date and reference numbers

5. Subject Line: Clear indication that this is an escalation notice

6. Contract/Situation Reference: Specific reference to the relevant sections of the contract or situation being escalated

7. Issue Description: Detailed description of the problems or breaches being escalated

8. Previous Communications: Reference to any previous attempts to resolve the issue

9. Required Actions: Clear statement of the actions required from the recipient

10. Timeline: Specific deadlines for required actions and responses

11. Consequences: Statement of potential consequences if the required actions are not taken

12. Closing: Formal closing including signature block and title of sender