Case files at the core
Every matter is kept as a digital file. Incoming letters, attachments, replies and appointments sit in one place and are findable through full-text search — including the content of PDF documents.
Official mail. Handled.
Letter Manager captures your letters, reads out deadline and reference number, drafts the reply and sends it by post. No subscription.
Inbox3 cases
- Tax OfficeAppeal against tax assessmentREF 93/2026-1Due in 3 days
- Health InsuranceProof of contribution basisREF KK-40812Due in 12 days
- Utility ProviderObjection to annual statementREF 2026-0042Sent
A letter from the tax office, from arrival to reply
Using a tax assessment as the example: what Letter Manager reads out, where the letter is filed and what ends up in the post.
Photo, PDF or forwarded email
Photograph the letter, upload a PDF or forward the email to your personal scan address. The AI reads out sender, reference number and deadline.
AI analysisassessment-2025.pdf · received by email- Sender
- Tax Office Stuttgart
- Reference
- 93/2026-1
- Subject
- Income tax assessment 2025
- Appeal deadline
- 14 Oct 2026
One file per case, the deadline in your calendar
Every letter belonging to a case sits in one case file. The detected deadline becomes a follow-up and appears in iCloud, Google Calendar or Outlook via WebCal.
Case · Income tax 2025- 12 Sep 2026Tax assessment received
- 12 Sep 2026Follow-up: appeal by 14 Oct 2026
- 15 Sep 2026Home office receipts added
In your calendar: Tax office appeal · 14 Oct 2026
The reply, formatted to DIN 5008
The AI proposes a draft that takes the earlier correspondence in the case into account. You review and edit it in the editor, with your own letterhead and page numbering.
Max Mustermann · Musterweg 1 · 70173 Stuttgart
Tax Office StuttgartPO Box 10 20 3070173 Stuttgart
Stuttgart, 18 Sep 2026
Appeal against the income tax assessment 2025, ref. 93/2026-1
Dear Sir or Madam, I hereby appeal against the assessment referred to above. The expenses for my home office have not been taken into account …
Posted for you, as registered mail if you wish
Pixelletter takes care of printing, enveloping and postage. With registered mail you can track the letter until delivery.
Dispatch- Pages
- 2
- Service
- Registered mail
- Cost
- €6.25
- 18 Sep 2026Handed over to Pixelletter
- 19 Sep 2026Printed and posted
Letter templates for cancellations and appeals
Templates with deadlines, form requirements and legal basis under German law — from mobile contracts to appeals against official decisions. Fill in, review, let us post it.
Cancel a mobile contract
Mobile, landline and internet: notice period under § 56 TKG, number porting included.
Cancel a gym membership
Minimum term, special termination rights when moving or falling ill — with a sample letter.
Cancel streaming and subscriptions
Netflix, Spotify, newspapers: where a letter works — and where you must cancel in your account.
Cancel an insurance policy
Governed by the VVG, not by general terms. Ordinary notice or special termination right.
Appeal against an official decision
Jobcenter, health insurer, authority: one month from receipt — what the appeal must contain.
Cancel an energy contract
Switching supplier, price increase, moving house — each with the applicable notice period.
Frequently searched
- Cancel Vodafone
- Cancel gym membership
- Cancel insurance
- Cancel energy contract
- Appeal against Jobcenter decision
- Appeal against tax assessment
View all templatesThe templates are free to read. You only pay for postage.
The app for iPhone and Android
Photograph a letter, keep an eye on the deadline, approve the reply while you are out. The same case files as in the browser — free and without a subscription.
The download is free. Postal dispatch requires credit — same as in the browser.
Capture letters with the camera
One photo is enough: the app reads out sender, subject and deadline and files the letter in the matching case.
A reminder before the deadline
Push messages flag expiring deadlines. The content of the letter stays inside the app — the message itself never names it.
Sign on the screen
Sign with your finger; the signature then appears on the finished letter.
Works offline as well
Letters and changes captured without a connection are stored and transferred as soon as you are back online.
Cancellation, appeal or job application — the template is ready.
Write a cancellation in 3 minutesWhat you can rely on
- GDPR compliant
- Processing under the GDPR, no sharing with third parties.
- Servers in Germany
- Database and document storage run on our own infrastructure in Germany.
- SSL encrypted
- Every connection is encrypted with TLS.
- Transparent pricing
- Credit instead of subscription. No contract term, no notice period.
- Deletion on request
- Delete your account and all data yourself at any time.
Write the letter, we print and post it — as registered mail if you want.
Create a letter nowPricing without a subscription
The core features are free. You only pay for what is analysed or posted.
Free
€0permanently
- Unlimited case files
- Letter editor to DIN 5008
- Calendar sync (WebCal)
- PDF export
- Several users per team
Credit
from €5.00one-off top-up
Top up credit and pay only when you use it.
What costs what
- AI analysis of a documentfrom €0.01
- AI reply to a letter€0.10
- Postage, first page€1.75
- Each additional page€0.75
- Registered mail (surcharge)€3.75
Credit packages
- €5.00
- €20.00 +200 bonus
- €50.00 +1000 bonus
- €100.00 +2500 bonus
All prices plus applicable VAT. 1 credit equals 1 cent.
Top up creditFrequent questions
Answered briefly.
Is Letter Manager really free?
The core features are free: case files, letter editor, calendar integration and PDF export. You only pay for what you actually use — AI analyses and postage.
Where is my data stored?
On servers in Germany. Documents sit in an S3-compatible object store, all other data in a PostgreSQL database. Transport is TLS encrypted throughout.
What does postage cost?
The first page costs €1.75, each additional page €0.75. Registered mail costs €3.75 on top. All prices plus VAT.
How does the AI work?
Google Gemini reads the uploaded letter, identifies sender, reference number and deadline, and proposes a draft reply based on the previous correspondence in the case. You review and edit the draft before it is sent.
Do I need a subscription?
No. There is no subscription and no contract term. You top up credit whenever you need it.
Letter management for official mail, law firms and businesses
Letter Manager is software for digital letter management. It gathers official correspondence, law firm mail and business letters into digital case files, detects deadlines automatically, and takes care of drafting and posting the replies.
AI-assisted analysis of incoming letters
Document analysis with Google Gemini reads uploaded letters, assigns them to a case file and identifies sender, reference number and deadlines. On that basis it produces a draft reply that takes the case history into account.
Automatic follow-ups and calendar
Detected deadlines are turned into follow-ups. Through the WebCal standard they appear in iCloud, Google Calendar and Outlook without you maintaining them twice.
Letters to DIN 5008
The letter editor formats to DIN 5008: correct field positions, your own letterhead, automatic page numbering. Templates for recurring letters can be saved and reused.
Direct posting via Pixelletter
Finished letters go straight from the application into the postal system. Printing, enveloping and franking are handled by the service provider Pixelletter, either as a standard letter or as registered mail with tracking.
Team functions for small law firms
Several users can work on the same case file. Permissions control access and changes are logged. The team functions are already included in the free version.
Data security and GDPR
The application runs on servers in Germany: a PostgreSQL database for case data, an S3-compatible object store for documents. Transport is TLS encrypted, data is not shared with third parties, and your account and its contents can be deleted in full at any time.
Who Letter Manager is for
For individuals with extensive official correspondence, for small law firms and for consultancies. Structured case files pay off in particular for insurance claims, objection procedures and dealings with public authorities.
Let the next letter come.
Create an account, upload your first letter. Free and without a credit card.