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
How it works
Three steps from the letterbox to the posted reply.
01
Upload the letter
A photo or PDF is enough. The letter lands in the matching case file.
02
AI reads deadline and content
Sender, reference number and deadline are extracted and added to your calendar as a follow-up.
03
Draft the reply and have it posted
Review the draft, adjust it and send it by post — as registered mail if you wish.
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.
What Letter Manager does
Five functions that carry the paperwork.
Case files
Every document belonging to a case sits in one file — with history, attachments and deadlines.
Deadlines in your calendar
Follow-ups sync to iCloud, Google Calendar or Outlook via WebCal.
Letters to DIN 5008
Templates, your own letterhead and automatic page numbering — ready to post.
Postage including registered mail
Printing, enveloping and posting run through Pixelletter, optionally as registered mail with tracking.
Submit letters by email
Every account gets a personal scan address. PDF attachments of forwarded emails land in your inbox automatically — AI analysis included.
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.
Can I delete my account?
Yes. Your account and all associated data can be deleted in the settings.
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.