Fuel surcharge
letter templates

Subject: A temporary fuel surcharge starting [date]

Hi [Customer name],

Fuel prices have risen sharply this year, and fuel is one of the largest costs of every [job/visit/delivery] we do for you. Rather than raise our base prices, we're adding a temporary fuel surcharge of $[amount] per [job] starting [date].

The surcharge covers only our added fuel cost, nothing more. We'll review it every [month] against the U.S. average diesel price and reduce or remove it when fuel comes back down.

Thank you for your business. If you have any questions, just reply to this email.

[Your name]
[Company] · [Phone]

Hi [Name], it's [Company]. Because of high fuel costs, a $[amount] fuel surcharge will apply to [jobs/visits] from [date]. It covers fuel only and we'll remove it when prices drop. Questions? Reply here. Details: [link]

Line item:  Fuel surcharge (temporary) .......... $[amount]

Footnote:  A temporary fuel surcharge applies while the U.S. average diesel price is above $[threshold]/gal (EIA weekly). It recovers our added fuel cost only and is reviewed [monthly].

Fuel Adjustment. Prices in this agreement assume a U.S. average retail diesel price of $[base]/gal as published weekly by the U.S. Energy Information Administration (EIA). If the published price exceeds $[base]/gal, [Company] may add a fuel surcharge of [x]% of the [service/transportation] charge for each $[step]/gal above $[base], calculated on the price published for the week before service. [Company] will give at least [number] days' written notice before applying or changing the surcharge, and will remove it when the published price returns to $[base]/gal or below.

Fuel surcharge notice: Because of current fuel prices, a temporary fuel surcharge of $[amount] per [job] applies to bookings from [date]. It covers our added fuel cost only and will be reduced or removed as fuel prices fall. Thank you for understanding.

Subject: An update to our pricing from [date]

Hi [Customer name],

Over the past [months], our operating costs, especially fuel, have risen significantly. We've absorbed as much as we can, but to keep providing the same level of service we're adjusting our prices by [x]% (about $[amount] per [job]) starting [date].

We don't make this change lightly. The new price reflects our higher costs, and we've kept it to the minimum needed to cover them.

Your service won't change in any other way. If you'd like to talk it through, just reply or call us at [phone].

Thank you for being a customer,
[Your name]
[Company]