How to write a demand letter

A firm, factual last request

A demand letter is a firm written request that someone fix a problem or pay what they owe by a set date. It is often the last step before small claims court or a lawyer, and it works best when it is calm, specific and well documented.

What to include

Who and what. Your name and address, the other party's name and address, and any account, invoice or order numbers.
The facts. What happened, in order, with dates and amounts.
What you want. A specific payment, refund, repair or action. Give the exact amount if money is owed and say how to pay it.
A deadline. A clear date to comply, long enough to be fair.
What happens next. A plain statement that you may take further steps if the deadline passes. Do not threaten anything you do not intend or cannot lawfully do.
Proof. Copies of contracts, invoices, receipts, photos and earlier messages. Keep the originals.

Tone

Be firm and polite. Leave out insults and guesses about motives. A letter that sticks to facts is stronger in front of a judge or an agency.

How to send it

Send it by certified mail with a return receipt and keep a copy. If you also email it, keep the sent message.

Before you rely on it

Time limits for suing vary by state, and sending a letter does not stop them. If the amount is large or the situation is complicated, consider talking to a lawyer or a local legal aid or small claims help center.

If you had no answer to an earlier letter, see what to do when a company will not respond.

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Sources

FTC: Sample customer complaint letter

This guide is general information, not legal advice. WriteMyReply is not a law firm. Rules and deadlines vary by state and by situation, so the letter you received and your own records control.