How to Write an Effective Demand Letter
A demand letter tells the other side, in writing, what happened, what you want, and by when. Many disputes over unpaid wages, a security deposit, a refund or property damage end with a clear letter, because it shows you are organized and serious before anyone files anything. It also creates a dated record that you asked first, which some claims and some courts expect to see.
This guide covers the general shape of a demand letter in the United States. It is not legal advice. Deadlines, required notices and the amounts you can claim depend on your state and your situation, so if a lot is at stake, have a lawyer look at the letter before you send it.
Before you write
- Put the facts in order. List what happened by date, with the document that shows each point. A letter built on a timeline is much harder to argue with.
- Work out the number. Add up what you are owed and how you calculated it: hours times the rate, the deposit minus lawful deductions, the repair invoice.
- Check your deadline. Wage claims, deposit disputes and small claims all have filing deadlines. Your letter's deadline should leave you time to file if it is ignored.
Structure
- Who and what. Your name, the other party, and the date of the letter.
- The facts. A short, dated summary. No opinions, no adjectives.
- The basis. The contract clause, lease term, pay policy or law you are relying on, if you know it. Naming the right statute is stronger than guessing, so leave it out rather than cite the wrong one.
- The demand. The exact amount or action, and a specific deadline — for example, 14 days from the date of the letter.
- What happens next. State plainly what you will do if there is no response, such as filing in small claims court or with your state's labor agency. Only say what you actually intend to do.
- Attachments. A numbered list of the documents you enclose.
Tone
Stay factual and polite. Threats, insults and exaggerations tend to be read aloud later, and they rarely help. Write it as if a judge will read it, because one might.
Evidence
Attach copies, never originals, and number them so the letter can refer to them ("see Exhibit 3, the text message of April 17"). Keep the originals and the phone or account they came from.
If you use Kurzly, the evidence index already gives each document a number (E-01, E-02 …), and the timeline gives you the dates in order, which is most of the facts section.
Sending it
- Send it by certified mail with a return receipt, so you can prove it was delivered and when.
- Emailing a copy as well is fine and often gets a faster answer. Keep the sent email.
- Keep a copy of exactly what you sent, the mailing receipt and the return receipt together.
After you send it
Mark the deadline on your calendar. If they respond with an offer, reply in writing too. If they ignore it, the letter and its proof of delivery become part of your record for the next step. A lawyer, a legal aid office or your state's small claims court self-help center can tell you what that next step should be.