A demand letter is a formal notification requesting payment for an outstanding debt or obligation. It serves as a crucial first step before pursuing legal action. Crafting a well-written demand letter is essential for conveying the seriousness of your request and increasing the likelihood of prompt payment. This article provides 22 sample demand letters covering a range of scenarios, helping you tailor your communication for maximum impact.
Before sending a demand letter, gather all relevant documentation, including contracts, invoices, and any correspondence related to the debt. Ensure your letter is clear, concise, and professional. Include the amount owed, a deadline for payment, and the consequences of non-payment. Keep a copy of the letter for your records.
Sample Demand Letters to Pay
Sample 1: General Overdue Invoice
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Demand for Payment – Invoice #[Invoice Number]
Dear [Recipient Name],
This letter is to formally demand payment for invoice #[Invoice Number] in the amount of $[Amount Owed], which is now overdue. The invoice was issued on [Date of Invoice] for [Description of Goods/Services].
Please remit payment in full within [Number] days of the date of this letter. You can make payment via [Payment Methods Accepted].
Failure to pay within the specified timeframe may result in further action, including legal proceedings to recover the debt.
Sincerely,
[Your Name/Signature]
Sample 2: Demand Letter for Breach of Contract
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Demand for Payment – Breach of Contract Agreement
Dear [Recipient Name],
This letter serves as a formal demand for payment related to your breach of contract agreement dated [Date of Contract]. Specifically, you failed to [Describe the Breach].
As a result of this breach, we have incurred damages totaling $[Amount Owed]. We demand that you remit this amount within [Number] days of the date of this letter. Payment can be made by [Payment Methods Accepted].
Please be aware that failure to comply with this demand will leave us with no alternative but to pursue all available legal remedies to recover our losses.
Sincerely,
[Your Name/Signature]
Sample 3: Demand Letter for Unpaid Services
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Demand for Payment – Unpaid Services Rendered
Dear [Recipient Name],
This letter is to formally demand payment for services rendered between [Start Date] and [End Date], as outlined in our agreement. The total outstanding amount is $[Amount Owed].
Despite repeated attempts to contact you regarding this outstanding balance, we have yet to receive payment. We request that you remit payment in full within [Number] days of the date of this letter. You can make payment via [Payment Methods Accepted].
Failure to pay within the specified timeframe may result in further action, including legal proceedings to recover the debt.
Sincerely,
[Your Name/Signature]
Sample 4: Demand Letter for Property Damage
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Demand for Payment – Compensation for Property Damage
Dear [Recipient Name],
This letter serves as a formal demand for compensation for damage to my property located at [Your Property Address] on [Date of Damage]. This damage was caused by [Describe how the damage occurred, e.g., your vehicle hitting my fence].
The estimated cost of repairs is $[Amount Owed], as evidenced by the attached [Quote/Invoice from Repair Service]. We demand that you remit this amount within [Number] days of the date of this letter. Payment can be made by [Payment Methods Accepted].
If we do not receive payment within the specified timeframe, we will be forced to pursue legal action to recover the costs of repair.
Sincerely,
[Your Name/Signature]
Sample 5: Demand Letter for Unpaid Rent
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Demand for Payment – Overdue Rent for [Month, Year]
Dear [Recipient Name],
This letter is to inform you that your rent for [Month, Year] is overdue. The amount due is $[Amount Owed], as per our lease agreement dated [Date of Lease Agreement].
We request that you remit payment in full within [Number] days of the date of this letter to avoid further action, including late fees and potential eviction proceedings. Payment can be made by [Payment Methods Accepted].
Sincerely,
[Your Name/Signature]
Sample 6: Demand Letter for Promissory Note Default
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Demand for Payment – Default on Promissory Note
Dear [Recipient Name],
This letter serves as a formal demand for payment due to your default on the promissory note dated [Date of Promissory Note]. The outstanding balance, including principal and accrued interest, is currently $[Amount Owed].
We demand that you remit the full outstanding balance within [Number] days of the date of this letter. Failure to do so will result in us pursuing all legal remedies available to us under the terms of the promissory note.
Sincerely,
[Your Name/Signature]
Sample 7: Demand Letter for Personal Loan
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Demand for Payment – Personal Loan
Dear [Recipient Name],
This letter is to formally demand payment for the personal loan you received from me on [Date of Loan]. The outstanding balance, including any agreed-upon interest, is $[Amount Owed].
As per our agreement, payment was due on [Due Date]. We request that you remit payment in full within [Number] days of the date of this letter. You can make payment via [Payment Methods Accepted].
Failure to pay within the specified timeframe will leave me no alternative but to consider further legal action to recover the debt.
Sincerely,
[Your Name/Signature]
Sample 8: Demand Letter for Refund of Deposit
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Demand for Refund of Deposit
Dear [Recipient Name],
This letter serves as a formal demand for the refund of the deposit I paid on [Date of Deposit] for [Purpose of Deposit]. The amount of the deposit was $[Amount Owed].
As [Reason for Refund Request, e.g., the service was not provided, the product was faulty], I am entitled to a full refund of the deposit. I request that you remit the refund within [Number] days of the date of this letter. Please send the refund to [Your Address].
If I do not receive the refund within the specified timeframe, I will pursue all available legal remedies to recover the amount due to me.
Sincerely,
[Your Name/Signature]
Sample 9: Demand Letter for Unpaid Wages
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Demand for Payment – Unpaid Wages
Dear [Recipient Name],
This letter is to formally demand payment for unpaid wages for the period of [Start Date] to [End Date]. The total amount due is $[Amount Owed], which includes [Breakdown of Unpaid Wages, e.g., regular hours, overtime].
As required by law, you are obligated to pay me for the work I performed. I request that you remit payment in full within [Number] days of the date of this letter. Please send the payment to [Your Address].
Failure to pay within the specified timeframe will result in me filing a complaint with the [Relevant Labor Agency] and pursuing all available legal remedies to recover my unpaid wages.
Sincerely,
[Your Name/Signature]
Sample 10: Demand Letter for Bad Check
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Demand for Payment – Dishonored Check
Dear [Recipient Name],
This letter is to inform you that check number [Check Number], dated [Date of Check], in the amount of $[Amount Owed], which you issued to me, was dishonored by the bank due to [Reason for Dishonor, e.g., insufficient funds].
We demand that you remit the full amount of the check, plus any applicable bank fees, totaling $[Total Amount Due], within [Number] days of the date of this letter. You can make payment via [Payment Methods Accepted].
Failure to pay within the specified timeframe may result in further action, including legal proceedings to recover the debt and any associated penalties.
Sincerely,
[Your Name/Signature]
Sample 11: Demand Letter for Breach of Warranty
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Demand for Payment – Breach of Warranty
Dear [Recipient Name],
This letter serves as a formal demand for payment and compensation due to a breach of warranty on the [Product Name] purchased on [Date of Purchase] with invoice/receipt number [Invoice/Receipt Number].
The product is defective because [Describe the Defect]. As such, it does not conform to the warranty provided at the time of purchase. We demand that you either repair the product, replace the product with a new one, or provide a full refund of the purchase price, $[Amount Owed], within [Number] days of the date of this letter.
Failure to comply with this demand will leave us no alternative but to pursue all available legal remedies to enforce the warranty.
Sincerely,
[Your Name/Signature]
Sample 12: Demand Letter for Medical Bills
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Demand for Payment – Outstanding Medical Bills
Dear [Recipient Name],
This letter is to formally demand payment for outstanding medical bills incurred for services rendered on [Date of Service]. The total amount due is $[Amount Owed], as detailed in the attached statements.
Despite repeated attempts to collect payment, we have yet to receive the full amount. We request that you remit payment in full within [Number] days of the date of this letter. You can make payment via [Payment Methods Accepted].
Failure to pay within the specified timeframe may result in referral of your account to a collection agency.
Sincerely,
[Your Name/Signature]
Sample 13: Demand Letter for Vehicle Accident
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Demand for Payment – Vehicle Accident on [Date of Accident]
Dear [Recipient Name],
This letter is to formally demand payment for damages resulting from the vehicle accident that occurred on [Date of Accident] at [Location of Accident]. You were at fault for the accident because [Brief explanation of why they were at fault].
As a result of your negligence, I have incurred damages including [List Damages: e.g., vehicle repair costs, medical expenses, lost wages]. The total amount of my damages is $[Amount Owed], as supported by the attached documentation. We demand that you remit this amount within [Number] days of the date of this letter, or forward this letter to your insurance company.
Failure to comply with this demand will leave us no alternative but to pursue all available legal remedies to recover our losses.
Sincerely,
[Your Name/Signature]
Sample 14: Demand Letter for Legal Fees
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Demand for Payment – Outstanding Legal Fees
Dear [Recipient Name],
This letter is to formally demand payment for outstanding legal fees incurred for services rendered in the matter of [Case Name/Description of Legal Matter]. The total amount due is $[Amount Owed], as detailed in our invoices previously provided to you.
Despite repeated reminders, we have yet to receive full payment. We request that you remit payment in full within [Number] days of the date of this letter. You can make payment via [Payment Methods Accepted].
Failure to pay within the specified timeframe may result in further action, including withdrawal from your case and legal proceedings to recover the unpaid fees.
Sincerely,
[Your Name/Signature]
Sample 15: Demand Letter for Unpaid Commissions
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Demand for Payment – Unpaid Sales Commissions
Dear [Recipient Name],
This letter serves as a formal demand for payment of unpaid sales commissions for the period of [Start Date] to [End Date]. The total amount due is $[Amount Owed], based on the sales I generated as detailed in the attached commission reports.
As per our commission agreement, these commissions are due and payable. We demand that you remit the full outstanding balance within [Number] days of the date of this letter. Please send the payment to [Your Address].
If we do not receive payment within the specified timeframe, we will be forced to pursue legal action to recover the unpaid commissions and any associated penalties.
Sincerely,
[Your Name/Signature]
Sample 16: Demand Letter for Return of Property
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Demand for Return of Property
Dear [Recipient Name],
This letter is a formal demand for the immediate return of the following property: [Description of Property, e.g., laptop computer, power tools]. This property belongs to me and was [Explain how they came to possess it, e.g., loaned to you, mistakenly taken].
We demand that you return the property to [Your Address] within [Number] days of the date of this letter. If you fail to return the property within the specified timeframe, we will be forced to pursue legal action to recover the property.
Sincerely,
[Your Name/Signature]
Sample 17: Demand Letter for Unfulfilled Order
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Demand for Fulfillment of Order #[Order Number] or Refund
Dear [Recipient Name],
This letter is to demand fulfillment of order #[Order Number], placed on [Date of Order] for [Description of Goods]. I paid $[Amount Owed] for this order, and have not yet received the goods.
We demand that you either ship the goods within [Number] days of the date of this letter or issue a full refund of $[Amount Owed]. Please indicate which action you will be taking within [Number] days of receipt of this letter.
Failure to comply with this demand will leave us no alternative but to pursue all available legal remedies to resolve this matter.
Sincerely,
[Your Name/Signature]
Sample 18: Demand Letter for Settlement Negotiation
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Demand for Settlement – [Brief Description of Dispute]
Dear [Recipient Name],
This letter is a formal demand to initiate settlement negotiations regarding [Briefly describe the dispute]. We believe that a mutually agreeable resolution can be reached to avoid the expense and uncertainty of litigation.
We are prepared to settle this matter for $[Amount Owed]. We propose a meeting to discuss this further within [Number] days of the date of this letter. Please contact me to schedule a meeting.
If we are unable to reach a settlement within a reasonable timeframe, we will be forced to pursue all available legal remedies to protect our interests.
Sincerely,
[Your Name/Signature]
Sample 19: Demand Letter for Return of Security Deposit
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Demand for Return of Security Deposit – [Address of Rental Property]
Dear [Recipient Name],
This letter is a formal demand for the return of my security deposit of $[Amount Owed] for the property located at [Address of Rental Property], which I vacated on [Date of Vacating].
As per [State] law, and our lease agreement, you are required to return the security deposit within [Number] days of the termination of the lease, less any deductions for damages beyond normal wear and tear. I believe the property was left in good condition. We demand that you remit the deposit in full to [Your Address] within [Number] days of the date of this letter.
If I do not receive the refund within the specified timeframe, I will pursue all available legal remedies to recover the amount due to me, including filing a claim in small claims court.
Sincerely,
[Your Name/Signature]
Sample 20: Demand Letter for Payment of Insurance Claim
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Demand for Payment – Insurance Claim #[Claim Number]
Dear [Recipient Name],
This letter is to formally demand payment of insurance claim #[Claim Number], which was filed on [Date of Claim] for [Briefly describe the claim – e.g., damage to my vehicle]. Despite providing all necessary documentation and cooperating fully with your investigation, I have not received payment.
We demand that you approve and pay the claim in the amount of $[Amount Owed] within [Number] days of the date of this letter. If we do not receive payment within the specified timeframe, we will be forced to pursue all available legal remedies, including filing a lawsuit.
Sincerely,
[Your Name/Signature]
Sample 21: Demand Letter for Libel/Slander
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Demand for Retraction and Damages – Defamatory Statements
Dear [Recipient Name],
This letter serves as a formal demand for retraction and damages related to the defamatory statements you made about me on [Date of Statement(s)] to [Audience – e.g., colleagues, social media]. Specifically, you stated that [Quote or paraphrase the defamatory statement]. These statements are false and have caused significant damage to my reputation.
We demand that you immediately retract the defamatory statements in writing and publish a public apology to [Platform where statements were made] within [Number] days of the date of this letter. We also demand compensation for damages to my reputation in the amount of $[Amount Owed].
Failure to comply with this demand will leave us no alternative but to pursue all available legal remedies to seek redress for the harm you have caused.
Sincerely,
[Your Name/Signature]
Sample 22: Final Demand Letter Before Legal Action
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Final Demand Before Legal Action – [Brief Description of Debt/Issue]
Dear [Recipient Name],
This letter serves as a final demand for payment of $[Amount Owed] for [Brief description of the debt/issue]. We have previously sent you multiple letters regarding this matter, but have not received payment or a satisfactory response.
We hereby give you final notice that unless we receive payment in full within [Number] days of the date of this letter, we will have no choice but to commence legal proceedings against you to recover the debt and any associated costs.
We urge you to take this matter seriously and contact us immediately to arrange for payment.
Sincerely,
[Your Name/Signature]
Conclusion
These sample demand letters provide a starting point for drafting your own. Remember to customize each template to fit your specific situation and always maintain a professional tone. While a demand letter doesn’t guarantee payment, it’s a vital step in the collection process and can significantly improve your chances of a positive outcome. If the demand letter is unsuccessful, consult with an attorney to explore further legal options.
