How to Write a Demand Letter That Gets Results

• Unpaid invoices over 60 days past due
• Security deposit disputes
• Breach of contract
• Damaged or undelivered goods
• Property damage by a contractor or tenant
• Refund refusals from merchants

Some states require a demand letter before filing suit (e.g., Massachusetts 93A consumer claims, Texas DTPA). Even where not required, sending one starts the interest clock and proves good faith.

1. Heading — your name and address, date, recipient\'s full legal name and address, subject line (e.g., "Demand for Payment – Invoice #1043").
2. Statement of facts — chronological, neutral, one paragraph each for the agreement, the breach, and the harm.
3. Legal basis — short reference to the contract section or applicable law.
4. Itemized damages — principal, interest, late fees, reasonable attorney\'s fees if your contract allows.
5. The demand — a clear dollar amount and payment method.
6. The deadline — 10 to 30 days is typical.
7. The consequence — "Failure to respond by [date] will result in legal action in [small claims / district] court without further notice."

Firm, factual, professional. Anger reads like bluster; calm reads like competence. Avoid threats you can\'t back up ("I\'ll sue you for a million dollars"). Stick to: facts, law, amount, deadline.

Never include insults or accusations you can\'t prove. A judge will read this letter if the case proceeds — and so may opposing counsel.

Use two delivery methods:

• USPS Certified Mail with Return Receipt (green card)
• Email to the last known address

Keep the green card, the tracking printout, and a PDF copy of the letter. These become Exhibit A in small-claims filings.