Legal Disclaimer: This article provides general information for educational purposes only and does not constitute legal advice. Consult a licensed attorney for advice specific to your situation.
You need to send a demand letter, but you don't know where to start. Maybe you're owed money, your landlord won't return your deposit, or you need to dispute an insurance claim. Whatever the situation, you need a professional letter that gets taken seriously.
Below you'll find free demand letter templates and samples for the most common situations. Each template includes the proper format, required elements, and tips for customizing it to your case.
Templates in This Guide
The Proper Demand Letter Format
Every demand letter — regardless of the situation — should follow this basic format:
- Your contact information — Name, address, phone, email
- Date
- Recipient's information — Full name, title, company, address
- Subject line — "RE: DEMAND FOR PAYMENT" or similar
- Factual background — What happened, in chronological order
- Legal basis — Why they owe you (contract, statute, etc.)
- Specific demand — Exact dollar amount
- Deadline — Usually 14-30 days
- Consequences — What happens if they don't pay
- Signature
Pro tip: Always send demand letters via certified mail with return receipt requested. This creates proof of delivery that's admissible in court.
Collection Demand Letter Template (Money Owed)
Use this template when someone owes you money — whether from a personal loan, unpaid invoice, or other debt.
[Your Name]
[Your Address]
[City, State ZIP]
[Phone / Email]
[Date]
SENT VIA CERTIFIED MAIL
[Debtor's Full Name]
[Address]
[City, State ZIP]
Re: DEMAND FOR PAYMENT — $[AMOUNT OWED]
Dear [Name]:
This letter is a formal demand for payment of $[AMOUNT] that you owe me for [describe the debt — e.g., "a personal loan made on [DATE]", "unpaid invoices for services rendered", "goods sold and delivered on [DATE]"].
Background:
On [DATE], [describe what happened — the loan, the agreement, the services provided]. [Describe any payment terms that were agreed to]. As of this date, the balance of $[AMOUNT] remains unpaid despite [describe prior attempts to collect — phone calls, emails, reminders].
Demand:
I demand payment of $[AMOUNT] within [14/30] days of the date of this letter (by [SPECIFIC DATE]).
Payment may be made by [check mailed to the address above / bank transfer to (account details) / other method].
Consequences of Non-Payment:
If I do not receive payment by [DATE], I will pursue all available legal remedies, which may include:
- Filing a lawsuit in [small claims court / civil court]
- Seeking interest at the rate of [X]% as allowed by [STATE] law
- Recovering court costs and attorney's fees
I prefer to resolve this matter without court involvement, and I hope you will too.
Sincerely,
[Your Signature]
[Your Printed Name]
When to Use This Template
- Personal loans that haven't been repaid
- Unpaid invoices for freelance or contract work
- Money owed for goods sold
- Roommate owes you money for shared expenses
Security Deposit Demand Letter Template
Use this when your landlord hasn't returned your security deposit within the legally required timeframe.
[Your Name]
[Your New Address]
[City, State ZIP]
[Date]
SENT VIA CERTIFIED MAIL, RETURN RECEIPT REQUESTED
[Landlord's Full Name]
[Landlord's Address / Management Company]
[City, State ZIP]
Re: DEMAND FOR RETURN OF SECURITY DEPOSIT
Former Address: [Your old rental address]
Lease Period: [Move-in date] to [Move-out date]
Deposit Amount: $[AMOUNT]
Dear [Landlord's Name]:
I am writing to demand the return of my security deposit in the amount of $[AMOUNT] for the property located at [rental address].
I vacated the premises on [DATE] and returned the keys on [DATE]. Under [STATE] law ([cite statute — e.g., "Cal. Civ. Code § 1950.5"]), you are required to return my security deposit or provide an itemized statement of deductions within [X] days of my move-out. That deadline was [DATE], and I have received neither my deposit nor an itemized statement.
[If they sent an itemized statement with bogus deductions:] I received your itemized statement dated [DATE]. However, the deductions listed are improper for the following reasons: [explain — e.g., "The $500 charge for painting constitutes normal wear and tear after a 3-year tenancy" or "The $200 cleaning charge is unjustified as I left the unit in clean condition, as documented by the attached photos."]
Demand:
I demand the return of $[AMOUNT] within 14 days of the date of this letter.
Please be aware that under [STATE] law, your failure to return the deposit [or provide proper itemization] may entitle me to recover [2x/3x the deposit amount plus attorney's fees] in court.
If I do not receive payment by [DATE], I will file a claim in [small claims court name] without further notice.
Sincerely,
[Your Signature]
[Your Printed Name]
[Phone / Email]
Enclosures: Move-out photos, lease agreement, move-in condition report
State-Specific Tips
Security deposit laws vary dramatically by state. Check your state's specific rules:
- California — 21-day return deadline, up to 2x damages
- New York — 14-day deadline, full forfeiture for non-compliance
- Texas — 30-day deadline, 3x damages for bad faith
- Florida — 15-30 days, certified mail required from landlord
Insurance Claim Demand Letter Template
Use this when your insurance company has denied, delayed, or lowballed your claim. See our full guide to filing an insurance demand for more detail.
[Your Name]
[Your Address]
[City, State ZIP]
[Date]
SENT VIA CERTIFIED MAIL, RETURN RECEIPT REQUESTED
[Insurance Company Name]
Attn: Claims Manager
[Address]
Re: DEMAND FOR PAYMENT OF CLAIM
Policy #: [NUMBER]
Claim #: [NUMBER]
Date of Loss: [DATE]
Dear Claims Manager:
This letter is a formal demand for payment of my claim under the above-referenced policy.
[Describe the loss, the coverage, and why the denial/lowball is wrong. Quote policy language.]
Damages:
| [Item 1] | $[AMOUNT] |
| [Item 2] | $[AMOUNT] |
| TOTAL | $[TOTAL] |
I demand payment of $[TOTAL] within 30 days. Your handling of this claim may constitute bad faith under [STATE] law. I reserve all rights to pursue additional damages.
Sincerely,
[Your Name]
Contractor / Home Repair Demand Letter Template
Use this when a contractor did poor work, didn't finish the job, or won't return your money.
[Your Name]
[Address]
[Date]
SENT VIA CERTIFIED MAIL
[Contractor Name / Company]
[Address]
Re: DEMAND FOR [REFUND / COMPLETION OF WORK / DAMAGES]
Project: [Description]
Contract Date: [DATE]
Amount Paid: $[AMOUNT]
Dear [Name]:
On [DATE], I hired you to [describe the work]. I paid $[AMOUNT] [upfront / total]. [Describe the problem — work not completed, poor quality, not matching contract specifications, etc.]
I have given you multiple opportunities to correct this issue. [Describe prior attempts — calls, emails, in-person conversations.]
I demand [full refund of $X / completion of the contracted work / payment of $X to cover the cost of hiring another contractor to fix your work] within 14 days.
If this matter is not resolved, I intend to [file a complaint with the state contractor licensing board / file in small claims court / report to the BBB].
Sincerely,
[Your Name]
Personal Injury Demand Letter Template
Use this after a car accident or other injury when seeking compensation from the at-fault party's insurance.
[Your Name]
[Address]
[Date]
[Insurance Company]
Attn: Claims Adjuster [Name]
[Address]
Re: DEMAND — [Your Name] v. [At-Fault Party]
Claim #: [NUMBER]
Date of Accident: [DATE]
Policy #: [NUMBER]
Dear [Adjuster Name]:
This letter is a formal demand for compensation for injuries and damages I sustained in the [type of accident] that occurred on [DATE] at [LOCATION], caused by the negligence of your insured, [NAME].
Facts: [Describe the accident, how it happened, police report number]
Injuries: [Describe injuries, treatment received, ongoing issues]
Damages:
- Medical bills: $[AMOUNT]
- Lost wages: $[AMOUNT]
- Property damage: $[AMOUNT]
- Pain and suffering: $[AMOUNT]
- TOTAL: $[AMOUNT]
I demand settlement in the amount of $[TOTAL] within 30 days.
Sincerely,
[Your Name]
Enclosures: Medical records, bills, police report, photos, wage verification
Breach of Contract Demand Letter Template
Use this when someone has violated the terms of a written or verbal agreement. See our breach of contract demand letter guide for more detail.
[Your Name]
[Address]
[Date]
SENT VIA CERTIFIED MAIL
[Other Party's Name]
[Address]
Re: DEMAND — BREACH OF CONTRACT
Contract Date: [DATE]
Subject Matter: [Brief description]
Dear [Name]:
On [DATE], we entered into a [written/verbal] agreement regarding [subject]. Under the terms of our agreement, you were required to [describe their obligation].
You have breached this agreement by [describe the breach — failure to perform, failure to pay, delivering defective goods, etc.].
As a result of your breach, I have suffered damages in the amount of $[AMOUNT], including [itemize damages].
I demand payment of $[AMOUNT] [or specific performance of the contract] within 30 days.
If this matter is not resolved, I will pursue legal action to recover my damages plus court costs, interest, and attorney's fees as permitted by law.
Sincerely,
[Your Name]
Tips for Writing Effective Demand Letters
Do:
- Be specific — Include exact dates, amounts, and references to contracts or laws
- Be professional — A calm, factual tone is more persuasive than an angry rant
- Include documentation — Attach copies (never originals) of receipts, contracts, photos
- Set a realistic deadline — 14-30 days is standard
- State consequences clearly — "I will file in small claims court" is more effective than vague threats
- Keep a copy — You'll need it if you go to court
Don't:
- Threaten criminal charges — This can be considered extortion in some states
- Exaggerate damages — It destroys your credibility
- Use profanity or personal attacks — It makes you look unhinged, not serious
- Make empty threats — If you say you'll sue, be prepared to follow through
- Wait too long — Statute of limitations can bar your claim
Skip the Templates — Generate Your Letter Automatically
Our free demand letter generator creates a professional, customized letter for your specific situation in minutes. No templates to fill in — just answer a few questions.
Create Your Free Letter →Generate Your Custom Demand Letter
Want a demand letter tailored to your specific situation? Our free generator creates professional letters with proper legal formatting in minutes.
Create Your Free LetterKey Takeaways
- Always send demand letters via certified mail with return receipt for proof of delivery
- Include specific amounts, dates, deadlines, and legal references — not vague complaints
- Set a 14-30 day deadline and clearly state the consequences of non-payment
- Keep your tone professional and factual — courts respond to documentation, not emotion
- Never threaten criminal charges in a demand letter — it can constitute extortion
- Keep copies of everything — you'll need them if the matter goes to court
Free Tools: Try our Damages Calculator, Dispute Diagnostic Quiz, or Statute of Limitations Lookup.