Demand Letter Templates: Ready-to-Use Examples

Having the right template can make writing your demand letter much easier. The Cornell Law School Legal Information Institute defines demand letters as formal communications that precede legal action. A well-crafted demand letter follows a proven structure that clearly communicates your position, establishes your legal rights, and motivates the recipient to take action. Studies show that professional, properly formatted demand letters are significantly more likely to achieve successful resolutions than informal complaints.

This guide provides detailed templates for the most common dispute types, along with explanations of how to customize each section for your specific situation. Whether you're seeking a refund, recovering a security deposit, or addressing a contractor dispute, these templates will help you communicate effectively.

Universal Demand Letter Structure

Every effective demand letter follows a consistent structure that maximizes impact. Understanding these components helps you create compelling letters regardless of the dispute type.

Header Section

Start your letter with professional formatting that establishes credibility:

• Your full name and address: Place this at the top of the letter
• Date: Use a specific date, not just "today" or "this week"
• Recipient's full legal name: Use the business's legal name, not just a trade name
• Recipient's address: Use the registered agent address for businesses when possible
• Re: line: Briefly identify the matter (e.g., "Re: Demand for Security Deposit Return - 123 Main Street")

Opening Paragraph

Your first paragraph should immediately establish what you want and why:

• State the purpose of the letter clearly
• Identify the amount you're demanding (if monetary)
• Reference the basic facts that give rise to your claim
• Set a professional but firm tone

Facts Section

Provide a chronological account of what happened:

• Include specific dates, times, and locations
• Reference contracts, receipts, or agreements by date
• Describe what was promised and what was delivered
• Note any previous attempts to resolve the issue

Legal Basis

Cite the laws or contract provisions that support your claim:

• Reference specific statutes by name and section number
• Quote relevant contract language
• Explain how the law applies to your situation
• Note any statutory penalties or damages available

Demand and Deadline

Clearly state what you want and when you expect it:

• Specify the exact amount or action demanded
• Set a reasonable deadline (typically 10-30 days)
• Provide payment or response instructions
• State consequences of non-compliance

Security Deposit Demand Template

Security deposit disputes are among the most common reasons people send demand letters. Most states have specific laws requiring landlords to return deposits within a set timeframe (typically 14-30 days) and provide itemized deduction statements.

When to Use This Template

• Your landlord hasn't returned your deposit within the legal timeframe
• You received deductions you believe are improper
• You didn't receive an itemized statement of deductions
• The landlord is claiming damages beyond normal wear and tear

Key Elements to Include

• Lease dates: Start and end dates of your tenancy
• Deposit amount: Exact amount paid and date paid
• Move-out date: The date you vacated and returned keys
• Property condition: Reference your move-out inspection or photos
• State law citation: Reference your state's security deposit statute
• Penalty provisions: Many states allow double or triple damages for bad-faith withholding

Consumer Refund Demand Template

Consumer refund disputes arise when businesses refuse to honor return policies, sell defective products, or fail to deliver services as promised. Most states have consumer protection laws that provide significant remedies for these situations.

When to Use This Template

• A business won't honor its return or refund policy
• You received a defective product
• Services weren't provided as advertised
• A subscription or membership can't be canceled
• You were charged for something you didn't order

Key Elements to Include

• Purchase details: Date, amount, payment method, order/receipt number
• Product/service description: What was purchased and what was promised
• Problem description: Specific defects or how service failed to meet expectations
• Resolution attempts: Previous contacts with customer service, dates, and responses
• Return policy reference: Quote or reference the business's stated return policy
• Consumer protection law citation: Reference your state's UDAP statute

Unpaid Invoice/Payment Demand Template

Whether you're a freelancer, small business owner, or contractor, collecting unpaid invoices is a common challenge. A formal demand letter often prompts payment when informal reminders have failed.

When to Use This Template

• Clients haven't paid for completed work
• Customers haven't paid for delivered goods
• Payment is significantly past the due date
• Previous payment reminders have been ignored

Key Elements to Include

• Invoice details: Invoice number(s), date(s), and original amount(s)
• Work/goods description: What was provided and when
• Contract reference: Quote payment terms from your agreement
• Total amount due: Include any late fees or interest per your contract
• Previous collection attempts: Document prior reminders and communications
• Payment instructions: Specify how payment should be made

Contractor Dispute Demand Template

Contractor disputes can involve incomplete work, poor workmanship, or failure to follow specifications. Many states require contractors to be licensed, which can affect your legal remedies.

When to Use This Template

• Work was not completed as promised
• Quality of work is substandard
• Contractor abandoned the project
• Work doesn't match specifications or building codes
• Contractor is unlicensed (may void their right to payment)

Key Elements to Include

• Contract reference: Date, scope of work, and price agreed upon
• Payments made: Dates and amounts of all payments
• Work deficiencies: Specific problems with detailed descriptions
• Photo documentation: Reference attached or available photos
• Repair estimates: Include quotes from other contractors if available
• License status: Note if contractor is unlicensed
• Demand: Completion of work, refund, or repair costs

Insurance Claim Dispute Template

When insurance companies deny claims or offer insufficient settlements, a demand letter can be an effective first step before escalating to your state's insurance commissioner or legal action.

When to Use This Template

• Your claim was wrongfully denied
• Settlement offer is unreasonably low
• Claim processing is taking too long
• Coverage was cancelled without proper notice

Key Elements to Include

• Policy information: Policy number, coverage type, and effective dates
• Claim details: Claim number, date of loss, and incident description
• Coverage basis: Cite specific policy provisions covering your claim
• Documentation: Reference medical records, repair estimates, or other evidence
• Denial analysis: Address each reason given for denial
• Bad faith reference: If applicable, cite your state's insurance bad faith laws

Wage/Employment Demand Template

Unpaid wages, overtime violations, and final paycheck disputes are covered by both federal (FLSA) and state wage laws, which often provide for penalties and attorney's fees.

When to Use This Template

• You haven't received your final paycheck
• Overtime wasn't paid correctly
• Commissions or bonuses are being withheld
• Tips were illegally retained
• You were misclassified as an independent contractor

Key Elements to Include

• Employment details: Position, dates of employment, agreed compensation
• Amount owed: Calculation of unpaid wages with breakdown
• Pay period details: Which pay periods are affected
• Legal citations: Reference FLSA and state wage laws
• Penalty provisions: Note statutory penalties (often 2x-3x damages)
• Department of Labor filing: Mention intent to file complaint if not resolved

Customizing Your Template

While templates provide essential structure, effective demand letters require personalization. Follow these guidelines to customize your letter:

Add Specific Details

• Replace all placeholder text with actual names, dates, and amounts
• Include specific transaction or account numbers
• Reference actual documents by name and date
• Describe your specific situation rather than general circumstances

Research Applicable Laws

• Look up your state's specific statutes
• Include correct statutory citations
• Note applicable deadlines and penalties
• Reference any local ordinances that may apply

Maintain Professional Tone

• Be firm but not threatening
• State facts without emotional language
• Avoid personal attacks or accusations
• Focus on what you want, not how angry you are

Frequently Asked Questions

Can I use a template exactly as written?

Templates should always be customized with your specific facts, dates, amounts, and applicable laws. Generic letters are less effective and may even be ignored by recipients who recognize them as form letters.

How long should my demand letter be?

Most effective demand letters are 1-2 pages. Include all essential information but avoid unnecessary details. The letter should be comprehensive enough to stand alone but concise enough to be read completely.

Should I send my letter by certified mail?

Yes, sending via certified mail with return receipt requested provides proof of delivery and shows you're serious about your claim. Some statutes require certified mail for demand letters to be effective.

What if I don't know the exact legal citations?

Research your state's consumer protection laws or use our AI-powered tool, which automatically includes relevant legal citations based on your jurisdiction and dispute type.

How long should I give them to respond?

Typically 10-30 days is reasonable. Shorter deadlines for urgent matters, longer for complex issues or large organizations. Check if any statutes specify required timeframes.