How to Send a Demand Letter: Certified Mail, Email & Other Options

You've written your demand letter. Now comes the important part: how you send it matters almost as much as what's in it.

The delivery method you choose affects whether you can prove the recipient got your letter, how seriously they'll take it, and how strong your case will be if you end up in court.

Option 1: Certified Mail with Return Receipt (Recommended)

For most demand letters, USPS Certified Mail with Return Receipt Requested is the gold standard. Here's why:

• Creates an official record with USPS
• Provides proof the letter was delivered
• Shows who signed for it and when
• Holds up as evidence in court
• Signals to the recipient that you're serious

The green return receipt card comes back to you with the recipient's signature and the date they received your letter. Keep this card. It's proof.

When Certified Mail is Essential

• You might end up in court
• State law requires written notice (landlord-tenant, Chapter 93A, etc.)
• You're dealing with a business or organization
• Previous informal attempts have been ignored

Option 2: Email

Email can be effective, especially as a first step or in combination with physical mail.

Pros

• Instant delivery
• Free
• Creates a timestamped record
• Good for initial contact or follow-up

Cons

• Recipient can claim they didn't receive it (spam folder, wrong address)
• Less formal appearance
• Some courts may not consider it sufficient "notice"

Best Practices for Email Delivery

1. Use a clear subject line: "Formal Demand Letter - [Your Name] - [Amount/Issue]"
2. Attach the letter as a PDF (preserves formatting)
3. Include a brief message in the email body summarizing the demand
4. Request a read receipt if your email client supports it
5. Save a copy with full headers for your records

Option 3: Hand Delivery

Personally delivering your demand letter can be effective in some situations.

When It Works

• Local disputes where you know the recipient
• Business locations with a reception desk
• When you want to have a brief conversation along with the letter

How to Do It Right

• Bring a witness if possible
• Have the recipient sign a copy acknowledging receipt
• If they refuse to sign, note the date, time, and who you handed it to
• Remain professional and calm

Delivery Method Comparison

Method	Proof of Delivery	Cost	Best For
Certified Mail + Return Receipt	Excellent	~$8-9	Most situations, court cases
Certified Mail (electronic receipt)	Good	~$5	Lower cost alternative
Email with tracking	Moderate	Free	Initial contact, follow-up
Regular mail	Poor	~$0.68	Not recommended alone
Hand delivery (with signature)	Good	Free	Local, in-person situations

Step-by-Step: Sending via USPS Certified Mail

Step 1: Prepare Your Letter

Print your demand letter on plain white paper. Make two copies: one to send, one for your records.

Step 2: Get Supplies at the Post Office

You'll need:

• PS Form 3800 (Certified Mail Receipt) - green and white form
• PS Form 3811 (Return Receipt) - green card
• A standard envelope

Step 3: Fill Out the Forms

On the Certified Mail Receipt (PS Form 3800):

1. Write the recipient's name and address
2. Check "Return Receipt" and "Restricted Delivery" (optional - means only the addressee can sign)

On the Return Receipt (PS Form 3811):

1. Fill in the recipient's address
2. Fill in your return address
3. Write the article number from the certified mail receipt

Step 4: Attach and Send

1. Peel and stick the certified mail receipt to the envelope
2. Attach the green return receipt card
3. Pay at the counter (don't use the self-service kiosk for certified mail)
4. Get your receipt with the tracking number

Step 5: Save Everything

Keep your receipt with the tracking number. The green card will be mailed back to you when the letter is delivered.

Tracking Your Letter

Once sent, you can track your certified letter at USPS.com using the tracking number on your receipt.

You'll see updates like:

• Accepted at Post Office
• In Transit
• Out for Delivery
• Delivered (with signature capture if available)

What If They Don't Respond?

Your letter was delivered (you have proof), but the deadline passed with no response. Now what?

Wait a Few Extra Days

Give them 3-5 business days past your deadline. Mail delays happen, and they might be preparing a response.

Send a Final Notice (Optional)

A brief follow-up letter or email stating: "I have not received a response to my demand letter dated [date]. If I do not hear from you by [new date], I will proceed with [filing in small claims court/reporting to [agency]/other action]."

Take the Next Step

If they still don't respond:

• Small claims court - File your claim. Your demand letter and proof of delivery become evidence.
• Report to agencies - Consumer protection agencies, licensing boards, or industry regulators.
• Hire an attorney - For larger claims or complex disputes.

Key Takeaways

• Certified mail with return receipt is the gold standard for demand letters
• Keep the green return receipt card as proof of delivery
• Email can work but is better as a supplement to physical mail
• Track your letter at USPS.com using the tracking number
• If ignored, their non-response strengthens your court case

Related Articles

• How to Write a Demand Letter
• Do Demand Letters Work? Success Rates
• Small Claims Court Demand Letter Guide