US demand letter guide
How to write a demand letter that gets a clear answer
A demand letter puts a dispute in writing: what happened, what you want, by when, and what you will do next. It is often the first practical step before a payment dispute, an agency complaint or small claims court.
The six parts every demand letter needs
- The facts, in order. Who, what, when and how much. Dates and amounts matter more than adjectives.
- One specific request. A refund, a repair, the return of a deposit, unpaid wages, or a stop to billing. Several vague requests are easier to ignore than one clear one.
- The amount and how you got it. Show the calculation: hours times rate, the deposit minus documented deductions, the charges after cancellation.
- A response date. A reasonable period such as 7 to 14 days, counted from receipt.
- The next step. A payment dispute, a complaint to the right agency, or small claims court. Name only steps you are prepared to take.
- Your evidence. List the receipts, contracts, photos, statements and messages you can provide.
Requested deadlines versus legal deadlines
The date in your letter is a request. Some situations also have deadlines set by law, and missing them can cost you protection. A few US examples:
| Situation | Deadline that matters |
|---|---|
| Credit card billing error | Your written notice generally must reach the card issuer within 60 days after it sent the statement showing the charge (Regulation Z). |
| Debt collector letter you dispute | A written validation dispute is generally due within the 30-day validation period (FDCPA). |
| Security deposit | Set by state law, for example 21 days in California, 14 days in New York and 30 days in Texas after you move out. |
| Final paycheck | Set by state law, for example immediately on discharge in California and within six days after discharge in Texas. |
| Medical records request | A HIPAA-covered provider generally must act within 30 days, with one possible 30-day extension. |
| Marketing emails after you unsubscribed | Opt-out requests must be honored within 10 business days (CAN-SPAM). |
Do not let a reply date in your own letter run past a legal deadline. If one is close, act on it in parallel.
How to send it with proof
- Use the notice address in the contract or lease, or the address the business gave you in writing.
- Certified Mail gives a mailing and delivery record; add Return Receipt for a signature.
- An email copy is useful, but it should not replace a notice method the contract requires.
- Keep a copy of the letter, the attachments and the proof of sending together.
Guides for common situations
- Security deposit: deposit return deadlines by state, with a free calculator; what to include in the letter; or prepare a security deposit demand letter.
- Unpaid final wages: final paycheck deadlines by state, with a free calculator; final-pay rules in CA, NY and TX; or prepare an unpaid wages demand letter.
- Charged after canceling a subscription: refund demand for post-cancellation charges.
- Refund approved but never arrived: refund demand letter.
- Order never delivered: delivery or refund demand.
- Contractor left the job unfinished: contractor demand letter.
- Medical bill you dispute: medical bill dispute letter.
- Bank charge or debt you dispute: bank charge dispute letter.
What a demand letter cannot do
It does not file a case, it is not a court order, and it does not guarantee payment. Its value is a clear, dated record of your request that a business, an agency or a judge can read quickly. Avoid threats you will not follow through on and never present penalties as already owed.
Want it written for you?
DocBrain turns a plain description of your problem into a formal US demand or complaint letter with relevant rules, a response deadline and sending instructions. It costs $4.99 once, with PDF and editable Word files. You can look at a fictional sample letter first. More examples are in the DocBrain public examples.