There may come a time that another person owes you a certain sum of money and despite your efforts of reminding them to make payment whether verbally or personally, they may choose to ignore their obligation to pay. In order to properly request for payment, you may send a formal demand letter. This letter is considered as a legally acceptable mode of seeking for payment outside of court.
In case you are in the process of drafting a demand letter for whatever purpose, you may refer to our sample demand letter templates on this page. Aside from usable templates, this article can give you a brief introduction regarding the nature of demand letters and how to make them. Read on below and discover how you may benefit from writing demand letters if not today, then for your future needs.
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What Is a Demand Letter?
A demand letter is just what its name entails: a letter of demand. The sole purpose of demand letters is to request for a certain amount of money or any kind of compensation in consideration of an actual right to such remunerations. The right to write a demand letter may arise from different circumstances as there are numerous causes that can move an individual or an entity to write a demand letter.
The key characteristics of a demand letter are the following:
- A demand letter contains a detailed narration of the circumstance that gave rise to the need to demand payment for a thing. It is entirely fruitless for one to write a demand letter without providing the recipient a specific account of how he/she has become legally obligated to pay or to make good with any other kind of contractual obligation.
- A demand letter is direct and to the point.
- It contains a forceful yet polite statement of request for payment.
- It is bereft of any excessive words expressing emotions as it is strictly formal and of an objective nature.
- It must not contain any expletives of any kind.
- It denotes the specific amount that is due and the specific date when such amount must be paid.
- It specifies the course of action that will be taken should the letter-recipient fail to acknowledge the letter.
- Just like any kind of business letter, it must be written in standardized business letter format.
To know more about the basic characteristics of demand letters, you may refer to our website’s collection of demand letter samples that we have on this page. Other than the demand letters, we also have collection letter examples that you also have the option to write if you are merely collecting an amount that is not yet overdue.
Formal Demand Letter Examples
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Injury Demand Letters
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When Can You Use Demand Letters?
Demand letters are useful in different kinds of circumstances. The following situations show when you can use demand letters:
- For payment of rent: Landlords and owners of properties that are being leased can send a timely demand letter to their lessees or tenants whenever they fail to pay their rentals.
- For payment of goods and services: Businesses may sometimes allow their customers to pay after the goods have been delivered or after the services promised have already been performed. It is in such instances that there is a likely occurrence of customers refusing to make their payments. When this happens, businesses have the option of writing a demand letter to their customers in order to ask for payment. They need to be able to write down the specific items that must be paid and when it must be paid.
- For reparation of damages caused to a property: In tort law, if you are to incur damages on the properties of other people, you are liable to pay for damages as enunciated in the laws of the state you are residing or the state where you have damaged a property. However, as most owners would rather save money to be spent in court proceedings, they would usually opt to settle the matter by sending a polite demand letter to the person or entity that has caused damage to their property.
- For payment of land or other property: Aside from the products and services that are the usual items availed by customers on a daily basis, the acquisition of land and other immovable properties can also be subject to a sale. When there is a sale of an immovable property and the buyer has failed to pay for said property on the date scheduled for the payment, then the owner of said property has the power to enforce payment by commencing a legal proceeding. However, before he can do so, most states would require the owner to make a formal demand to the buyer before a judge would approve that a legal proceeding may be started.
- For payment of debt: It is written by banks and other lending institutions to formally ask for payment from their debtors.
- For late delivery: Not only is a demand letter useful in seeking anything of monetary value, it can also be used by customers to demand that the items they have purchased will be delivered should the event occur that the business fails to deliver it on the date indicated on the receipt. It must be immediately sent to the business so that it can be remedied right away.
- For reimbursement for damaged goods: As customers, it is our right to demand that we are able to receive goods or services that are of a quality that is proportionate to the price paid for it.
To obtain a deeper understanding of the benefits of writing demand letters, check out the templates we have on this page. You can also check out our payment letter formats that you can use in lieu of demand letters.
Legal Demand Letter Examples
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How to Write a Demand Letter
Writing a demand letter can be a scary ordeal, especially if it is your first time doing so. The mere act of forcefully requesting others to fulfill his/her obligations can be a terrifying thought to some, while there may be others who would take this task with great ease. If you are one of those who find it hard to fabricate a demand letter, then you may find our guidelines below of great use:
- Before writing your demand letter, you must know the facts first. This means that you must know the details of the particular event that has caused you to write a demand letter. For instance, if the source of the demand is a contract, then try to know the specific terms signed that directly pertains to the obligation you are seeking fulfillment for. Moreover, you must also know the exact date and place when the contract is being signed.
- Gather the documents that you may use as a source of evidence for your demand. This may pertain to contracts, invoices, receipts, and other documents.
- Research the complete name of the person you are sending your demand letter to.
- Follow the proper format of business letters. You may use demand letter samples and free demand letter templates you can find on the Internet. These templates can show you the proper way of writing demand letters and how to arrange the content appropriately.
- Start writing your letter by placing the return address.
- Then write the salutation by addressing your recipient using their complete names.
- In the body of your letter, introduce yourself or your company.
- Then state in a clear language the main purpose of your demand letter.
- Follow it up by dedicating another paragraph that succinctly narrates why you are demanding payment or fulfillment of an obligation from them.
- This is also your opportunity to indicate that you have supporting documents that can serve as proof why you are making a demand. You can state that you are attaching to your letter the contract, receipt, or invoice, which can help your recipient remember his/her prior acquiescence to the obligation you are demanding from them.
- Politely conclude your letter by stating what it is you are specifically demanding and when you expect them to fulfill it.
- Then write a sentence that explains your course of action should your recipient fail to acknowledge your demand letter. Usually, this is the part where you explain that if your recipient would not fulfill his/her obligation then you will commence court proceedings.
- Close your letter formally by writing a polite closing remark.
- Don’t forget to write your full name and affix your signature above it.
- You may also indicate below your name your position title if the demand you are making is connected to your job or company.
- Always observe a polite tone. It is not advisable for you to write using flaming language since this can only ignite ire from your recipient. In a way, it would prove counterintuitive as it would be likely for your recipient to refuse fulfilling your demand.
- Lastly, be clear about the reason why you are making a demand. Do not assume that your letter recipient remembers the incident that has caused you to make your demand.
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