Demand Letters
Demand for Payment (Unpaid Invoice): Certified Mail letter template
Pre-filled template, USPS tracking and Electronic Return Receipt
An unpaid invoice rarely resolves itself. A formal demand for payment changes the dynamic: it shows the debtor you are organized, creates the written record courts expect, and sets a deadline with consequences. For freelancers and small businesses, it is often the single letter that gets an ignored invoice paid.
Delivery matters as much as wording. A demand sent via USPS Certified Mail with Electronic Return Receipt gives you proof of mailing and a signed record of the date the debtor received it. If you later sue, that receipt defeats the classic defense of "I never got anything."
This template identifies the invoice, recounts your earlier reminders, demands a precise amount by a firm deadline, and invites a written dispute if the debtor contests the balance.
This template is provided for informational purposes only and is not legal advice. For guidance on your specific situation, consult a licensed attorney in your state.
The letter template
The parts in blue and in brackets should be replaced with your information: they are pre-filled automatically when you use the template online.
Your contact details
Filled in automatically from the addresses step.
Recipient
Name and address entered at the addresses step.
Re: Demand for Payment of Outstanding Balance
Sent via USPS Certified Mail with Electronic Return Receipt
Dear Sir or Madam,
This letter concerns the unpaid balance of [amount owed] due under [invoice number(s), contract, or agreement description] dated [date of the invoice or agreement], for [goods delivered or services performed]. Payment was due on [due date] and remains outstanding as of the date of this letter.
Despite my previous requests on [dates of earlier reminders, calls, or emails], the balance has not been paid, and no dispute about the amount has been raised.
I demand payment in full of [amount owed] within [number of days, e.g., 14] days of your receipt of this letter, as evidenced by the signed Electronic Return Receipt. Payment may be made by [accepted payment methods and where to send payment].
If payment is not received by that deadline, I intend to pursue the remedies available to me, which may include filing a claim in court, seeking interest and costs where allowed, or referring the matter for collection. This letter, my proof of mailing, and the signed receipt will document that you were given clear notice and an opportunity to pay.
If you believe any part of this balance is incorrect, please respond in writing within the same period, with supporting documentation.
Sincerely,
Mr. First name Last name
How to send this letter online
- 1
Enter the addresses
Your details and the recipient's: they are placed automatically in the letter heading.
- 2
Personalize the template
At the writing step, this template is ready to complete: replace the bracketed placeholders with your information.
- 3
Review the exact preview
What you see on screen is exactly what will be printed and mailed.
- 4
We handle the rest
Printing, sealing, and hand-off to USPS as Certified Mail. Proof of mailing and the Electronic Return Receipt are stored in your account.