Demand letter template
By Justin Winter · Updated August 20, 2026
The short answer
Many small claims courts ask whether you sent a written demand before you filed. Send it Certified with electronic Return Receipt, $14.99 all-in: USPS records when it was mailed and when it was signed for. Preview the exact pages free. Rules vary by state; this template is not legal advice.
The math
The math on one certified letter.
| Option | Cost | Your time |
|---|---|---|
| paperplane, Certified + Return Receipt | $14.99, all in | About two minutes |
| At the counter | USPS fees, plus printing, an envelope and the trip | About ten minutes at the counter, plus the drive and the line |
USPS charges the same fees whoever hands the letter over. The difference is the trip, the form and the slip you keep for a year.
A demand letter is the fact pattern, laid out plainly, with a deadline. What happened, what you are owed, what you already tried, and what happens if this deadline passes too. It is the single most common document small claims courts ask about — "did you demand this in writing first?"
Have a more specific situation?
These pre-fill more of the details for you:
- Security deposit demand letter
- Collection letter for an unpaid invoice
- Letter of intent to sue for a final notice before filing
For a small claims filing specifically, the same structure applies — name the amount, name what you tried already, set a real deadline, and state plainly that small claims court is next if it passes.
How it works
- Open the template, fill in what happened and what you are owed.
- Pay $14.99 (Certified + Return Receipt) — mailed the next business day.
- Keep the delivery record for court, if it comes to that.
This template is a tool, not legal advice.
Questions before you send
Why not go to the post office myself?
You can, and if your time is free it costs less. USPS charges the same fees whoever hands the letter over; paperplane does not replace the post office, it replaces the trip. The mailing record comes from USPS, not from us. $12.99 covers the printing, the envelope, PS Form 3800, a USPS address check before you pay and a handoff the next business day. For a letter you already know how to send, the counter is a fine choice.
What if they refuse the letter?
USPS tracking records what happened to it, including refused or unclaimed. You still have the mailing record. Rules on what that means vary, so check with your court or an attorney if a deadline depends on it.
If something goes wrong, do I pay?
If we cannot mail the letter, the hold on your card is released and you are not charged. If a letter fails after your card is charged, you are refunded automatically and in full.
Do I need to send a demand letter before suing?
Often, yes — many small claims courts and some contracts require a documented written demand with a chance to resolve before you can file. Certified Mail with electronic Return Receipt is the standard way to prove you sent it and when it was received.
What should a demand letter include?
What happened, what you are owed, any prior attempts to resolve it, a specific deadline, and what happens if the deadline passes. Keep it factual — the letter works because it documents facts, not because it escalates.
What if I have a more specific situation — a security deposit or a small claims filing?
Use the dedicated security deposit demand letter or small claims demand letter templates instead; they pre-fill the details those specific situations need.