Regardless of the backstory, the demand letter should be professional in tone. Starting off on the warpath with accusatory language, explicit threats, or a shaming tone does little to achieve resolution.

To the extent possible, this letter should recount all important details about the incident in question and about subsequent attempts to secure repayment. Providing a specific account of the incident and quest for resolution, with dates, will ensure that there is no confusion about the issue.

Remember that the demand letter may serve as evidence if the dispute becomes a civil claim. Many jurisdictions require that a plaintiff send a demand letter before taking a case to court. The letter can thus help to establish critical facts in the case should it go to court, and may assist the plaintiff in organizing thoughts and legal strategy. Finally, a well-written and a well-documented letter that telegraphs toughness and rigor to the opposing party.

It’s called a “10-Day” letter for a reason. Generally, this deadline for payment is set ten days from the letter date, not the date of receipt. This is a somewhat arbitrary but standard time-frame. It provides adequate time for the other party to respond, but it is still short enough to exert pressure.

Demand letters should always be sent by certified mail. Otherwise, the other party can always deny receiving it. Do not email or text demands.