How to Send a Demand Letter by Mail (2025 Guide)
Quick Answer: Sending a Demand Letter
- Best method: USPS Certified Mail with Return Receipt
- Why: Provides legal proof of mailing and delivery
- Cost: Usually around $10–$12+ in 2025 (postage + certified + optional return receipt, depending on weight and USPS rate changes)
- Keep: Copy of letter, mailing receipt, and green card when returned
A demand letter is a formal written notice requesting payment, action, or resolution of a dispute before taking legal action. Sending it properly by certified mail creates a paper trail that can be critical if you need to file a lawsuit. This guide explains how to send a demand letter by mail using USPS Certified Mail so you have a clear paper trail and proof of delivery.
In This Guide
What is a Demand Letter?
A demand letter is a formal document that:
- States a claim or grievance in clear terms
- Requests specific action (usually payment or compliance)
- Sets a deadline for response or compliance
- Often mentions potential legal consequences if ignored
- Creates a record that you attempted to resolve the issue before litigation
Demand letters are commonly used for debt collection, contract disputes, personal injury claims, landlord-tenant issues, property damage claims, and breach of agreement matters.
Why Use Certified Mail for Demand Letters
Certified mail is the gold standard for sending demand letters because it provides:
| Feature | Why It Matters |
|---|---|
| Proof of Mailing | USPS receipt proves you sent the letter on a specific date |
| Tracking | Shows when letter was delivered or delivery was attempted |
| Return Receipt (Green Card) | Physical signature proof that recipient received the letter |
| Court Admissibility | Certified mail records are accepted as evidence in court |
Legal Importance
Many courts require proof that you attempted to resolve a dispute before filing a lawsuit. Certified mail documentation demonstrates that you gave the other party proper notice and an opportunity to respond.
Step-by-Step: How to Mail a Demand Letter
Here is exactly how to mail a demand letter with proper documentation:
Step 1: Prepare Your Letter
- Print your demand letter on standard paper
- Make at least 2 copies (one for your records, one to mail)
- Sign the original in ink
- Date the letter
Step 2: Address the Envelope
- Use the recipient's full legal name (as it appears on any contracts)
- Use their current mailing address
- Include your return address in the upper left corner
- For businesses, address to the registered agent or specific person
Step 3: At the Post Office
- Tell the clerk you need "Certified Mail with Return Receipt Requested"
- Complete PS Form 3800 (green and white certified mail receipt)
- Complete PS Form 3811 (green card return receipt)
- Pay for postage, certified mail fee, and return receipt
- Get your receipt with the tracking number
Step 4: Document Everything
- Keep your copy of the letter
- Keep your certified mail receipt (with tracking number)
- Save the green card when it returns (with recipient's signature)
- Track delivery online at USPS.com
What to Include in Your Demand Letter
While this guide focuses on mailing, your demand letter should include:
- Your contact information: Name, address, phone, email
- Recipient's information: Full name and address
- Date: The date you are sending the letter
- Subject line: Clear statement of the matter (e.g., "RE: Demand for Payment - Invoice #12345")
- Statement of facts: What happened, when, and who was involved
- Amount or action demanded: Specific dollar amount or action required
- Deadline: Date by which you expect response or payment (typically 10-30 days)
- Consequences: What you will do if they do not comply (e.g., "file suit in small claims court")
- Signature: Your handwritten signature
Important: Keep It Professional
Avoid threats, insults, or emotional language. Judges may read this letter. Keep it factual, professional, and focused on the specific demand. Hostile language can hurt your case.
Tracking and Documentation
After mailing, monitor your letter:
- Track online: Enter your tracking number at USPS.com
- Status updates: You will see when the letter is delivered or delivery attempted
- Green card returns: The physical return receipt (green card) will be mailed back to you with the recipient's signature
- Typical timeline: Allow 3-7 business days for delivery, plus time for the green card to return
For detailed tracking information, see our certified mail tracking guide.
What If They Refuse Delivery?
Sometimes recipients refuse to accept certified mail. This can still work in your favor:
- Refusal may count as delivery: In many courts, a properly addressed certified letter that is refused or unclaimed may still be treated as delivered, but rules vary by state and case type
- Keep the returned letter: Do NOT open it. The sealed, returned letter is evidence
- Tracking shows attempt: USPS records show delivery was attempted and refused
- Consider additional methods: You may also send via regular mail to the same address
Pro Tip: Send Both Ways
Many attorneys recommend sending the demand letter both by certified mail AND by regular first-class mail. This way, if they refuse certified mail, the regular mail copy may still be delivered. Send both on the same day.
After Sending Your Demand Letter
If They Respond and Comply
Great! Get any agreements in writing. If they pay, keep records of payment received.
If They Respond and Dispute
You may need to negotiate, or you now have clarity that litigation may be necessary. Consider consulting an attorney.
If They Do Not Respond
After your deadline passes, you can proceed with your stated next steps (small claims court, lawsuit, etc.). Your certified mail documentation proves you gave them fair notice.
Mailing Costs for Demand Letters
Based on USPS retail rates as of 2025; always confirm current prices at USPS.com:
| Item | Approximate Cost (2025) |
|---|---|
| First-Class Postage (1 oz letter) | $0.78 |
| Certified Mail Fee | $5.30 |
| Return Receipt (Green Card) | $4.40 |
| Electronic Return Receipt (optional) | $2.82 |
| Approximate Total (with physical green card, 1 oz letter) | Around $10.50–$11 |
Prices may vary slightly based on weight and USPS rate changes. See our certified mail cost guide for detailed pricing.
Send Your Demand Letter Online
Skip the post office. Upload your demand letter and we print and send it via USPS Certified Mail with Return Receipt. Same-day processing, full tracking, and proof of delivery.
Send Certified Mail OnlineFAQs
Should I send a demand letter by certified mail?
Yes. Certified mail provides proof that you sent the letter and proof of delivery or attempted delivery. This documentation is critical if you later need to file a lawsuit, as it shows the recipient was given proper notice.
What if the recipient refuses to accept the demand letter?
If the recipient refuses certified mail, you still have proof of attempted delivery. In many courts, a properly addressed certified letter that is refused or unclaimed may still be treated as delivered, but rules vary by state and case type. Keep the returned letter unopened as evidence.
How long should I give someone to respond to a demand letter?
Typically, demand letters give 10-30 days to respond or comply. The deadline should be reasonable for the type of demand. Debt collection letters often give 30 days, while urgent matters may give 10-14 days. Be sure to count business days and allow for mail delivery time.
Do I need a lawyer to send a demand letter?
No, you can send a demand letter yourself. However, for complex legal matters or large amounts (over small claims limits), having an attorney draft or review the letter adds credibility and ensures proper legal language is used. Attorney letters on law firm letterhead often get faster responses.
Should I send a demand letter before suing in small claims court?
Yes, it is generally recommended and sometimes required. A demand letter shows you made a good-faith effort to resolve the dispute. Many small claims courts ask if you attempted to contact the other party before filing. The certified mail receipt is evidence of your attempt.
Can I email a demand letter instead of mailing it?
You can email as an additional method, but certified mail is preferred for legal matters. Email does not provide the same level of proof of receipt that certified mail does. Courts give more weight to certified mail documentation than email read receipts.
Related Guides
- What is Certified Mail?
- How to Fill Out PS Form 3800 (Certified Mail Receipt)
- How to Fill Out PS Form 3811 (Green Card)
- How to Track Certified Mail
- How to Mail an Eviction Notice
- Send Certified Mail Online
Legal Disclaimer
This guide provides general information about mailing demand letters and is not legal advice. Laws vary by state and situation. For specific legal questions about your demand letter or dispute, consult with a licensed attorney in your jurisdiction.
Tags: demand letter, send demand letter, demand letter certified mail, legal notice mail, debt collection letter, demand for payment, certified mail legal