When to send it
After the final notice deadline has passed, typically 30 to 45 days past due. Send it as a signed PDF by email and, if possible, by tracked post.
The full template
Template
- Subject
- Formal demand for payment: invoice [INVOICE #]
[YOUR NAME / BUSINESS NAME] [ADDRESS] [DATE] To: [CLIENT LEGAL NAME] [CLIENT ADDRESS] Re: Formal demand for payment of invoice [INVOICE #] On [CONTRACT DATE], we agreed that I would provide [SERVICES] for [AMOUNT], payable by [DUE DATE] (agreement attached). The services were delivered on [DELIVERY DATE]. Invoice [INVOICE #] was issued on [INVOICE DATE]. Reminders were sent on [DATES]. The amount of [AMOUNT] remains unpaid. I demand payment of [AMOUNT] [PLUS LATE FEES OF X UNDER SECTION Y] by [DATE, 14 DAYS FROM NOW], to: [BANK DETAILS] If payment is not received by that date, I intend to file a claim at [COURT / SMALL CLAIMS] without further notice, and to seek costs where permitted. Sincerely, [SIGNATURE] [YOUR NAME]
Variant: Cover email to send with the letter
Cover email to send with the letter
- Subject
- Formal demand: invoice [INVOICE #]
Hello, Please find attached a formal demand for payment of invoice [INVOICE #] ([AMOUNT]). The deadline for payment is [DATE]. [YOUR NAME]
Mistakes to avoid
- Leaving out the dates. A demand letter is a timeline; without one it's just an angry email.
- Claiming amounts not in the contract.
- Sending it without keeping proof of delivery.
- Threatening criminal action over a civil debt.
FAQ
What is a demand letter for unpaid invoices?
A formal, signed letter setting out what is owed, why, and a final deadline before legal action.
Do I need a lawyer to send a demand letter?
No, you can send it yourself. A lawyer's letterhead can add weight for large amounts. This template is not legal advice.