How to Write a Simple and Effective Demand Letter

If you are dealing with a situation where you feel you have been ripped off, you are being given the "runaround," or an individual or company is not dealing with you in a straight manner, a simple demand letter delivered in writing may get the result you are looking for.

Sometimes speaking with customer service persons on the telephone or even moving up the chain and speaking with their supervisors will not get the job done. Some companies and individuals will only deal with you if they feel you are serious about the matter, and unfortunately, a telephone call is often not enough to get a party's attention. A well-written, direct letter will usually have much greater effect, and the company or person will also realize you are serious about the matter.

To begin your demand letter, use your computer or a typewriter as a printed letter will look much more professional. If you do not have your own letterhead, simply type your name, address, telephone number and e-mail address in 14 to 18 point font and center it vertically at the top of the page to create a letterhead look. If you know who you are dealing with, you can address your letter to that particular person. However, if you do not know the name of a person, you can simply address it to "Attention: Legal Department."

In the first sentence of your letter, indicate that you are writing the letter in an effort to resolve the situation or matter in full. Then, briefly outline or detail the facts in your own words and in logical fashion or chronological order.

If you believe the other party has acted wrongly, or if you are asking that party to take corrective action, state that in your next sentence. For example, you may be asking a company to refund your money. Be sure to include the exact amount so that the other party knows what you are asking for. In addition, provide a time-frame for the other party to respond or take action. For instance, you may ask to receive your refund within one week of receipt of the letter. Further, you should indicate that if the other party does not comply within that period of time, you are prepared to exercise any and all available legal and equitable remedies you may have against such party. This sentence works best in the letter if you are actually prepared to do exactly that. Otherwise, the other side may call your "bluff."

If the time period expires and you have not received any return communications, you can work the telephones again or even send a second demand letter. If you send a second letter, be sure to recite that it is your second one, and that you never received a response (or a satisfactory response) to your first letter.

Importantly, if you are unable to get results yourself, or if you have any questions about a potential legal matter you are facing, you should always contact an attorney to discuss your rights.