Free template
Letter of demand template for an overdue invoice
A letter of demand is a written request for an overdue invoice to be paid by a set date. It lists the invoices and the amount owed, gives a date to pay by, and says what you may consider next. This free template is a plain letter with brackets to fill in.
General information only, not legal advice. Rules differ by country, state and type of customer, so check the official bodies listed on this page or ask a lawyer.
Here’s a letter of demand you can fill in and send, with an example of the wording. Put in the amount, the invoice numbers, the due date and the date you want it paid by.
It says what you may consider next without threatening anything. It doesn’t say it’s enforceable, and it can’t promise payment.
What’s inside
The letter
Your details, the client's, the invoices and amounts, the date you sent reminders, a date to pay by, and a line on what you may consider next.
A short email version
The same facts in a few lines, for when a full letter is more than you need.
A check before you send
Names, numbers and dates against your own records, your contract's late payment wording, and a copy of what you sent.
How to pick the date
A clear calendar date rather than “soon”, with no legal deadline suggested.
If they reply
A few plain ways to respond to a payment, a dispute, a request for more time or silence.
Official bodies to check
NSW Fair Trading, NCAT, other Australian state tribunals and USA.gov for state courts, so you can see what applies where you are.
Letter of demand questions, answered
What is a letter of demand?
A letter of demand is a written request for payment. It says what is owed, for which invoices, and the date you want it paid by. It usually comes after reminders haven't led to payment, and it often says what you may consider if the invoice stays unpaid.
It's a plain, factual document. What it means legally, and what follows if it's ignored, depends on where you are and who you're dealing with, so check the official bodies further down this page. This is general information only, not legal advice.
Do I need a lawyer to send a letter of demand?
Many people write and send one themselves, and this template is built for that. Whether to get advice first depends on the amount, how clear your paperwork is, and whether the client disputes the invoice.
If the amount is large, the client disputes it, or you're not sure what applies to you, it's worth asking a lawyer. These can help you find one. This is general information only, not legal advice.
What happens after a letter of demand?
That depends on how the client responds. They might pay, ask a question, dispute part of the invoice or ask for more time. Each is easier to handle if you've kept a record of the dates and what was said.
If you don't get a response, the next step is your choice. You might send another message, get advice, or look at the official body for your area, such as a tribunal or a small claims court. Which one applies depends on where you are, who the parties are and the type of claim, so ask them directly. These are the official places to start.
- NSW Fair Trading (the NSW consumer protection regulator)
- NCAT, the NSW Civil and Administrative Tribunal
- NSW Local Court
- VCAT (Victoria)
- QCAT (Queensland)
- State Administrative Tribunal (Western Australia)
- ACAT (Australian Capital Territory)
- NTCAT (Northern Territory)
- USA.gov: state and local courts in the US
- An example of a state small claims guide: California Courts Self Help
How long should I give them to pay?
There's no single right answer, and this page doesn't suggest a legal deadline. Choose a clear calendar date that gives them a fair chance to pay or reply, and put that date in the letter.
Check your contract or invoice terms for anything about late payment, and ask the official bodies above whether any time limit applies to you before you rely on a date.
Worth knowing
A letter is one step, not an outcome
Free download
Get it free
Drop your email and the template lands in your inbox as a Word file (opens in Google Docs too). The download link is on screen as well, so you're not waiting on email.
General information only, not legal advice. This template may not suit your situation. Nothing on this page says a letter of demand is enforceable, will work or will get you paid.