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Demand notice for payment letter
June 29, 2019 1st Anniversary Wishes 1 comment

THIS IS YOUR FINAL NOTICE. Please be advised that unless we receive payment in full on this account in this office within ten (10) days of the date of this letter.

Contractors sometimes have to wait a long time for payment. A demand letter can be a powerful weapon in your arsenal to get paid faster. If you are waiting on past due payments on a construction project, read on to learn how demand letter can help you get paid.  And if you’re just ready to send one for free, you can do that here: Send your free demand letter in less than 60 seconds.

3 Ways A Demand Letter Can Help Contractors Get Paid Faster

Wondering if you should send a demand letter on your job? For contractors, slow payment is a major problem.  Thousands and thousands of contractors are sending emails and making phone calls to chase payment every day. Escalating that communication and sending a demand letter is an effective way to take the next step, and get money flowing.  Here are 3 ways that demand letters help contractors get paid when confronted with a slow-paying job.

1. Demand letters get more attention than phone calls

Contractors experiencing slow payment or other payment problems usually start ringing their customer’s phone, and they hear some version of “it’s coming soon.”  There’s the infamous “the check is in the mail” excuse that happens in all industries. In construction, it’s common to reflect the delay onto someone else in the payment chain, such as the “we’re waiting on payment from the owner” excuse.  Telephone calls to your customer are certainly prudent, but they can too easily be ignored, and there are times when you want to get more attention.

Demand letters command more attention than telephone calls and emails. The best way to get your nonpayment noticed is to send a formal demand letter. These act as an initial warning shot to show that not only are you aware of your rights but are willing to enforce them as well. In fact, there are a number of instances where the party may not even be fully aware of the nonpayment, particularly when dealing with larger projects or construction companies. By sending a demand letter, you eliminate the “I didn’t know I owed anything,” excuse.

Demand letters are especially helpful on construction jobs because most projects (and payments) involve multiple stakeholders. It’s hard to make a collection conference call to all the different stakeholders. Demand letters, on the other hand, can easily be sent to your customer, the lender, the property owner, the general contractor, and others — all of whom will give your claim attention and start moving money!.

2. Demand letters can unlock legal benefits that improve your collection position

Demand letters can also create legal benefits for you.  In many states, demand letters can be required to qualify for things like attorney fees, interest, and more.  Great demand letters will incorporate components of your state’s prompt payment laws.  Demand letters, in other words, can put the other parties on a clock to pay you, and this will influence people to cut your check.

Further, some states require that you send a warning and demand before taking any other legal steps.  In some states, for example, you must send a demand before filing a lawsuit.  In other states, you may need to send a certain type of demand before filing a mechanics lien, such as is the case with a “notice of intent to lien.” For a full breakdown on the differences, you can read this recent response in our Ask an Expert Center: Notice of Intent vs. Demand Letter. Even if a demand is not required in your state, there will still be some explaining to do in the courtroom when the judge realizes that a formal written demand hadn’t been sent.

3. Demand letters will serve as evidence if the dispute escalates further

Finally, demand letters serve as very useful evidence down the road about your claim in a way that phone calls don’t.  If your claim for payment escalates and winds up in court, the “I kept calling them” line isn’t very helpful.  A formal demand letter to the parties, or a string of them, is going to be very clear evidence that you made certain demands. This could make a big difference for your claim.


Learn more about Levelset’s Payment Demand Letter Tool for Contractors

 


How To Write A Contractor Demand Letter

Choose the right tone to set how aggressive you want to be

First and foremost, it’s important to be polite and professional when typing up your construction demand letter. There’s no need to get angry or confrontational. Put yourself in the receiving party’s shoes. The more adversarial the letter seems, the less likely they will be willing to pay. On the other hand, a thoughtful, concise, letter respectfully requesting payment has a much better chance of inducing payment. Of course, the level “aggression” can vary depending on the customer, the circumstances, and if demand has already been previously sent. We at Levelset have 3 levels: (1) friendly, (2) serious, and (3) threatening.

However, don’t confuse being “aggressive” with being impolite and unprofessional. Emotions can easily flare up between people whenever payments are in dispute or cash is being withheld…but resist all of those urges. Being professional, polite, and direct will serve you best in a demand letter. You want to resolve your dispute with the other party and move on. You don’t want to escalate your dispute into a full-on fight, and you certainly don’t want a judge or jury looking at a ridiculous and thoughtless demand letter as evidence down the road.

Include short & sweet facts about your unpaid account

This letter should contain a short and concise account of the payment dispute. Be sure to state the events in chronological order, so it can be easily followed. Remember, that many times this is a prerequisite to a lawsuit. This will form the basis of your complaint. Include only facts, and describe them in as much detail as possible.

Make a specific demand for payment

You should make the amount of money owed explicitly clear. Down to the penny. If you have a copy of the invoice or are citing the payment terms of the contract, include copies of those with your letter. It’s also good practice to show a willingness to work with the party as well by being open to the idea of a payment plan. However, don’t go too far! You may be willing to take a lesser amount, but there’s no reason to state that upfront.

Include an explanation of the consequences that will arise from litigation. This will cost them time, money, the dispute will be made public, and it could also have a negative impact on their credit score.

Also, if you have sent any previous demands for payment, mention them in the letter. These demands should act as a full account of all attempts to collect payment. That way, if the dispute does end up in court, you will be cast in a more favorable light as you went above and beyond to collect without filing a lawsuit.

Include specific demands to invoke payment rights you have as a contractor

It’s true that construction is one of the trickiest and slowest payment environments. Surprisingly, though, contractors have a ton of payment rights that put them in an extremely good collection position. It’s almost always required to summon those rights. The demand letter is a perfect opportunity for the contractor to start claiming these payment benefits.  This will help you qualify for attorney fees, interest, late payment penalties, lien rights, and more.

Here are things you may want to consider putting into your demand letter.  And you can refer to them all!  No need to pick and choose. The best demand letters incorporate almost all of these items.

1. Reference your state’s prompt payment rules

Almost every state has “prompt payment” laws requiring speedy payment to contractors.  If a contractor isn’t paid within a certain period of time, these laws entitle the late-paid contractor to pretty attractive penalties, interest fees, and attorney fees. When used correctly, these rules can be extremely beneficial to contractors having payment trouble.  You can see a great discussion of how prompt payment laws can come into play when looking to get paid in this question & answer on our expert center:  How do I get paid in this situation?  And view all prompt payment questions & answers here.

To qualify for all the prompt payment benefits, however, you may be required to specifically mention the prompt payment law in your demand letter!

2. Threaten a mechanics lien filing & make your demand letter a “notice of intent”

A “demand letter” and a “notice of intent to lien” can be very different things in the context of a construction dispute.  But, in many, many cases, you should consider combining these two concepts. If you’re unpaid on a construction project, your demand letter should almost always threaten to use your mechanics lien rights.

There are so many reasons why you should leverage the mechanic’s lien (or bond claim) rights when demanding payment on a job. Many of these are highlighted in this article on how mechanics liens work to get you paid. Bottom line here: Reference your mechanics lien rights in your demand letter, and note that you’ll be filing a lien if you remain unpaid on the job.

3. Make the claim in accordance with any “notice claim” provisions in your contract

The construction contract is a complex beast of a document. Whenever anything comes up on a job — especially a payment situation — contractors need to be extremely careful. It’s become quite popular in the last 10-15 years that construction contracts have “Notice Provisions.”

Notice provisions within construction contracts require contractors to provide “notice” of any potential claims within a certain period of time after the claim arises.  And the time period is usually very short. Such as 7-14 days.  It’s very easy for time to slip by and for a contractor to lose all of their rights without even realizing it.  The fairness of these provisions is very controversial.  We wrote about a case a few years ago when a subcontractor lost out on $200k by missing this “notice window.”  Yikes.

In your demand letter, you’ll want to cite any notice requirements in your construction contract.  That way, the demand letter will serve as the proper “notice” you are required to provide.

The word “notice” is a nightmare in construction, by the way.  There are so many notices.  It’s easy to confuse them. Here is an article on all the different types of notices you may encounter on a construction job.

Set a deadline for the party to respond to avoid further action

After stating the specific amount that you expect to be paid, it’s time to set a timeframe for payment. A typical timeframe will be anywhere from 7-10 business days. The letter should state that if payment (or a payment plan) is not established by a certain due date, then the stated alternative actions will be taken to secure payment.

How To Send The Demand Letter

Once you’ve drafted your demand letter, make sure that it is as professional-looking as possible. Have someone proofread it to be sure there’s no errors or mistakes. Use your business’ letterhead. Print it out, sign it as you would a contract, and use your business letterhead. Better yet, if you’ve paid an attorney to draft up the letter, this can add an extra level of seriousness to your demand letter.

Documentation is everything at this point. Keep a copy of the letter for your own records. Attach it to the customer file, or create a new one to deal with the outstanding payment. Also, the letter should be sent by certified mail with return receipt requested. That can knock out the “I never received anything” excuse. The more evidence you have, the better.

Common Questions about Demand Letters

Here are some common questions and concerns you may have when thinking about sending a demand letter to get paid.

Do I need an attorney to send a demand letter?

You can use an attorney to send a demand letter, but you don’t need to. There are many situations when it makes perfect sense to send the demand letter yourself, especially at the start of any dispute.  Sometimes, in fact, getting an attorney involved too early can overcomplicate the demand and make matters worse than they need to be.

We have a great discussion about when the time is right to get a construction lawyer involved with your dispute in this article: What does a construction attorney do, and when do I need one?

What happens if someone doesn’t respond to my demand letter?

Sending a demand letter frequently gets a response, and frequently will solve your problem. It’s possible that you may not hear back from anyone and have trouble getting any response whatsoever.

The first thing to consider in this situation is whether you sent the demand letter to the right party, or to enough parties. Especially in the context of construction projects, there are usually many stakeholders relevant to your dispute. Make sure they all got a copy of the demand letter. This will increase the chances of you getting the response you need.

The second thing you’ll need to do, however, is escalating matters. If you aren’t getting a reply from your demand letter, it’s time to turn up the volume.

What to do if your demand letter is returned undelivered

If the demand letter is returned, it could be due to a number of different reasons. The contact information you have could be wrong, they could have moved, or simply gone out of business. If this happens, it may be time to do some research on your own. If their proper contact information isn’t readily available contact the property owner, reach out to others working on the project, or do some public records research. Just be sure that the letter reaches the customer; especially if it’s required before a lawsuit can be filed.

How long should the demand letter be?

Generally speaking, you want to keep your demand letter short and sweet. There are a few reasons why you want your demand letter to be pithy:

  1. You want it to be read, digested, and right to the point. The demand letter is not a time for detail and nuance.  It should present your demand simply and concretely.
  2. You’re not presenting your entire case in a demand letter and you don’t have to prove anything at this point. You’re just making a demand, asserting your rights, and trying to get the other party to move faster toward resolving the payment issue with you.  Leave the nuance out!
  3. Finally, remember that you can only hurt yourself with the details. This can be used later against you as evidence of the details. It’s better to just stick to the bare demand.

Should I make a settlement offer in the demand letter?

Whether you should make a settlement offer within your demand letter depends circumstance-by-circumstance. However, generally speaking, you should be careful to not “bid against yourself” in your demand letter.  Especially the first demand.  You don’t want to open negotiations by compromising your own position. There are exceptions to this, such as when you’ve already engaged in some negotiation, or when you are clearly going to be making some compromise on your claim for various reasons.

How much will it cost to send a demand letter?

If you send the demand letter yourself the cost should be very low — practically free, in fact.  If you use a collection agency or attorney to send a demand letter, the cost can be more significant.  Some attorneys will send a demand letter for a flat fee of $100-$500, others will charge you hourly and require a full retainer. Likewise, collection agencies may offer demand letter services for a flat fee, but will also take your entire collection effort on a “contingency” basis.

Do I need to comply with the Fair Debt Collection Practices Act?

If you’re sending your own demand letter you will not need to comply with the Fair Debt Collection Practices Act. Generally speaking, only third parties — like collection agencies — need to worry about the FDCPA.  If you’re using a collection agency or some third party to send the letter on your behalf, then you should make sure that they will be following these rules. If they don’t follow the rules, this can complicate your claim and may require you to pay damages!  However, if you’re sending the letter yourself (or using software like Levelset to send the letter yourself), then you don’t have anything to worry about.

Sample Demand Letter for Contractors

You can use the below as a demand letter template. You can also generate and send a demand letter for free using Levelset here: Send your free demand letter in less than 60 seconds.


Date of Demand:  ___/___/____

Your Company Name
Your Address
Your Telephone Number
Your Email

Reference:
The Project Name
The Project Address

To avoid further action, please make payment of $_______ by __/__/____

Sent To:
Name & Address of each person receiving the demand

Dear Sir or Madam:

Our records indicate that $____ remains unpaid on the above-referenced job. Your failure to make this payment has adversely impacted our business, and _________ will not go unpaid for its work on this project.

Consider this Demand for Payment as notice that we are exploring the recovery options available to us at this time. We would strongly prefer to resolve this dispute between the two of us, but if payment is not made immediately, we will have no choice but to pursue more adversarial options – including a mechanics lien claim or bond claim, as appropriate.  Furthermore, please consider this as formal notice of a potential claim pursuant to any applicable contractual clauses, as well as a claim for the benefits under any applicable state and/or federal open account and prompt payment laws.

We hope that you will address this issue immediately and that further action will not be required. However, if necessary, our company is prepared to initiate a more formal recovery process. If your records indicate that the above payment has already been made, please contact us so we can resolve the discrepancy.

Signed:

__________
Your Name
Your title


Bottom line on Demand Letters

Having to chase down payments is a two-fold struggle. Not only is cash flow negatively affected, but now also have to go through the hassle of hunting down the non-paying party. No one should have to do this, but its the unfortunate reality of the construction industry. For contractors, sending a demand letter should always be the first step in resolving any non-payments. They are a quick, cheap, and incredibly effective way to get you paid what you’ve earned.

Create a Free Demand Letter

Summary

Article Name

Demand Letters for Contractors - How To Write One That Gets You Paid

Description

For contractors, a demand letter is an easy way to get attention when facing slow payment or some other payment problem. Here are tips to help.

Author

Alex Benarroche

Publisher Name

Levelset

Publisher Logo

Create a Demand For Payment Letter with step-by-step instructions. It is sent to a non-paying party, detailing an outstanding debt and.

Demand Letter Sample

demand notice for payment letter

Creditor notices and letters of demand

A creditor may send you a notice or letter of demand if you do not pay a debt. Sometimes these notices will incur extra costs. You have the right to dispute the debt but this should be done promptly and in a lawful manner.

Note: Some creditors may send letters that look like court documents to make you think court action has been started. This is illegal. If you are not sure whether a document is real, get legal help.

Statutory notices

Some legislation, such as the National Credit Code, requires creditors to send you specific notices before they can take further action to force you to pay the debt.

These notices say how long you have to bring your repayments up to date before further action will be taken. For example, notices about loan accounts covered by the National Credit Code must give you at least 30 days to bring the account up to date

Letters of demand

Creditors will usually (but not always) send a letter of demand, also known as a final notice, before taking further action. The letter may also come from the creditor’s solicitor or a debt collection agency.

A letter of demand asks you to pay the debt and tells you that the creditor will sue if you do not pay. If you do not pay the debt, or if other arrangements are not made, the creditor may start court proceedings. See Notice of legal action – being sued.

Creditors generally send a letter of demand to your last known address. If you move you do not have to tell creditors your new address, but if you decide not to, then court action may be taken against you and orders made without you knowing.

Added costs

Some letters of demand include claims for additional amounts of money above what you owe, referred to as ‘fees’ or ‘costs’ for recovering the debt.

You may not have to pay the extra costs if they are not included in the terms of the contract between you and the creditor. Get legal advice.

What should I do if I receive a letter of demand?

It can be hard to know whether the debt is yours, and whether the correct amount is being claimed, especially if the debt has been ‘sold’ by the creditor to another party, such as a debt collection agency.

If a creditor has contacted you about a debt you think you do not owe, or if you disagree with the amount being claimed, you have a right to dispute the debt or the amount of the debt.

Get help

Find out how you can get help with debt and financial issues.

WATCH THE VIDEO ON THEME: A Letter of Demand for Payment
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Louisiana Demand Letter Templates

demand notice for payment letter

Overview of the Letter before action

WWhen should I use a letter before action?

What's included in a letter before action?

What's a letter before an action?

Do I need a letter before an action?

Can you use this letter if there was no contract between the debtor and yourself?

What are the next steps if you receive no response to this letter before action?

Further advice

Other names for Letter before action

Final demand letter and Letter before claim.

This document is for England only. 

A letter before action is the last letter you should send before commencing legal action to recover a debt. A final demand letter formally reminds and requests your client or customer one last time to make payment before you take legal action. This letter before claim details all the necessary information including the date the debt was owed, any interest that is to be paid, and how long the debtor has to pay before legal proceedings will take place.

Use this letter before action:

  • when you want to recover a debt that is owing to you or your organisation
  • when you want to take further action after a second payment reminder letter has been sent and the debt remains outstanding
  • when you intend to give a last chance for payment before commencing legal proceedings for collection and enforcement of the debt

This letter before action covers:

  • the amount owing (the debt)
  • the date the debt owing should have been paid
  • whether interest is payable on the debt
  • automatic calculation of the amount of interest to be paid in total
  • automatic calculation of the continuing daily amount of interest charged as long as the debt remains unpaid
  • the threat of issue of legal proceedings for a county court judgment (CCJ) which will be taken if the debt is not paid by a deadline
  • other enforcement procedures to recover the debt

A letter before action is a final demand letter that reminds and requests your client or customer one last time to make payment before you take a legal action. It sets out the amount that is owed, the date the debt owed should have been paid, whether interest is payable and the deadline for paying off the debt in order to avoid legal proceedings.

You need a letter before action when you want to recover your debt and when you intend to give the debtor a last chance for payment before commencing legal proceedings for collection and enforcement of the debt. This letter will ensure that your customer or client understands that this is the last chance to pay and what will be the consequences of not complying with it. It is also important to show the court (in the event of legal action) that you have made all possible effort to contact the debtor and resolve the issue outside of court.

You can use this letter if there is no contract between the debtor and yourself. However, if there was no contract, and you wish to charge interest you can only claim statutory interest. This only applies to business-to-business transactions. Currently, the statutory interest is 8% plus the Bank of England base rate for business-to-business transactions. You cannot claim statutory interest if your customer is consumer and not acting in the course of business. In such scenarios, you can only claim interest if the contract sets an interest rate.

If you receive no response to this letter within 14 days you may commence legal proceedings.

Ask a lawyer for:

  • advice on debt recovery and dispute resolution procedures
  • advice on debt recovery outside England or Wales
  • advice as to whether an insolvency procedure is appropriate

This letter is used for debts which are subject to English and Welsh law or organisations based in England and Wales.

Because payment was refused by the bank or other drawee for lack of funds on presentation within thirty days after issue, you are, according to law, hereby.

Final Demand for Payment Letter Template

demand notice for payment letter

When an account is unpaid and overdue, you do not want to rush into filing a lawsuit. Litigation is an expensive, and oftentimes unnecessary remedy (but, don’t let your claims prescribe). A well-drafted demand letter should be sent to non-paying parties before proceeding forward with legal action.

Overview of Demand Letter Options in Louisiana

Although it may be recommended to send a demand letter, it is not a requirement under Louisiana law to establish a commercial debt action (it is in some states). It’s logical, however, that if the debtor may pay within 10 – 30 days of demand, there is little benefit to spending the time and money on initiating a lawsuit.

This post provides a few sample Louisiana demand letter templates. In reviewing these templates, it’s important to remember that different situations call for different measures, and specifically that one demand letter may apply more correctly than another.

Furthermore, in certain circumstances (when a check is returned NSF, when an account is an open account, etc.), there are statutory requirements for sending a demand letter in order to qualify for statutory penalties.

The counsel of a qualified attorney is recommended when taking a past-due account to the next level, however, there is some benefit ($$) to sending a demand letter in-house before handing off the reigns to your attorney.

Once you hire an attorney, he or she will likely begin the representation with a new demand letter, but your original letter will not be in vein. The in-house demand letter, when prepared and sent correctly, may qualify you for collection of interests and penalties from the time of its sending, and as mentioned above, may even result in payment. The attorney letter will ensure that the statutory requirements are met, and they are generally more threatening than in-house letters.

Finally, regardless of the correspondence you are prone to send, there are some essential considerations you should have when sending a demand letter.

Be sure to enclose information about the debt with your letter, which may include invoices, estimates, contracts, photographs, etc.

This not only gives creditability to the recipient of your demand letter, showing you are able to prove your debt, but it gives the recipient less of an excuse for non-payment. While not bulletproof, if the matter goes to court and you have a well-written demand letter with documentation proving the debt, you’ll have a better position to argue that the debtor was wrong for not making payment.

From a practical standpoint, there are other things you want to keep in mind. Most importantly, sending a demand letter is of little use unless you can prove it was sent and received.

Send the letter Certified Mail with Return Receipt Requested, and keep track of the Certified Mail Number. Follow-up to ensure the letter is delivered, and if needed, even make an effort to have the letter hand delivered by courier (who should sign an affidavit of delivery).

Not only should you keep proof of the sending of the document, but you want a good and reliable copy of what was sent. If you have a letter and enclosures, mention the enclosures within the letter so you can prove that they were in fact enclosed. Scan a copy of all the documents together with the certified mail number, dates stamp the documents or put page numbers at the bottom of each page (1 of 6, 2 of 6, etc.).

Also, you can always use our free demand letter tool, which will prepare and send your demand letter for free!

General Collection Letter Template

Contractors seeking to collect amounts owed to it from a property owner should send a basic collections letter. Here is a basic demand/collections letter template.

Demand letter on An Open Account Template

If you have an “open account” with the debtor, you will want to send a demand letter substantially similar to the template below. Open Accounts are provided special treatment under Louisiana law, with the benefit to creditors being that they are able to collect interest and attorneys fees as a matter of law.

The critical questions when collecting an open account are: (1) Is the debt an open account?; and (2) Has the creditor taken the correct steps to collect on it, preserving its rights to obtain attorneys fees and interest?

In general, contractors are infrequently able to capitalize on the open account laws in Louisiana, which are more ordinarily preserved to other professions and types of accounts. However, construction material suppliers are frequently able to use the open account laws, and there is clearly some grey area on the issue pursuant to recent Louisiana Supreme Court decisions.

Regarding the second question, the Louisiana Open Account law requires that you send a demand letter before qualifying to collect attorneys’ fees and interest. The demand letter must give the debtor information regarding the debt (invoices, contracts, estimates, photographs, etc.), and it must provide them with a certain amount of time to make payment on the account (30 days).

A demand letter in substantially similar form to the form provided by this post should suffice to start the clock for your company under Open Account laws. Be sure, however, to enclose evidence of the debt with the letter, and to keep documentation to prove that it was sent and to prove exactly what was sent.

Free Louisiana Open Account Demand Letter

Demand letter on NSF / Dishonored Check

The penalties for writing an NSF check can be severe. If your company seeks re-payment of the NSF check in accordance with Louisiana statutes, it will be positioned to take advantage of these penalties, applying great pressure to the party who wrote the NSF check to make payment.

The following is a sample template letter that may be sent after receipt of a NSF check.

Demand Letter Against Contractor Who Misapplied Funds

When a contractor misapplies funds as above discussed, you may send this template letter to put that contractor on notice of its default and to demand payment under the statute.  Here is Demand Letter against Contractor who Misapplied Funds.

WATCH THE VIDEO ON THEME: Payment Demand Letter Tool [free way to get paid]

A demand payment letter puts an individual or company on notice that you're considering legal action against them. Most people hire a lawyer to write their.

demand notice for payment letter
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