Demand Letter Tips
In a letter like yours, precision is key. Take a minute, step back, and think about the whole picture from start to end. Also, remember that the judge is the ultimate audience of your letter, not the intended recipient.
I say that because if you send a letter asking them to do something or stop doing it, your next move might very well be to take them to court. In that unfortunate instance, the letter you sent is proof that you attempted to settle the matter ahead of time, which most judges require in the first place. So you’ll attach a copy of the letter you sent, and the judge will look it over. The letter thus becomes your first best opportunity to explain your situation to the judge. With that in mind, you will want to write the letter as if the person you’re sending it to is hearing all of this information for the very first time!
So, take a moment to spell it all out. Why are you all here? Tell it in a narrative, from the beginning to today, don’t jump around, go day by day. You want names, dates, quotes, etc.
As a part of all of that, you want to follow a general structure:
What has gone on so far?
What were they required to do, or not do?
What must they do, or stop doing now (don’t forget the ‘when’ there, too)?
If you can hit that, you’re in great shape. Remember, precision is important. If they don’t know exactly what is wrong, or what exactly you demand they do by a given point in time, they won’t take it seriously.
At the same time, include and reference copies of any contracts, estimates, invoices, notes, texts, emails, and reference each in the letter. So, "On [date], I sent you [email/text/etc] stating..."
Sign it, make a copy of everything, and give it to them, or mail it certified with a return receipt requested. If this attempt doesn’t succeed, all of that is exhibit 1 to your lawsuit.