Debt Collection Letters of Demand

Date: Oct 07, 2010
Document Type: Newsletter

For small businesses, it may be either too time consuming to pursue outstanding debts or impractical to employ a collection agency (owing the size or circumstances of the debt). However, a simple strategy is to issue a formal letter of demand, which serves as both a final notice and a precursor to taking the matter to court.

This article examines the mechanics of issuing a letter of demand, how to follow the matter up and what to do if you receive a letter of demand.

What is a Letter of Demand?

The letter of demand is a short letter addressed to the debtor (person who owes you money). This may be the debtor’s business address (if they are a sole trader) or the debtor company’s registered office. It should set out the nature and details of the debt with copies any relevant contracts or documents in support. Importantly, it should clearly establish what you want from the debtor (most commonly by using the words such as “hereby demand repayment”) and when (seven or fourteen days is a typical time frame). The letter must also indicate that you will take the issue to court should they fail to pay and will not notify them any further after this letter of demand.

If you would like to offer the debtor a chance to repay the sum quickly at a discount, you should speak to a lawyer about negotiating “without prejudice” as to your claim. Strictly speaking, a lawyer is not necessary to issuing a letter of demand, but highly advisable if you have not successfully done so before. Using a lawyer is also advantageous if there are numerous debtors, as they can be instructed to negotiate for you directly with each debtor. Having a solicitor on your side also lends a great deal of credibility to your claim that you will pursue the matter in court.

The letter should ideally be sent by registered post, although facsimile can be an acceptable alternative. Importantly, you should not send a letter of demand without being willing to take the matter to court. An evasive debtor has possibly been in this situation before and may know that you are “bluffing”. Sending multiple notices also creates the impression that your first threat wasn't very serious and can be construed as improperly harassing the debtor.

Practical Points

It is a known strategy for some businesses that are in financial difficulty to deliberately not accept a registered mail letter, as it is likely to be a letter of demand. While irritating (and in the long-run, a futile strategy) it is still somewhat necessary for you to “go through the motions” of attempting to settle a debt amicably, even if you have a suspicion that the debtor will simply ignore or evade the demand. Should you need to take the further step of pursuing the matter in court, showing evidence of your attempts to collect the debt will assist you in recovering your court and reasonable collection costs.

What if I have received a letter of demand?

To begin with, it will not help to ignore or evade the demand, as there is a good chance that anyone who has taken the time to reduce the issue down to a formal statement at least intends to see it through. If you are simply unable to repay the debt (but accept that the debt exists), writing back to your creditor (the person you owe money to) and explaining the situation will at least open the possibility of negotiating a means of settling the debt without having to go to court.

Alternatively, if you dispute the debt (or the way in which the creditor has calculated it) then you should seek legal advice and be prepared to ultimately defend the matter in court.

Applying for Business Loans
Date: Sep 02, 2010
Australian Consumer Law
Date: Apr 01, 2011
Being Sued
Date: Nov 02, 2010
Closing your Company
Date: Feb 02, 2010
Consideration in contract law
Date: Jun 10, 2015
Contract: the rules of the game
Date: Jun 15, 2015
Goods Shipping and the Law
Date: Oct 01, 2012
Insurance Basics
Date: Feb 03, 2011
Is your business True Blue?
Date: Sep 02, 2009
PPSA Protection and Perfection
Date: May 25, 2015
Security for Costs
Date: Aug 08, 2010
Social Media and your Employees
Date: Apr 03, 2010
Social Networking in Business
Date: Jul 05, 2011
Tax Time Record Keeping
Date: Aug 03, 2010
Trusts and family law disputes
Date: Jul 06, 2015
What is a guarantee?
Date: Nov 10, 2014
What is consideration?
Date: Sep 14, 2014
When should a warning be given?
Date: Sep 14, 2014
Why Choose Bankruptcy?
Date: Dec 14, 2007
Working with Contracts
Date: Mar 02, 2011
Back to Publication List