Letter of Demand Template (Word)
A free, editable letter of demand for recovering an unpaid debt in South Africa, before pursuing legal action.
How to edit this template
- 1Replace everything in orange square brackets with your own details, then delete the brackets.
- 2Send this letter by a method you can prove, such as registered mail, email with a read receipt, or hand delivery with a signed acknowledgement.
- 3Give the debtor a reasonable period to pay — 7 to 14 days is common — before you proceed to the Small Claims Court or Magistrates' Court.
- 4Keep a copy of the letter and proof of delivery; you may need both if the matter goes to court.
- 5This letter is for straightforward debt claims. For larger or disputed amounts, consider getting advice from an attorney first.
- 6A filled-in example is included on the last page — use it as a guide for tone and length, not for copying word-for-word.
Before you submit it
- Confirm the recipient's latest format, document and submission requirements on its official website.
- Replace every example name, date, address and reference number with your own accurate information.
- Remove personal information that the recipient has not asked for, especially when sending the document by email.
- Check whether the final document must be signed, witnessed, commissioned or certified before submission.
Filled-in example
Baxter Hardware Supplies CC 56 Industrial Road, Pinetown, 3610 031 700 4455 | accounts@baxterhardware.co.za 14 August 2026 Greenview Construction (Pty) Ltd 18 Mill Street, Durban, 4001 Dear Sir/Madam, RE: LETTER OF DEMAND — OUTSTANDING AMOUNT OF R48,500.00 This letter serves as formal demand for payment of the amount of R48,500.00, which arises from unpaid Invoice No. INV-2216 for building materials supplied, and which became due and payable on 30 June 2026. Despite reminder emails sent on 15 July 2026 and 1 August 2026, this amount remains unpaid. You are hereby given 7 days from the date of this letter, being no later than 21 August 2026, to pay the full amount of R48,500.00 into the following account: Standard Bank, Baxter Hardware Supplies CC, Account 041256789, Branch Code 040026 Should payment not be received by the above date, we will have no alternative but to pursue legal action against you, without further notice, which may include claiming interest and legal costs, and may affect your credit record. We trust this will not be necessary and look forward to receiving your payment. Should you wish to discuss this matter or arrange a payment plan, please contact us on 031 700 4455 or accounts@baxterhardware.co.za before 21 August 2026. Yours sincerely, Ravi Naidoo Baxter Hardware Supplies CC
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