Writing a strong demand letter is only half the job. How you send it determines whether you can later prove the recipient actually received it — which is exactly what you’ll need if the dispute ends up in small claims court.
Send it by certified mail with a return receipt
The gold standard is USPS Certified Mail with a Return Receipt. Here’s why it matters:
- Proof of delivery. Certified mail gives you a tracking number and a record that the item was delivered.
- Proof of receipt. The return receipt (the green card, or its electronic equivalent) is signed by whoever accepts the letter — proof a court will accept.
- It signals seriousness. Recipients treat certified mail differently from regular mail. The extra formality alone prompts some people to respond.
What certified mail costs
As of 2026, sending one letter by USPS Certified Mail runs roughly:
- First-Class postage: about $0.78
- Certified Mail fee: about $5.30
- Return Receipt (green card): about $4.40, or ~$2.82 for the electronic version
All in, expect around $7–$11 per letter. It’s a small price for court-admissible proof.
Should you also email it?
Yes — sending a copy by email (in addition to certified mail) is smart. It creates a timestamp, reaches the recipient immediately, and is hard for them to claim they never saw. Certified mail remains your primary, provable method; email is a useful backup. You can also send it as a PDF attachment for a professional look.
Keep copies of everything
Before you send, make a copy of the signed letter. After you send, keep:
- The certified-mail receipt (with the tracking number)
- The return receipt once it comes back
- A copy of any email you sent
Store these with your evidence. Together they prove what you demanded, when, and that the other side received it.
Ready to send yours?
Create your demand letter free — it’s formatted correctly, cites your state’s law, and is ready to print and take to the post office for Certified Mail with Return Receipt. Keep the mailing receipt and the green return-receipt card with your records.