Communication is Crucial: Your Complete Guide to Writing & Sending a Certified Letter

Writing a certified letter can be done quickly and efficiently if you understand the basic format. It is understandable to be intimidated by an official document, but taking this natural caution into consideration can leave your papers concise and professional. When it comes time to send your letter, there are even ways to know where it goes and if the recipient receives it.

What is a Certified Letter?

Before pursuing a lawsuit, a certified letter is the advised method of informing the party that owes you what exactly your demands are to settle the case. This is a way to initiate a resolution before moving matters to court. The letter must be signed by the recipient to be left at the mailing address. This will also come in to play if the case moves to court as evidence of your attempt to resolve the matter previously.

Advantages of Certified Mail

Shows Seriousness

Matters, especially between regular citizens, will go unprosecuted because many think and they will not be taken to court over it. A certified letter shows how serious you are about resolving the issue properly, as well as showing the court in the future that the defendant had the time and opportunity to resolve it. There are even methods of finding a person to send your certified mail if you are not completely sure of an address.

Organize Case

Writing a formal demand letter will cause you to review all of the essential information in your case. Outlining exact details of the wrongdoing can help define precisely why you deserve reimbursement. This can give you a step ahead by redying the information and having all proof or additional documents ready if needed.

Writing Guide


It is never bad to start off strong. Lay out the exact reason for the letter, what the situation is, what they owe, and when they owe it. While you want to present a stern demeanor, being too demanding or rude can hurt your chances of resolving outside of court or your case if it reaches a court.


Use concise information as proof. For example, anything they have said in the past pertaining to the matter, details of the event, or unfavorable results of the event you have suffered from will help remind them and solidify the incident’s gravity.

You may have stated the exact restitution you desire, but outlining how it is calculated in correlation with the event is an important detail to cover. Especially for damages caused indirectly. The guilty party may choose to take responsibility for only certain aspects you outline which can assist in hammering out the finer details in court.


In the finishing remarks of your letter, make sure to state your intent to pursue further legal action if they do not respond timely and meet your demands. Note any contact information for yourself or legal representative the other party may require to properly respond.

Essential Information to Include:

  • Amount Due / Demands
  • Due Date
  • Date of Incident
  • Addresses Involved


Stay Calm

Always remain polite in your wording. Even if someone has extremely wronged you and caused this issue, being aggressive will only escalate the situation. Remember these are legal documents and anything in it will most certainly be held against you if it can be.

Use Proper Wording

Using the appropriate detailed wording will be a valuable part of drafting your letter. Correct vocabulary and sentence structure will show professionalism and add to the serious weight of the letter. The more defined your language is the less the letter will be able to be intentionally or unintentionally misinterpreted.


Always keep copies of all legal documents you may need in the future. This certified letter counts as one of those to make multiple copies for reference. Create a folder specifically for any important documents or receipts pertaining to the case. While hard copies and original copies are essential, virtual and online storage are another secure method.

Also be sure to keep track of any response provided to you. An admission of guilt or agreement of payment may make a short case in the future.

Respect Deadline

When you make your deadline for the demands in the certified mail, keep that date in mind. Do not let the date pass without pursuing further action like you said in the letter. This will make the situation seem unimportant to you in court or wherever the matter is resolved.

Type the Letter

Handwriting a letter seems unprofessional and can be unclear if handwriting isn’t perfectly legible. It can also be easily altered by the parties or destroyed. This is a huge problem if you did not go through the process of making copies. If you do not have a computer available libraries have free computer access and can help you print out copies of your letter at a low cost.


As long as the other party responds in a timely manner, the negotiation of terms may be in order. If you decide to handle matters outside of court at this point, still keep documentation of any payments received or terms met.

Your Exact Demands

If you are willing to negotiate the amount do not say so in your letter. Lay out the exact amount you want and, as stated, do it in the very start of the letter. Be straightforward with your demands to take charge of the situation.

Send and Track!

Your letter can be sent by locating the official government building in your area and paying a fee. Since this does cost, make sure this is the route you want to go. At this time you will receive a number associated with the certified mail which you can track. All of these tips can guide you to successfully knowing where your certified mail is.

A Concise Certified Letter

The advantages of sending certified mail before you take someone to court can be vital to solving the situation timely. Certified mail can be a useful tool to solve an issue without the hassle of court. Use all of this new information on how to write and send your certified letter to accomplish the task confidently and get on the road to receiving what you are owed.