How to send a demand letter by certified mail
Send your demand letter two ways: as a PDF attached to an email, and as a printed copy by USPS Certified Mail with Return Receipt. Certified mail gives you a dated, signed record that the employer received it — which is exactly what you want if you end up filing a wage claim.
Why proof of delivery matters
- It shows the employer was given written notice and a chance to pay.
- It starts a clear clock on the deadline in your letter.
- It removes the "we never received anything" response.
- It gives your state labor agency a dated record to work from.
Step by step at the Post Office
1. Print the letter and sign it
Print your demand letter on plain paper and sign it by hand. Keep one signed copy for yourself and send the other.
2. Address the envelope to the employer
Use the employer's official business address or registered agent. Add the owner, HR, or payroll contact by name if you have one.
3. Ask for Certified Mail with Return Receipt at the Post Office
At the counter, say you want Certified Mail with Return Receipt. The clerk attaches the certified label and the green return receipt card. Expect a few dollars on top of postage.
4. Keep the receipt and tracking number
You get a stamped mailing receipt with a tracking number. Photograph it. Track delivery online, and keep the signed green card when it comes back.
5. Email a copy the same day
Send the same letter as a PDF attachment to the employer's email. Two delivery records are better than one.
After you send it
Give the employer the window stated in your letter. If that date passes without payment, file an unpaid wage claim with your state labor agency — your state page names the agency that handles it.
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Create my demand letterCommon questions
What is certified mail with return receipt?
A USPS service that records when your letter was mailed and gives you a signed proof of delivery. It creates a dated record that the employer received your letter.
Why send a demand letter by certified mail?
It proves the employer received your demand and when. If you later file a wage claim, that dated proof shows you gave written notice and the employer had an opportunity to pay.
Can I just email the demand letter?
Email is fast and worth doing, but it is easy for an employer to claim it was never seen. Do both: email the PDF as an attachment and mail a copy by certified mail with return receipt.
Where do I send it?
Send it to the employer's official business address or registered agent, and, when you know it, also to the owner, HR, or payroll contact.
General information, not legal advice. Postage prices and USPS services can change.