Bad check (NSF) demand letter — formal written demand after a returned check

Variables to fill in

{{YOUR_BUSINESS_NAME}}

Your legal business name.

{{YOUR_ADDRESS}}

Your business mailing address for reply.

{{CLIENT_NAME}}

Full legal name of the individual or business that issued the check.

{{CLIENT_ADDRESS}}

The client's address for certified mail delivery.

{{CHECK_NUMBER}}

The check number as printed on the returned item.

{{CHECK_DATE}}

The date written on the check.

{{CHECK_AMOUNT}}

The face amount of the returned check.

{{RETURN_DATE}}

The date your bank notified you the check was returned.

{{RETURN_REASON}}

The return code from your bank (e.g., 'Non-Sufficient Funds', 'NSF').

{{RETURNED_CHECK_FEE}}

Your bank's returned item fee, if applicable. Check your bank statement.

{{TOTAL_AMOUNT_DUE}}

Sum of check face value plus your bank's NSF fee plus any statutory fee. Leave blank if unsure — statutory fees are state-specific.

{{PAYMENT_DEADLINE}}

Deadline for payment — typically 10–30 days from the date of this letter, depending on your state's bad-check statute.

{{YOUR_NAME_TITLE}}

Your name and title.

{{CONTACT_EMAIL_PHONE}}

Your contact information for payment.

The template

Select all and copy. Replace the {{double-brace}} placeholders with your details.

{{YOUR_BUSINESS_NAME}}
{{YOUR_ADDRESS}}

[Date]

{{CLIENT_NAME}}
{{CLIENT_ADDRESS}}

Re: FORMAL DEMAND — RETURNED CHECK No. {{CHECK_NUMBER}} in the Amount of ${{CHECK_AMOUNT}}

Dear {{CLIENT_NAME}},

This letter constitutes formal written notice, sent by certified mail with return receipt requested, that Check No. {{CHECK_NUMBER}}, dated {{CHECK_DATE}}, in the amount of ${{CHECK_AMOUNT}}, made payable to {{YOUR_BUSINESS_NAME}}, was returned by your bank on {{RETURN_DATE}} unpaid for the reason: {{RETURN_REASON}}.

AMOUNT DUE

  Check face amount:         ${{CHECK_AMOUNT}}
  Returned check fee:        ${{RETURNED_CHECK_FEE}}
  [Statutory fee — see note] $_______
  TOTAL DUE:                 ${{TOTAL_AMOUNT_DUE}}

[STATE-SPECIFIC NOTE: Many states allow the payee to demand statutory damages in addition to the face amount of a returned check. In many states this is a flat fee ($25–$50) or a multiple of the face amount (up to treble damages), and may also include attorney fees. Consult your state's bad-check or criminal insufficient funds statute or a local attorney to determine the applicable amount in your jurisdiction.]

DEMAND FOR PAYMENT

You are hereby demanded to pay the total amount of ${{TOTAL_AMOUNT_DUE}} within {{PAYMENT_DEADLINE}} days of the date of this letter. Payment must be made in the form of cash, certified funds, or electronic bank transfer. Personal checks will not be accepted.

NOTICE OF RIGHTS

If the total amount due is not received by the date specified above, {{YOUR_BUSINESS_NAME}} may pursue all available civil and, where applicable, criminal remedies under applicable state law, including filing a complaint with the appropriate district attorney's office and/or initiating civil litigation to recover the face amount of the check, statutory damages, court costs, and attorney fees where permitted by law.

PAYMENT INSTRUCTIONS

To arrange payment, contact {{CONTACT_EMAIL_PHONE}} before the deadline above.

Sincerely,

{{YOUR_NAME_TITLE}}
{{YOUR_BUSINESS_NAME}}
{{CONTACT_EMAIL_PHONE}}

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This template is general-purpose educational content, not legal advice. State law varies and attorney review is recommended before use. Syntharra is not your attorney.

A returned check is recoverable. Syntharra follows up by phone while you send this letter.

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