Template · Letter

Subcontractor invoice demand letter — collecting from a GC who isn't paying

When a general contractor delays or refuses to pay a subcontractor, a formal demand letter that references the subcontract terms, applicable payment chain obligations, and the subcontractor's mechanics lien rights often prompts faster payment than a standard invoice reminder. This template is structured specifically for the sub-to-GC dynamic.

Use it for

  • Subcontractors (trade contractors, specialty contractors, suppliers) collecting from a GC.
  • Situations where a GC claims they have not been paid by the owner as a reason for delay.
  • Before filing a mechanics lien — as a final formal demand.
  • When the relationship with the GC is already strained and a firm letter is appropriate.

Do not use for

  • Direct contractor-to-homeowner or contractor-to-owner disputes — use the standard demand letter instead.
  • States where your lien rights have expired — verify before referencing them.

Variables to fill in

YOUR_BUSINESS_NAME
Your subcontracting business name
YOUR_NAME
Your name and title
YOUR_ADDRESS
Your business address
YOUR_PHONE
Your phone number
YOUR_EMAIL
Your email address
GC_NAME
General contractor company name
GC_CONTACT
Name of the GC contact person
GC_ADDRESS
GC mailing address
PROJECT_NAME
Project name or description
PROJECT_ADDRESS
Address of the project where work was performed
SUBCONTRACT_DATE
Date of your subcontract agreement
INVOICE_NUMBERS
Invoice number(s) being demanded
TOTAL_AMOUNT_OWED
Total unpaid balance
PAYMENT_DEADLINE
Deadline for payment before lien filing

The template

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

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.

[Date]

{{GC_CONTACT}}
{{GC_NAME}}
{{GC_ADDRESS}}

Re: DEMAND FOR PAYMENT — Subcontract Work at {{PROJECT_ADDRESS}}

Dear {{GC_CONTACT}},

{{YOUR_BUSINESS_NAME}} entered into a subcontract agreement with {{GC_NAME}} dated {{SUBCONTRACT_DATE}} for work at the above-referenced project.

We have performed all work required under the subcontract in a workmanlike manner and have submitted invoices for payment. Despite our previous requests, the following invoices remain unpaid:

Invoice(s): {{INVOICE_NUMBERS}}
Total Amount Due: {{TOTAL_AMOUNT_OWED}}

DEMAND IS HEREBY MADE for payment in full of {{TOTAL_AMOUNT_OWED}} by {{PAYMENT_DEADLINE}}.

We are aware that you may be experiencing payment delays from the project owner. However, under our subcontract and applicable state law, {{GC_NAME}}'s obligation to pay {{YOUR_BUSINESS_NAME}} is not contingent on receipt of payment from the owner unless our subcontract explicitly includes a 'pay-if-paid' clause that was brought to our attention and agreed upon at signing. [Adjust this language based on your specific subcontract terms — not legal advice.]

Please be advised that {{YOUR_BUSINESS_NAME}} has preserved its mechanics lien rights on the above-referenced property. If payment is not received by {{PAYMENT_DEADLINE}}, we will file a mechanics lien against the property without further notice, and may pursue all other remedies available under applicable law and the subcontract.

Please remit payment to:
{{YOUR_BUSINESS_NAME}}
{{YOUR_ADDRESS}}

Or contact {{YOUR_NAME}} at {{YOUR_PHONE}} or {{YOUR_EMAIL}} to arrange payment.

Sincerely,
{{YOUR_NAME}}
{{YOUR_BUSINESS_NAME}}
{{YOUR_ADDRESS}}
{{YOUR_PHONE}}
{{YOUR_EMAIL}}

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STATE-SPECIFIC NOTE [STATE-SPECIFIC]: Pay-when-paid vs. pay-if-paid language varies significantly and is interpreted differently by state courts. Have a construction attorney review this letter before sending. Not legal advice.

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.

GC payment delays shouldn't be your cash flow problem. Syntharra's automated follow-up starts on day 3 before invoices age into lien territory.

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