How to write a demand letter for unpaid freight

Send it after you've confirmed the broker has your invoice and paperwork, and your follow-up emails haven't worked.

Check the payment terms on your rate con first. If the broker isn't late yet under those terms, a demand letter is early.

• Your name or company name, and your MC or DOT number.
• The broker's name and MC number.
• The broker's load or reference number.
• Where and when the load picked up and delivered.
• The amount owed and which invoice it's for.
• The date you sent the invoice and paperwork.
• A clear date you expect payment by.
• How they can pay you.
• What you plan to do next if they don't pay, such as a claim on their bond or trust.

Stick to facts. No insults, no threats.

Only name a next step you actually plan to take.

Write it like someone else might read it later. They might.

• The rate con.
• The invoice.
• The signed bill of lading or proof of delivery.
• Any receipts the rate con required.
• Your earlier emails asking for payment, or a short list of the dates you followed up.

Send it in a way that shows it was delivered. Email with the documents attached is common. Some drivers also send a copy by certified mail.

Send it to the broker's billing or accounts payable contact, and copy the person you booked the load with.

Keep a copy of exactly what you sent and when.

Next steps usually include a claim against the broker's bond or trust, small claims court, or a collections firm or attorney. Which one fits depends on the amount and your state. Check with someone local if you're not sure.