Payment Demand Letter for Interns and Trainees

What a good one includes

• A clear reference to your original offer letter, internship agreement, or employment contract, including the start and end dates of your role.
• An itemized breakdown of the unpaid amounts, distinguishing between hourly wages, flat-rate stipends, or specific training and travel expenses.
• A summary of the specific dates, weeks, or hours worked for which you have not yet received payment.
• A brief timeline of your previous informal attempts to resolve the issue, such as the dates of emails sent to your supervisor or HR.
• Explicit instructions on how the payment should be made, whether through direct deposit to your account on file or a physical check mailed to your current address.
• A reasonable but firm deadline, typically 10 to 14 business days from the date of the letter, for the employer to issue the payment.
• A polite but clear statement indicating that you will escalate the matter to the state labor board or seek legal counsel if the deadline is missed.

Common mistakes to avoid

• Letting anger or frustration dictate the tone of the letter rather than keeping the language strictly professional, factual, and objective.
• Demanding a vague sum of money instead of calculating and listing the precise mathematical breakdown of what you are legally owed.
• Sending the letter through an untraceable method instead of using certified mail or an email with a read receipt to prove it was received.
• Using apologetic or hesitant phrasing that weakens your position and makes it seem like your payment is optional rather than a legal obligation.

Frequently asked questions