The Polite Demand Letter is a crucial business document used in Nigerian commercial practice when seeking to recover debts or enforce obligations while preserving professional relationships. It serves as a formal prerequisite to litigation under Nigerian pre-action protocols, demonstrating reasonable attempts to resolve matters amicably before court proceedings. The document typically includes detailed information about the outstanding obligation, payment history, and clear demands with specific timeframes, all while maintaining a professional and respectful tone. It is particularly important in the Nigerian business context where maintaining cordial business relationships is valued alongside effective debt recovery. The letter must comply with Nigerian contract law and state-specific regulations regarding debt collection and limitation periods.

1. Sender Details: Full name, address, and contact information of the party sending the demand letter

2. Date: Current date of the letter

3. Recipient Details: Full name, address, and contact information of the party to whom the demand is being made

4. Subject Line: Clear indication that this is a demand letter and brief reference to the subject matter

5. Debt/Obligation Details: Clear statement of the amount owed or obligation to be fulfilled, including relevant dates and reference numbers

6. Payment History: Brief overview of any previous payments made or attempts to resolve the matter

7. Legal Basis: Reference to the underlying contract or basis for the obligation

8. Demand Statement: Clear statement of what is being demanded and by when

9. Payment Instructions: Clear instructions on how payment should be made

10. Closing Statement: Professional closing with clear next steps if demand is not met