Employment Discrimination Demand Letter - Universal

MULTI-JURISDICTION EMPLOYMENT-DISCRIMINATION DEMAND

Claim, Authority, Deadline, and Settlement-Offer Development Packet

COUNSEL REVIEW REQUIRED BEFORE SENDING. Do not use a demand letter as a
substitute for a timely agency filing, complaint, appeal, notice, grievance,
or contractual step. A response date in a private letter does not extend or
replace any independently applicable deadline.

1. Matter and delivery control

Counsel-approved settlement legend, if any: [________________________________]

Do not claim that a legend makes the letter privileged, confidential, or inadmissible without a claim-specific basis.

2. Relationship and coverage classification

Classify every person and entity before identifying a claim.

3. Current-law claim register

Complete from current primary authority before stating that conduct was unlawful or that a remedy is available.

3.1 Protected-status or protected-activity analysis

Do not import a protected-class list from another jurisdiction or combine different statutes into one undifferentiated list.

4. Deadline and procedural control

Create one row for every potentially applicable claim and route. Calculate from the actual triggering event and verify receipt, tolling, continuing-violation, election, exhaustion, and interaction questions separately.

Additional controls:

Next nonnegotiable deadline: [__/__/____] at [TIME / TIME ZONE]

Person responsible: [________________________________]

5. Employment and decision-maker record

6. Event chronology

Separate firsthand facts, documents, client recollection, witness accounts, inference, and counsel argument.

Earliest relevant act: [________________________________]

Most recent relevant act: [________________________________]

Complaint or request made by client: [________________________________]

Employer response: [________________________________]

Adverse or challenged action: [________________________________]

7. Causation, comparator, and defense analysis

7.1 Comparator record

Do not state that a person is similarly situated merely because of job title or department.

7.2 Evidence map

Likely defenses and responses: [________________________________]

Admissions or allegations that should not appear in the demand: [________________________________]

8. Evidence and preservation development

Any preservation request should be proportional, identify relevant information with reasonable precision, preserve privilege boundaries, and avoid promising automatic sanctions.

9. Agency, grievance, and litigation status

Effect of the demand on each pending process: [________________________________]

Communications or admissions restricted by an order, agreement, rule, or privilege: [________________________________]

10. Damages and remedy register

Do not label an item recoverable, uncapped, punitive, doubled, liquidated, fee-shifting, or tax-free without current claim-specific authority and evidence.

10.1 Economic loss

10.2 Other requested relief

Total proposed monetary demand and calculation: [________________________________]

11. Settlement-term design

Separate release or settlement agreement required: [YES / NO / UNRESOLVED]

12. Offer timing and communication plan

Offer expiration or withdrawal event: [________________________________]

Reason for selected period: [________________________________]

Recipient authorized to negotiate: [________________________________]

Permitted response method: [________________________________]

Existing legal deadlines preserved and separately calendared: [________________________________]

Client settlement authority and minimum terms: [________________________________]

13. Draft demand letter

[ATTORNEY OR FIRM LETTERHEAD]

[DATE]

[RECIPIENT NAME AND ROLE]

[EMPLOYER OR ENTITY]

[ADDRESS / EMAIL]

Re: [CLIENT / EMPLOYMENT MATTER / AGENCY OR CLAIM NUMBER]

Dear [NAME]:

Our office represents [CLIENT] concerning [CONCISE DESCRIPTION]. Please direct communications about this matter to [CONTACT], subject to any existing proceeding, representation, or communication restriction.

Relevant facts

[CONCISE CHRONOLOGY DRAWN FROM THE VERIFIED RECORD. DISTINGUISH DOCUMENTED FACTS, CLIENT RECOLLECTION, WITNESS ACCOUNTS, AND DISPUTED INFERENCES.]

Client's position

Based on the completed current-law register, our client contends that [IDENTIFY ONLY THE INCLUDED CLAIMS, RESPONDENTS, ELEMENTS, AND SUPPORTING FACTS].

Harm and requested resolution

The presently documented harm is [SUMMARY WITH CALCULATION AND RECORD REFERENCES]. To explore resolution, our client proposes [MONETARY AND NONMONETARY TERMS].

This proposal remains available until [DATE / EVENT / WRITTEN WITHDRAWAL]. That response date does not alter any independent filing, notice, exhaustion, appeal, grievance, or suit deadline.

Please respond through [METHOD / CONTACT].

Sincerely,

[ATTORNEY NAME]

[FIRM / CONTACT]

14. Final review

☐ Correct employer, worker status, entities, work locations, and decision-makers verified

☐ Current federal, state, local, tribal, contract, and special-employer coverage analyzed in every applicable jurisdiction

☐ Each protected status, activity, claim element, and employer threshold grounded separately

☐ Every agency, grievance, notice, right-to-sue, appeal, and suit deadline independently calendared

☐ Demand expiration does not masquerade as a legal deadline

☐ Facts, quotations, comparators, and decision-maker knowledge supported by records

☐ Contrary evidence and likely defenses assessed

☐ Damage categories, caps, exclusions, fees, interest, and enhanced relief verified claim by claim

☐ Preservation request tailored without an automatic-sanctions threat

☐ Settlement, release, tax, confidentiality, reference, and protected-communication terms reviewed

☐ Unused alternatives and internal instructions removed from the outgoing letter

☐ Client approved the facts and settlement authority

☐ Qualified employment counsel in every applicable jurisdiction approved the final demand

Prepared by: [________________________________]

Review date: [__/__/____]

This template is provided for informational purposes only and does not constitute legal advice.