Employment Discrimination Demand Letter - Arizona

ARIZONA EMPLOYMENT CLAIM DEMAND

Evidence, Authority, and Settlement-Offer Development Form

COUNSEL REVIEW REQUIRED BEFORE SENDING. This form deliberately does not state who is covered, which protected status or activity applies, what agency filing is required, any filing deadline, any element or burden, whether a remedy is available, or whether a settlement communication receives a particular evidentiary treatment. Complete the current-law register for the actual facts.

1. Sender and Delivery Record

[ATTORNEY OR FIRM LETTERHEAD]

Date: [__/__/____]

Sent by:

• ☐ Email
• ☐ Mail
• ☐ Courier
• ☐ Agreed portal
• ☐ Other: [METHOD]

Recipient legal name and title: [NAME / TITLE]

Employer or respondent legal name: [LEGAL NAME]

Address and email: [ADDRESS / EMAIL]

Copy recipients and roles: [NAMES / ROLES]

Delivery evidence: [TRACKING / RECEIPT / EMAIL RECORD]

Optional counsel-approved legend: [NONE / EXACT TEXT AND AUTHORITY]

2. Matter Identification

Re: [CLIENT NAME] — [CONCISE MATTER DESCRIPTION]

Employment dates: [DATES]

Position and work location: [DETAILS]

Agency, court, arbitration, union, or internal matter number: [NONE / DETAILS]

Representation notice: [CONTACT INSTRUCTION APPROVED BY COUNSEL]

3. Applicability and Authority Register

Complete this register from current primary authority before the letter states a violation, deadline, entitlement, or remedy.

Check separately whether federal, state, local, public-sector, union, arbitration, administrative, or contractual routes apply. Do not assume that a state agency filing also perfects a federal claim or that one notice controls every theory.

4. Employer and Decision-Maker Profile

Do not attribute every act to every related entity or individual without facts supporting that person’s or entity’s role.

5. Client and Employment Record

6. Event Timeline

Include, as applicable, applications, interviews, evaluations, compensation decisions, assignments, discipline, complaints, accommodation or leave communications, investigations, promotion decisions, schedule changes, separation events, and post-employment communications.

Separate direct quotations from summaries. Identify who made a statement, who heard it, the setting, and the closest available record.

7. Comparator, Pattern, and Explanation Review

Employer explanation or stated reason: [EXACT REASON AND SOURCE]

Evidence supporting the explanation: [DETAILS]

Evidence challenging the explanation: [TIMING / INCONSISTENCY / POLICY DEPARTURE / COMPARATOR / SHIFTING REASON / OTHER]

Open factual issues and investigation needed: [DETAILS]

8. Agency, Court, and Deadline Register

A settlement response date must not replace or extend a filing deadline unless counsel has a documented, enforceable basis.

9. Loss and Remedy Development

9.1 Economic Loss

9.2 Non-Economic, Statutory, Enhanced, and Equitable Relief

Do not label damages uncapped, automatically trebled, punitive, or fee-shifting without current authority and satisfied predicates for the selected claim and defendant.

10. Settlement Term Sheet

Proposed monetary payment: [AMOUNT / METHOD / COMPONENTS]

Allocation assumptions requiring tax advice: [DETAILS]

Payment date and method: [DETAILS]

Additional proposed terms:

• ☐ Separation date and status
• ☐ Reinstatement or transfer
• ☐ Personnel-file term
• ☐ Reference protocol
• ☐ Mutual or one-way non-disparagement
• ☐ Confidentiality scope and lawful-disclosure exceptions
• ☐ Cooperation and no-reapplication terms
• ☐ Benefits, equity, expense, or payroll correction
• ☐ Neutral announcement
• ☐ Training or policy term
• ☐ Attorney-fee payment
• ☐ Other: [TERM]

Release scope, known/unknown claim treatment, excluded claims, government cooperation, agency rights, liens, indemnity, tax reporting, breach remedies, governing law, forum, arbitration, revocation, and execution requirements must be addressed in a separate counsel-reviewed settlement agreement. This demand is not that agreement.

11. Draft Demand Letter

[DATE]

[RECIPIENT NAME AND TITLE]

[EMPLOYER / RESPONDENT LEGAL NAME]

[ADDRESS]

Re: [CLIENT NAME / MATTER]

Dear [NAME]:

Our office represents [CLIENT NAME] concerning [CONCISE EMPLOYMENT MATTER]. Please direct communications about this matter to [CONTACT], subject to any channel required by an existing proceeding or agreement.

Relevant Facts

[CONCISE CHRONOLOGY DRAWN FROM SECTIONS 5–7. DISTINGUISH DOCUMENTED FACTS, CLIENT RECOLLECTION, AND DISPUTED INFERENCES.]

Client’s Position

Based on the completed authority register, our client contends that [IDENTIFY ONLY INCLUDED THEORIES AND THE FACTS SUPPORTING EACH].

Harm and Requested Resolution

The presently documented loss is [SUMMARY AND CALCULATION REFERENCE]. To explore resolution without the expense and disruption of further proceedings, our client proposes [MONETARY AND NONMONETARY TERMS FROM SECTION 10].

This proposal remains available until [DATE / EVENT / WITHDRAWN IN WRITING]. That response date does not alter any party’s filing deadline, defense, or procedural obligation. Please contact [NAME / METHOD] if the recipient wishes to discuss the proposal.

Sincerely,

[ATTORNEY NAME]

[FIRM]

12. Preservation Request, If Used

Counsel may add a tailored preservation request identifying relevant custodians, systems, date ranges, devices, accounts, policies, personnel records, payroll and benefits data, communications, investigation material, comparator records, and retention risks.

Proposed scope: [DETAILS]

Authority and proportionality review: [DETAILS]

Do not demand impossible preservation, access to privileged material, or suspension of every routine system without tying the request to reasonably identified issues and sources.

13. Final Review

• ☐ Every legal assertion in the draft appears in the completed authority register.
• ☐ Every deadline was calculated from the correct trigger and current official source.
• ☐ State, federal, local, contractual, union, public-sector, and arbitration routes were kept distinct.
• ☐ Names, dates, quotations, comparators, amounts, and agency status were checked against records.
• ☐ Damages and remedies are claim-specific and do not assume caps, multiples, fees, or punitive availability.
• ☐ The response period does not purport to toll or replace a filing deadline.
• ☐ The settlement legend, delivery method, preservation request, release outline, tax assumptions, and nonmonetary terms received counsel review.
• ☐ Unused theories, instructions, checklists, and internal work-product tables were removed from the letter sent to the recipient.