What Should Go in a Demand Letter to an Incomplete-Work Contractor?

Start With the Original Scope of Work

Reference the original contract, proposal, or scope of work document, describing exactly what the contractor agreed to deliver, the specific project, timeline, and materials or standards involved. This establishes the baseline against which the incomplete work is measured.

If the agreement was informal or partly verbal, describe as specifically as possible what was actually agreed to, including any texts, emails, or invoices that reference the scope, timeline, or price.

Document Exactly What Remains Incomplete or Defective

List, specifically, what work was not completed, what was done improperly, or what does not match the agreed specifications. Photos and, where relevant, dates are especially valuable here, since incomplete or defective construction work is often visually obvious and easy to document.

Avoid general statements like “the work is unsatisfactory.” Specific detail, “the kitchen backsplash was never installed, and the promised cabinet hardware does not match the samples selected”, is far harder to dispute or minimize.

Get an Independent Estimate to Complete or Correct the Work

Where practical, obtain a written estimate from a different, qualified contractor for the cost to finish or fix the work. This transforms your demand from a subjective complaint into an objective, third-party-supported dollar figure.

This estimate becomes the natural basis for your demand: either a refund of the corresponding amount already paid, or direct payment of the completion cost, depending on how much was paid upfront relative to the work actually delivered.

Reference the Payment History

State clearly how much was paid to date, when, and what percentage of the total contract price that represents relative to the percentage of work actually completed. A significant mismatch, having paid 80% of the price for 40% of the work, is a powerful, simple fact to lead with.

If deposits or progress payments were tied to specific milestones in the original agreement, reference those specific milestones and whether they were actually met before payment was made.

State Your Specific Demand

Be specific about what you are asking for: a full refund, a partial refund reflecting the incomplete work, or a specific deadline for the contractor to return and finish the job to the agreed specifications. A vague demand invites a vague, unhelpful response.

If the relationship has broken down to the point where you no longer want the original contractor to return, state that clearly and demand the refund or reimbursement amount needed to hire someone else to complete the work.

Set a Deadline and Note Available Licensing Complaints

Set a specific, reasonable deadline for the contractor to respond, complete the work, or issue payment. For licensed contractors, noting that a complaint may also be filed with the Arizona Registrar of Contractors if the matter is not resolved can add real, additional pressure.

This should be stated factually, as an accurate description of your available options, not as an empty threat, follow through on anything you state you are prepared to do.

A Practical Drafting Checklist

1. Reference the original contract or scope of work.
2. Document specifically what remains incomplete or defective, with photos where possible.
3. Obtain an independent estimate to complete or correct the work.
4. State the payment history and the mismatch between amount paid and work delivered.
5. State your specific demand: refund, completion, or reimbursement.
6. Set a clear deadline and note any applicable licensing complaint options.

If the Demand Letter Doesn’t Resolve the Dispute

If the contractor does not respond or resolve the matter, options typically include filing a complaint with the Arizona Registrar of Contractors, pursuing a claim against any required contractor’s bond, or filing suit in Justice Court or Superior Court depending on the amount involved.

An attorney can help evaluate which of these paths, sometimes more than one at once, gives you the most realistic and efficient path to actually being made whole for the incomplete work.