briefsende.de
EN/DE
Write a letter

Templates

Setting a final deadline in writing: template for an effective letter

The contractor doesn't deliver, the online shop ignores your complaint, the landlord leaves the heating broken: before you can cancel, withdraw or claim damages, you usually have to <strong>set a final deadline</strong> (Nachfrist). Here is what the letter must look like — with sample wording.

Updated August 2026 · 6 minutes read

Formal signed letter beside a desk calendar with a date circled in red and a fountain pen

What is a Nachfrist — and when do I need one?

A Nachfrist is a final, specifically dated demand for performance. In many cases it is the legal prerequisite for the next step:

  • Withdrawing from a purchase contract because of a defect (§ 437 No. 2, § 323 BGB),
  • damages in lieu of performance (§ 281 BGB),
  • termination without notice of continuing obligations, e.g. against a landlord (§ 543 BGB),
  • repair demand to the landlord before a rent reduction — see the template Defect notice with repair demand.
Three letters as rising steps: friendly letter, reminder with a clock, final demand with an exclamation mark
The escalation ladder: friendly reminder, deadline, final demand with announced consequences.

How long must the deadline be?

The law requires a "reasonable" deadline (§ 323 BGB) — a fixed calendar date is safer than "within two weeks", because the date of receipt then plays no role. Common guide values:

  • simple repairs, replacement delivery: 10 to 14 days,
  • more complex work: 3 to 4 weeks,
  • urgent cases (heating failure in winter): a few days can suffice.

Deadlines that are too short are not automatically invalid — but they are then extended to the reasonable duration. Better to be generous.

Sample wording

Subject: Final demand to remedy the defect — deadline 15 May 2026

Dear Sir or Madam,

on 2 April 2026 I notified you in writing of the defect in the heating system of my flat. To this day the defect has not been remedied.

I hereby demand one final time that you remedy the defect by 15 May 2026 at the latest. Should the deadline expire without result, I reserve the right to reduce the rent and to take further legal steps.

Yours faithfully

How to make the deadline provable

  1. Be specific: What exactly must happen by when? "Immediately" or "as soon as possible" is not enough.
  2. Announce the consequence: Name the next step (rent reduction, withdrawal, lawyer).
  3. Send it provably: By registered mail or online via the letter editor with a dispatch confirmation. More in Proving receipt of letters.
  4. Keep a copy: File the letter, receipt and tracking record together.

Note: This article is not legal advice. For high-value disputes or complex cases, consulting a lawyer is worthwhile.

Read next