Notice of Intent to Lien Letter Template (Free Word Download)

Before you send

• The amount is genuinely due under your contract — the retention date or milestone has passed, or the invoice is past its terms. Threatening a lien for money not yet due undermines the letter and, in some states, can expose you to claims.
• You have checked your lien-filing deadline in the free 50-state lookup and the notice leaves enough time to file if it is ignored. Send this letter at least two to three weeks before the filing deadline, never in the last days.
• You have confirmed whether your state requires a notice of intent (and any minimum waiting period after it) before a lien may be filed, and whether it has a required form. Enter the rule here: ____________
• Your preliminary notice (if required in your state) was served on time — if it was not, talk to an attorney before relying on a lien.
• Your paperwork is assembled: contract, change orders, invoices, delivery tickets, pay applications, and the running account showing the balance.

Template — Notice of Intent to Lien

Send on letterhead. Bracketed fields are yours to complete. Keep the tone factual: dates, amounts, and what happens next.

NOTICE OF INTENT TO FILE A MECHANICS LIEN

Date: [date]

To: [Owner name and address]

Copy to: [General contractor name and address] · [Party who hired you, if different] · [Construction lender, if any]

Re: Project at [street address, city, state, ZIP] (the "Property"); [project name]; our contract/purchase order no. [number] dated [date] with [name of party who hired you].

[Your company] furnished [describe labour, services, equipment or materials] to the Property between [first furnishing date] and [last furnishing date]. [If applicable: A preliminary notice was served on [date].]

As of the date of this letter, the sum of $[amount] remains unpaid and past due for that work, as detailed in the attached statement of account (invoices nos. [list], dated [dates]).

PLEASE TAKE NOTICE that unless payment in full of $[amount] is received by [your company] on or before [date — typically 10 to 15 days from this letter, and compliant with any state minimum], [your company] intends to record a mechanics lien against the Property under the laws of the State of [state] for the unpaid amount, together with any interest, costs and fees allowed by law, and to pursue all other remedies available to it, which may include an action to foreclose the lien.

This notice is given without waiver of any right or remedy, all of which are expressly reserved. If you believe this amount is in error, please contact the undersigned immediately with the basis for your position.

Payment may be made by [method] to [payment details]. Please direct questions to [name, phone, email].

Sincerely, ______________________ [Name], [Title], [Company] [Licence no., if applicable]

Enclosures: Statement of account; copies of invoices; [copy of preliminary notice].

Sending it

• Address the letter to the fee owner as shown in county property records, not just the tenant or project manager; copy the GC, your hiring party, and any lender.
• Send by certified mail, return receipt requested (or the method your state requires), and email a PDF copy the same day so nobody can claim they did not see it.
• Attach the statement of account and invoices. Owners act faster when the numbers are in front of them.
• Log the send date, tracking numbers and the payment deadline you gave. Calendar the deadline and the lien-filing deadline side by side.

After the deadline

1. Paid in full: issue the appropriate conditional waiver on receipt, then unconditional when the funds clear (forms).
2. Partial payment or a promise: take the money, do not sign an unconditional waiver for more than you received, and keep the lien deadline live — a promise does not extend a statutory deadline.
3. No response: file the lien before the deadline. If the deadline is close, file first and negotiate after; a lien can be released, a missed deadline cannot be recovered.
4. Dispute raised: respond in writing with your documents; consider whether the disputed portion should be excepted and the undisputed portion collected now.