Reply letter templates for the United States

Ready-made letters in English, with an English explanation.

• Object to the decision (appeal) — Use this if you think the decision is wrong. Check the letter first: many US offices want their own form or an online request. Send it before the deadline and keep proof, for example by certified mail.
• Ask for more time (extension) — Use this if you can’t make the deadline. Send it before the deadline ends.
• Ask to pay in parts (installment agreement) — Use this if you can’t pay the full amount at once. Offer an amount you can really pay every month.
• Ask for a new appointment — Use this if you can’t come. Send it before the appointment and add proof if you can (for example a doctor’s note).
• Dispute the debt and ask for proof (debt validation) — Use this if you don’t recognize the debt or the amount looks wrong. Send it by the date in the notice, by certified mail, and keep a copy. The collector must stop collecting until it sends you proof.
• Ask to remove the penalty (penalty relief) — Use this if you had a good reason for paying or filing late, for example a serious illness or a disaster, or if you had no penalties in the 3 years before. You can also ask by phone. Interest on the tax itself usually stays.
• Tell the court you can’t serve (not a US citizen) — Use this only if it is true. Many courts want the answer on their own questionnaire or website — check the summons first. Answer by the date on the summons.