Disputes happen. A vendor goes silent, a contractor walks off the job, a business partner has a different memory of what the deal said. At some point, the formal option isn’t a phone call or a strongly worded email. It’s a notice.
An arbitration notice is how you officially tell someone that you’re moving the disagreement out of informal territory and into a structured process where a neutral third party decides the outcome. Getting that notice right from the start matters more than most people realize.
Arbitration Notice Samples
These samples cover the most common situations where an arbitration notice is needed, from consumer complaints to commercial contract disputes. Adjust the names, dates, and specifics to fit your situation, and always check your original agreement to confirm the arbitration clause and any required filing steps before you send.
1. General contract dispute between two businesses
NOTICE OF ARBITRATION
To: [Respondent Company Name]
[Respondent Address]
[City, State, ZIP]
From: [Claimant Company Name]
[Claimant Address]
[City, State, ZIP]
Date: [Date]
Re: Notice of Arbitration — [Contract Name or Reference Number]
Pursuant to the arbitration clause in the agreement dated [Contract Date] between [Claimant Company Name] and [Respondent Company Name], [Claimant Company Name] hereby initiates arbitration proceedings to resolve the dispute described below.
Nature of the Dispute:
[Claimant Company Name] contends that [Respondent Company Name] materially breached the agreement by failing to [describe the breach, e.g., deliver contracted goods by the agreed deadline of March 15, 2025]. Despite written notice dated [Date of Prior Notice], the breach has not been remedied.
Relief Sought:
[Claimant Company Name] seeks damages in the amount of $[Amount], along with any additional relief the arbitrator deems appropriate.
Proposed Arbitration Forum:
[Claimant Company Name] proposes arbitration before [AAA / JAMS / Other Forum] in accordance with its commercial arbitration rules.
Please acknowledge receipt of this notice within [10] business days and confirm your availability for the preliminary scheduling conference.
Sincerely,
[Authorized Signatory Name]
[Title]
[Company Name]
[Phone Number]
[Email Address]
2. Consumer dispute with a company (e.g., defective product)
NOTICE OF INTENT TO ARBITRATE
To: [Company Legal Department or Registered Agent]
[Company Name]
[Company Address]
[City, State, ZIP]
From: [Your Full Name]
[Your Address]
[City, State, ZIP]
Date: [Date]
Re: Arbitration Notice — Account/Order Number [XXXXXXX]
This letter serves as formal notice that I intend to pursue arbitration against [Company Name] regarding the matter described below, as provided under the arbitration agreement in your Terms of Service, last updated [Date].
Description of Dispute:
On [Purchase Date], I purchased a [product name] for $[Amount] from [Company Name]. The product arrived [describe defect or issue, e.g., non-functional and with visible manufacturing damage]. I contacted customer support on [Date] and again on [Date] but received no satisfactory resolution.
Relief Requested:
I am seeking a full refund of $[Amount], plus reimbursement of $[Shipping/Return Cost] in related costs.
Next Steps:
If this matter is not resolved within 30 days of the date of this notice, I will file a formal demand for arbitration with [AAA / JAMS / Other Forum]. I am happy to discuss an informal resolution in the meantime.
Sincerely,
[Your Full Name]
[Phone Number]
[Email Address]
3. Employment dispute (wrongful termination)
NOTICE OF ARBITRATION DEMAND
To: [Employer Name or HR Director]
[Company Name]
[Company Address]
[City, State, ZIP]
From: [Employee Full Name]
[Employee Address]
[City, State, ZIP]
Date: [Date]
Re: Demand for Arbitration — Wrongful Termination
Pursuant to the Arbitration Agreement signed on [Date of Agreement] as part of my employment with [Company Name], I am hereby demanding arbitration of the claims described below.
Statement of Claim:
My employment with [Company Name] was terminated on [Termination Date]. I contend that this termination was wrongful and in violation of [applicable law or policy, e.g., state whistleblower protections], as my dismissal followed my internal complaint regarding [brief description, e.g., workplace safety violations] filed on [Date of Complaint]. The termination appears to be in direct retaliation for that protected activity.
Relief Sought:
I am seeking reinstatement or, in the alternative, compensatory damages for lost wages and benefits from [Termination Date] to present, plus attorney’s fees and any other relief available under applicable law.
Arbitration Forum:
I propose arbitration before [AAA / JAMS] under its Employment Arbitration Rules.
I am available for a scheduling call at your earliest convenience.
Sincerely,
[Employee Full Name]
[Phone Number]
[Email Address]
4. Construction contract dispute (contractor non-performance)
NOTICE OF ARBITRATION — CONSTRUCTION CONTRACT
To: [Contractor Name or Company]
[Contractor Address]
[City, State, ZIP]
From: [Property Owner or Developer Name]
[Address]
[City, State, ZIP]
Date: [Date]
Re: Arbitration Notice — Contract Dated [Date], Project at [Property Address]
This notice is issued pursuant to Section [X] of the Construction Agreement dated [Contract Date] between [Owner Name] and [Contractor Name].
Description of Dispute:
Work on the project at [Property Address] was scheduled for completion by [Completion Date]. As of the date of this notice, the following work remains materially incomplete: [list items, e.g., installation of HVAC systems, final electrical inspections, exterior painting]. I have sent prior written notices on [Dates], to which no adequate response was received.
Damages Claimed:
As a result of the delay and incomplete work, I have incurred and continue to incur costs including [liquidated damages per the contract / cost to complete with substitute contractor / carrying costs]. Total damages claimed to date are approximately $[Amount].
Proposed Forum:
Arbitration is to be conducted before [AAA / specified forum in the contract] under its Construction Industry Rules.
Please respond within [10] business days to confirm your arbitration counsel and availability for initial scheduling.
[Owner Name]
[Phone Number]
[Email Address]
5. Franchise agreement dispute
FORMAL NOTICE OF ARBITRATION
To: [Franchisor Legal Counsel or Corporate Office]
[Franchisor Company Name]
[Address]
[City, State, ZIP]
From: [Franchisee Name or Entity]
[Franchisee Address]
[City, State, ZIP]
Date: [Date]
Re: Demand for Arbitration — Franchise Agreement Dated [Date]
Pursuant to Article [X], Section [X] of the Franchise Agreement between [Franchisee Name] and [Franchisor Name] executed on [Date], [Franchisee Name] hereby demands arbitration to address the claims described herein.
Background and Claims:
[Franchisee Name] contends that [Franchisor Name] has materially breached its obligations under the Franchise Agreement by [describe breach, e.g., failing to provide the marketing support stipulated in Section 8 of the agreement and imposing unauthorized fee increases not permitted under Schedule A]. These breaches have caused measurable losses to [Franchisee Name]’s operations since [Date].
Relief Requested:
[Franchisee Name] seeks compensatory damages of no less than $[Amount], a declaration that the unauthorized fee increases are void, and injunctive relief preventing further imposition of such fees pending the outcome of arbitration.
Proposed Arbitration Seat:
[City, State], before [Arbitration Forum], in accordance with the agreement’s governing law of [State].
Kindly confirm receipt and provide contact information for your arbitration counsel within [10] business days.
Respectfully submitted,
[Franchisee Name or Authorized Representative]
[Title, if applicable]
[Phone Number]
[Email Address]
6. Real estate purchase agreement dispute
NOTICE OF ARBITRATION — REAL ESTATE DISPUTE
To: [Seller Name]
[Seller Address]
[City, State, ZIP]
From: [Buyer Name]
[Buyer Address]
[City, State, ZIP]
Date: [Date]
Re: Arbitration Demand — Purchase Agreement for Property Located at [Property Address]
This notice is given pursuant to Paragraph [X] of the Residential Purchase Agreement (“Agreement”) between [Buyer Name] and [Seller Name], dated [Date], covering the property at [Property Address].
Nature of Dispute:
Following close of escrow on [Closing Date], [Buyer Name] discovered that the property contained undisclosed material defects, specifically [describe defects, e.g., significant water intrusion in the basement and foundation cracks not noted in the seller’s disclosure statement]. These conditions were not disclosed as required under [applicable state law, e.g., California Civil Code Section 1102].
Relief Sought:
[Buyer Name] seeks damages in an amount to be determined at arbitration, estimated at $[Amount], representing the cost of remediation and diminution in property value.
[Buyer Name] is open to mediation prior to arbitration if [Seller Name] is willing to engage in good faith.
[Buyer Name]
[Phone Number]
[Email Address]
7. Software licensing dispute
NOTICE OF INTENT TO ARBITRATE — SOFTWARE LICENSE AGREEMENT
To: Legal Department
[Software Vendor Name]
[Vendor Address]
[City, State, ZIP]
From: [Licensee Company Name]
[Licensee Address]
[City, State, ZIP]
Date: [Date]
Re: Arbitration Notice — Software License Agreement, Effective [Date]
Pursuant to Section [X] of the Software License Agreement (“Agreement”) between [Licensee Company Name] and [Vendor Name], [Licensee Company Name] hereby provides notice of its intent to initiate arbitration.
Statement of Dispute:
[Vendor Name] has failed to provide the service levels specified in Exhibit B of the Agreement. From [Start Date] through [End Date], documented system downtime totaled [X] hours, exceeding the permitted [Y]% uptime guarantee by a material margin. Despite formal written complaints submitted on [Dates], [Vendor Name] has not issued required service credits or provided an acceptable remediation plan.
Relief Sought:
[Licensee Company Name] seeks service credits as defined under the Agreement, compensatory damages for business disruption losses of approximately $[Amount], and a declaration of the parties’ respective obligations under the uptime provisions.
Should [Vendor Name] wish to resolve this matter informally before formal filing, [Licensee Company Name] is willing to participate in a settlement call within the next [15] days.
[Authorized Signatory]
[Title]
[Company Name]
[Phone Number]
[Email Address]
8. Financial services or investment dispute
NOTICE OF ARBITRATION — INVESTMENT ACCOUNT DISPUTE
To: [Broker-Dealer or Financial Advisor Name]
[Firm Name]
[Address]
[City, State, ZIP]
From: [Client Full Name]
[Client Address]
[City, State, ZIP]
Date: [Date]
Re: Arbitration Demand — Account Number [XXXXXXX]
Pursuant to the Customer Agreement signed on [Date], which contains a binding arbitration clause, I am demanding arbitration before [FINRA Dispute Resolution / AAA] to address the following claims.
Basis for Claim:
Between [Start Date] and [End Date], my investment account suffered losses of approximately $[Amount]. I contend that these losses resulted from unsuitable investment recommendations made by [Advisor Name] in violation of FINRA Rule 2111, and from unauthorized trading activity on [Dates]. I raised these concerns with your compliance department on [Date] and did not receive a satisfactory response.
Relief Sought:
Full restitution of losses in the amount of $[Amount], plus interest from the date of each transaction.
Sincerely,
[Client Full Name]
[Phone Number]
[Email Address]
9. Supply chain or vendor agreement dispute
DEMAND FOR ARBITRATION — SUPPLY AGREEMENT
To: [Vendor/Supplier Name]
[Vendor Address]
[City, State, ZIP]
From: [Purchaser Company Name]
[Purchaser Address]
[City, State, ZIP]
Date: [Date]
Re: Demand for Arbitration — Supply Agreement Dated [Date]
This demand is submitted pursuant to Article [X] of the Supply Agreement between [Purchaser Company Name] and [Vendor Name] dated [Date].
Nature of the Dispute:
[Vendor Name] has repeatedly failed to meet delivery schedules required under the Agreement. Purchase Orders [list PO numbers] totaling $[Amount] in goods remain undelivered as of this date, with delays ranging from [X] to [X] days beyond contractual delivery windows. These failures have caused downstream production stoppages and customer penalties for [Purchaser Company Name].
Damages Claimed:
Direct losses from production delays: approximately $[Amount]. Customer penalty costs incurred: approximately $[Amount]. Total damages sought: $[Total Amount], plus the cost of cover sourcing.
Proposed Arbitration:
[Purchaser Company Name] proposes arbitration before [Forum] under its Commercial Arbitration Rules, with the seat of arbitration in [City, State].
Please confirm receipt and identify your arbitration representative within [10] business days.
[Authorized Signatory]
[Title]
[Purchaser Company Name]
[Phone Number]
[Email Address]
10. Partnership dissolution dispute
NOTICE OF ARBITRATION — PARTNERSHIP DISPUTE
To: [Partner’s Full Name]
[Address]
[City, State, ZIP]
From: [Initiating Partner’s Full Name]
[Address]
[City, State, ZIP]
Date: [Date]
Re: Demand for Arbitration — Partnership Agreement Dated [Date]
Pursuant to Section [X] of the Partnership Agreement between [Partner 1 Name] and [Partner 2 Name] dated [Date], this letter constitutes a formal demand for arbitration.
Statement of Claims:
The parties have been unable to reach agreement on the terms of dissolution of [Partnership Name]. Specific disputes include the valuation of partnership assets as of [Date], the proper allocation of [Amount] in outstanding accounts receivable, and the treatment of [Partner 2 Name]’s post-dissolution use of the partnership’s client relationships in violation of Section [X] of the Agreement.
Relief Sought:
A binding arbitration award establishing the fair market value of partnership assets, the proper division of receivables, and injunctive or compensatory relief for the alleged breach of the non-solicitation provisions.
[Initiating Partner Name] requests that the parties jointly select a neutral arbitrator within [20] days. If agreement cannot be reached, [Initiating Partner Name] will petition [AAA / JAMS] to appoint one.
[Initiating Partner Name]
[Phone Number]
[Email Address]
11. Intellectual property licensing dispute
NOTICE OF DEMAND FOR ARBITRATION — IP LICENSE AGREEMENT
To: [Licensee or Licensor Name]
[Company Name]
[Address]
[City, State, ZIP]
From: [Initiating Party Name]
[Company Name]
[Address]
[City, State, ZIP]
Date: [Date]
Re: Arbitration Demand — Intellectual Property License Agreement Dated [Date]
Pursuant to Section [X] of the License Agreement between [Licensor Name] and [Licensee Name] dated [Date], [Licensor Name] hereby demands arbitration.
Basis for Arbitration:
[Licensee Name] has exceeded the scope of the license granted under the Agreement by [describe conduct, e.g., sublicensing the licensed technology to third parties without prior written consent, as prohibited by Section 4.2]. This unauthorized use commenced on or about [Date] and has continued despite a written cease-and-desist notice sent on [Date].
Relief Sought:
[Licensor Name] seeks damages of no less than $[Amount] for unauthorized use, an accounting of all sublicensing revenues, and a permanent injunction against further out-of-scope use.
Proposed Arbitration:
[Licensor Name] proposes arbitration before [AAA / JAMS / ICC] under its IP dispute rules, with proceedings conducted in [City, State].
[Authorized Signatory]
[Title]
[Company Name]
[Phone Number]
[Email Address]
12. Healthcare services billing dispute (patient vs. provider)
NOTICE OF INTENT TO ARBITRATE — MEDICAL BILLING DISPUTE
To: Patient Accounts / Billing Department
[Healthcare Provider or Hospital Name]
[Address]
[City, State, ZIP]
From: [Patient Full Name]
[Patient Address]
[City, State, ZIP]
Date: [Date]
Re: Arbitration Notice — Patient Account Number [XXXXXXX]
This notice is submitted pursuant to the arbitration clause contained in the Patient Agreement and Consent form I signed on [Date of Admission or Service].
Nature of Dispute:
I received services at [Facility Name] on [Service Date(s)]. I was subsequently billed $[Billed Amount], of which my insurer [Insurance Company Name] has already paid $[Amount Paid]. The remaining balance of $[Balance] is disputed on the following grounds: [describe grounds, e.g., the billed codes do not correspond to the services documented in my medical records, and I was not informed of an out-of-network designation prior to treatment].
Relief Requested:
Adjustment of the disputed balance to $[Amount I Believe Is Owed] or zero, along with a complete itemized billing statement and the medical records supporting each charged code.
I am happy to resolve this informally. If I do not receive a response within 30 days, I will file a formal arbitration demand.
[Patient Full Name]
[Phone Number]
[Email Address]
13. Short, direct pre-suit demand letter triggering an arbitration clause
DEMAND FOR ARBITRATION
To: [Respondent Name or Company]
[Address]
[City, State, ZIP]
Date: [Date]
Re: [Brief Dispute Description] — Arbitration Demand Pursuant to Agreement Dated [Date]
You are hereby notified that [Claimant Name] is initiating arbitration under the dispute resolution clause of the agreement referenced above.
Claim: [Two to three sentences describing the claim and amount in dispute.]
If this matter is not resolved within 14 days, [Claimant Name] will file a formal demand with [Named Arbitration Forum] and seek all available remedies, including attorney’s fees where permitted.
[Claimant Name]
[Phone Number]
[Email Address]
14. International commercial arbitration notice (cross-border dispute)
NOTICE OF ARBITRATION — INTERNATIONAL COMMERCIAL DISPUTE
To: [Respondent Company Name]
[Registered Address]
[Country]
From: [Claimant Company Name]
[Registered Address]
[Country]
Date: [Date]
Re: Notice of Arbitration Under [ICC / LCIA / UNCITRAL] Rules — Agreement Dated [Date]
Claimant: [Claimant Company Name], a company incorporated under the laws of [Country of Incorporation], with its registered address at [Address].
Respondent: [Respondent Company Name], a company incorporated under the laws of [Country of Incorporation], with its registered address at [Address].
Agreement: [Contract Name], dated [Date], Clause [X] of which provides for international arbitration of disputes.
Description of Dispute:
This dispute arises from [Respondent Name]’s failure to perform its obligations under the Agreement, specifically [describe the breach, e.g., non-payment of the second installment of $[Amount] due on [Date] under Schedule 2]. [Claimant Name] has made repeated written demands to [Respondent Name] dated [Dates], which have gone unanswered.
Amount in Dispute:
[Claimant Name] claims $[Amount USD or other currency] in principal, plus interest at the contractual rate of [X]% per annum from [Date of Default] to the date of the award.
Seat of Arbitration:
[City, Country], as agreed in Clause [X] of the Agreement.
Governing Law:
[Applicable Law, e.g., the laws of England and Wales].
Language of Arbitration:
English.
Claimant’s Arbitrator Nomination:
Pursuant to [ICC / LCIA] Rules, [Claimant Name] nominates [Arbitrator Name, if applicable] as its party-appointed arbitrator.
Respectfully submitted,
[Authorized Signatory]
[Title]
[Claimant Company Name]
[Phone Number]
[Email Address]
15. Notice to the other party after the arbitration institution has already been contacted
NOTICE OF FILED ARBITRATION DEMAND
To: [Respondent Name or Company]
[Address]
[City, State, ZIP]
From: [Claimant Name or Company]
[Address]
[City, State, ZIP]
Date: [Date]
Re: Arbitration Filed — Case Number [XXXXXXX] — [Arbitration Institution Name]
This notice confirms that [Claimant Name] has filed a formal Demand for Arbitration with [AAA / JAMS / Other Institution] on [Filing Date]. The institution has assigned Case Number [XXXXXXX] to this matter.
Summary of Claims:
[Claimant Name] has asserted claims against [Respondent Name] arising from [brief description of dispute] in the total amount of $[Amount]. A copy of the filed Demand is enclosed.
Your Next Steps:
The arbitration institution will contact you directly with instructions for submitting your Answer and selecting an arbitrator. Deadlines under the applicable rules begin to run from the date of service of the Demand. Please ensure your arbitration counsel is engaged promptly.
All future correspondence regarding this matter should be directed to [Claimant’s Counsel or Claimant’s Contact]
[Claimant Name or Authorized Representative]
[Phone Number]
[Email Address]
Enclosure: Copy of Filed Demand for Arbitration
Wrapping Up
An arbitration notice does one core job well: it puts the other side on formal notice, in writing, that the dispute is moving into a structured process. The samples above cover the range from a brief direct demand to a detailed international filing, but they all share the same backbone: who the parties are, what the dispute is, what relief is sought, and what happens next.
Before you send, read the arbitration clause in your original agreement carefully. Many clauses specify which institution to use, how notice must be delivered, and whether a pre-arbitration negotiation period is required. Miss those steps and you may need to start over.