Letter Before Action Template (UK): Free Copy‑Paste Sample

What is a Letter Before Action, and What is It Also Called?

A letter before action (also known as a letter before claim, letter of claim or final demand letter before legal action) is the formal written notice sent to the opposing party before starting court proceedings. Under the Pre‑Action Protocols and Civil Procedure Rules, courts expect parties to exchange information to see if a dispute can be settled without litigation. The letter should identify who is involved, explain the facts, and detail what remedy you want. It also serves as a warning that if the dispute isn’t resolved by the deadline, you will file a claim in the county court. Sending a compliant letter improves your credibility and may lead to a settlement, saving time and costs.

When Should You Send One?

A letter before action is appropriate whenever you intend to sue but wish to give the other party a final chance to resolve the dispute. Here are common scenarios:

Unpaid Debt (Invoices, Loans)

If someone owes you money under a contract or loan agreement and refuses to pay, you should send a small claims letter before action. The Pre‑Action Protocol for Debt Claims mandates that businesses send a letter of claim setting out the debt amount, interest and charges, copies of relevant agreements and statements, and an invitation to discuss payment options. The debtor has 30 days to respond. If they ignore the letter, you can start a small claims court case.

Faulty Goods or Poor Services (Consumer Disputes)

Consumers often use a letter before action template when a trader sells defective goods or provides substandard services. You should describe the product or service, state when it was purchased, explain why it is faulty and request a refund or repair. Giving the trader 14 days to respond is considered reasonable. Include copies of receipts and correspondence as part of your evidence bundle.

Breach of Contract/Unpaid Work

Where a contractor fails to carry out agreed work or a client doesn’t pay for completed work, send a letter before court action template UK. Explain the contract terms, the breach (e.g., non‑delivery or non‑payment), and the remedy you seek. Attach invoices, contracts and a timeline of events. A deadline of 14 days is typical, but if the matter is complex, you may allow more time for a response.

Tenancy or Property‑Related Money Disputes

Disputes over deposits, repairs or rent arrears in residential tenancies can also be resolved through a letter before action template UK. Set out the tenancy agreement, the issue (e.g., failure to return a deposit or repair a leak), and the sum claimed. Tenants often have specific small‑claims limits – for disrepair compensation, the limit is £1,000; for other landlord‑tenant disputes, the general £10,000 cap applies.

Is a Letter Before Action Required?

Yes. The Practice Direction on pre‑action conduct requires parties to exchange letters and explore settlement before issuing proceedings. Failure to send a letter of claim may lead to sanctions: the court could refuse to award you costs or interest even if you win. Sending a letter before action template free also demonstrates good faith and may encourage settlement through alternative dispute resolution (ADR). Always include a statement that you are willing to use mediation or ADR.

What to Include? (Court‑Aware Checklist)

A court‑compliant letter before action template word should include the following elements. These requirements are drawn from the Pre‑Action Protocol for Debt Claims, legal guidance, and general practice:

1. Parties’ names and addresses. Clearly identify yourself and the defendant, including registered addresses and contact details.
2. Summary of facts and timeline. Briefly narrate what happened, including dates, contractual terms, invoices and key events. Keep this concise but specific.
3. Legal basis of the claim. In plain English, explain why you believe the defendant is liable (e.g., breach of contract, negligence, Consumer Rights Act). Reference any relevant contract or law.
4. Remedy sought. State what you want: payment of a specific sum, delivery of goods, performance of services or other remedies. Specify interest calculations if relevant.
5. Amount and calculation. List the principal sum, interest and any costs with a clear breakdown. Attach evidence such as invoices, receipts and agreements. In debt cases, include a statement of account.
6. Documents relied on/requested. Mention enclosed documents (contracts, invoices, timelines) and ask the defendant to provide documents supporting their position within the response period.
7. ADR invitation. Invite the defendant to negotiate or mediate, emphasising your willingness to use ADR or mediation. Courts may penalise parties who refuse ADR.
8. Deadline to respond. Specify a clear timeframe – usually 14 days for general disputes, 30 days in consumer debt claims, or 7 days for a final demand in urgent situations. Indicate that if there is no satisfactory response, you will commence court proceedings.

CaseCraft.AI’s platform automatically checks that all required elements are present and generates legally compliant letters based on your answers.

Deadlines: 7 vs 14 vs 30 Days (How to Choose)

Choosing the right deadline depends on the nature of your dispute:

• 14 days – standard disputes. The Practice Direction states that defendants should respond within 14 days in straightforward cases. If the matter is more complex, allow up to three months, but that is rare in small claims.
• 30 days – debt claims against individuals. Under the Debt Claims Protocol, debtors must be given 30 days to reply to a letter of claim. Creditors must also provide copies of the information sheet and a reply form.
• 7 days – final demand letters. A 7-day letter before action template UK may be used when time is of the essence (e.g., ongoing breaches causing losses). However, the shorter deadline must still be reasonable. Use with caution and always show that urgent action is necessary.
  

Once the response period expires or negotiations fail, you should give at least 14 days’ notice before commencing proceedings.

Letter Before Action Template (Copy/Paste)

Below are three letter before action templates that you can copy and adapt. These are general examples; always tailor them to your specific situation. 

1. General Civil Dispute Template

[Your name]
[Your address]
[Email/phone number]

[Date]

[Recipient’s name]
[Recipient’s address]

Re: Letter Before Action – [Brief description of dispute]

Dear [Recipient’s name],

I write concerning [summary of the facts]. On [date], [describe the transaction or event]. Under our agreement dated [date], you agreed to [briefly state obligations]. I have attached copies of the contract and evidence (invoices, emails, timeline of events).

You have failed to [describe breach], which amounts to [breach of contract / non‑payment / supply of faulty goods]. I seek [remedy, e.g., payment of £X plus interest calculated at [rate] from [date], repair/replacement, refund]. The total sum outstanding is £[amount], calculated as follows: [breakdown].

Please respond in writing within 14 days of the date of this letter to confirm whether you accept liability, propose a settlement, or dispute my claim. I am willing to consider alternative dispute resolution (ADR), such as mediation, to resolve this matter without court proceedings.

If you do not respond within this period or we fail to reach an agreement, I intend to file a claim in the county court without further notice. This letter is sent in accordance with the Practice Direction on Pre‑Action Conduct and forms a letter before action.

Yours faithfully,

[Signature]

[Your printed name]

2. Small Claims Debt Template (30‑Day Deadline)

[Creditor’s name]
[Creditor’s address]
[Email/phone number]

[Date]

[Debtor’s name]
[Debtor’s address]

Re: Letter of Claim – Amount owed £[amount]

Dear [Debtor’s name],

This letter is sent in compliance with the Pre‑Action Protocol for Debt Claims. It concerns the sum of £[amount] owed to [your name/organisation] under [agreement or invoice reference]. The debt arose on [date] when [describe the contract or loan].

The debt remains unpaid despite previous requests. Interest continues to accrue at [rate] per annum under the contract/statutory rate. An up‑to‑date statement of account is enclosed. I also enclose a copy of the information sheet and reply form.

Please confirm in writing within 30 days from the date of this letter whether you agree to pay the amount in full or wish to discuss repayment. If you are seeking debt advice, please let me know; I will allow a reasonable time to obtain. If you dispute this debt, please provide details and copies of any documents you rely on.

I am prepared to explore ADR, including mediation, to resolve this matter. If I do not hear from you within 30 days, court proceedings may be issued without further notice, and further interest and costs may be claimed.

Yours faithfully,

[Signature]

[Your printed name]

3. 7‑Day Final Demand Letter

[Your name]
[Your address]
[Email/phone number]

[Date]

[Recipient’s name]
[Recipient’s address]

Re: Final Demand Letter Before Legal Action

Dear [Recipient’s name],

Despite my previous attempts to resolve [the issue], you have failed to [perform obligation/pay outstanding amount] by the agreed date. This letter serves as a final demand and a 7-day letter before action template.

I require payment of £[amount] or confirmation of remedial action within 7 days of the date of this letter. If payment is not made or satisfactory arrangements are not agreed upon by [date seven days ahead], I will commence court proceedings without further notice. I am still willing to consider alternative dispute resolution before commencing proceedings.

Yours faithfully,

[Signature]

Example Letter Before Action (Filled Sample)

Below is a realistic example showing how the template works in practice. This letter before action sample is for an unpaid invoice for freelance work:

[Name]
12 King’s Road
Bristol BS8 1QH

14 January 2026

Acme Builders Ltd
The Old Brewery
High Street
Bristol BS1 5LA

Re: Letter Before Action – Unpaid Invoice No. 6574

Dear Mr Lewis,

On 18 October 2025, I completed plastering work at your property under our written contract dated 20 August 2025. I submitted Invoice No. 6574 for £2,400 on 20 October 2025, payable by 3 November 2025. Despite several reminders, the invoice remains unpaid.

I am therefore requesting payment of £2,400 plus statutory interest at 8% per annum from 4 November 2025 to today, amounting to £37.92. The total now due is £2,437.92. A copy of the invoice and our contract is enclosed.

Please pay the outstanding amount within 14 days of this letter. If you wish to dispute the claim, please provide a detailed response with any documents you rely on within the same period. I am willing to engage in mediation to settle this dispute.

If I do not receive payment or a satisfactory response within 14 days, I will file a claim in the small claims court without further notice. The small claims limit is £10,000; as the amount claimed is below this threshold, I will use the small‑claims procedure.

Yours faithfully,

[Name]

How to Send It and Prove Delivery?

To comply with court rules, the letter must be properly served and capable of being proved. The court generally requires a physical residential or registered address to ensure the defendant is correctly notified of the claim. Where no address is available, you must first demonstrate that you have taken reasonable steps to locate one, such as instructing a “no trace, no fee” tracing agent, checking the Electoral Register, or asking the defendant to confirm an address for service. The court will not dispense with this requirement unless satisfied that a physical address cannot be obtained through standard means.

If a physical address genuinely cannot be found but a digital connection exists, you must apply to the court under CPR 6.15 for permission to use an alternative method of service.

Where an address is available, send the letter by post, preferably first-class recorded delivery, and retain proof of posting and a copy of the letter. For debt claims, the Pre-Action Protocol requires the letter to be dated and posted on the same day. If the defendant has agreed to service by email, you may also send it electronically, retaining delivery and read receipts. Always keep copies of all enclosures so you can demonstrate precisely what was sent.

What Happens After You Send It?

Once the letter is sent, there are four likely outcomes:

1. Payment or remedial action. The defendant may pay the sum or remedy the breach. If so, document the resolution and close the matter. Remember to update your records and cancel any pending court claims.
2. Counteroffer or negotiation. They may make an offer or propose a repayment plan. Negotiate in good faith and consider using ADR or mediation. Settlement is often cheaper than litigation.
3. Dispute. If the defendant disputes liability, they should provide reasons and evidence. Exchange further documents and attempt to narrow issues. Consider whether the dispute is complex enough to justify a different court track.
4. No response or refusal. If there is no response within the deadline, you may issue a claim. The small claims court process handles claims up to £10,000. Court fees vary with claim value: claims up to £300 cost £35, up to £500 cost £50, up to £1,000 cost £70, up to £1,500 cost £80, up to £3,000 cost £115, up to £5,000 cost £205 and up to £10,000 cost £455. Claims over £10,000 but not more than £200,000 require a fee equal to 5% of the claim. You must also allow at least 14 days’ notice after negotiations fail before filing.

CaseCraft.AI flags deadlines, calculates court fees and automatically generates the claim form.

Next Steps

A well‑drafted letter before action template is the first step towards recovering what you are owed or resolving a dispute. By clearly stating the facts, legal basis, remedy sought, and deadlines, you meet the court’s pre‑action expectations and increase the chances of settlement. Remember the key timelines: 14 days for most disputes, 30 days for debts, and at least 14 days’ notice before suing. Know the small claims limit (£10,000), court fees and the six‑year limitation period.

Sending the letter doesn’t guarantee payment, but it preserves your position and encourages dialogue. If you receive no response, be prepared to file in the county court. For a streamlined process, CaseCraft.AI provides an AI‑powered platform that generates tailored letters, calculates fees, tracks deadlines and files claims automatically. Start your claim via CaseCraft.AI to take control of your dispute without costly solicitors.

Disclaimer: This article provides general information and templates. It does not constitute legal advice. Always adapt the content to your circumstances and seek independent legal advice where necessary.