Example Template
Here’s a simple template you can adapt:
[Your Name]
[Your Address]
[Date]
[Recipient’s Name]
[Recipient’s Address]
Dear [Recipient’s Name],
Re: Outstanding Payment of £[amount] / Breach of Contract
I am writing to formally request payment of £[amount] in respect of [describe goods/services/contract]. Despite previous reminders, this amount remains unpaid. Under the terms of our agreement dated [date], payment was due on [date].
Please arrange payment within 14 days of this letter. If I do not receive payment by [date], I will consider issuing court proceedings without further notice. This letter is sent in accordance with the Practice Direction on Pre-Action Conduct.
If you dispute this claim, please provide your reasons in writing within the same period.
Yours sincerely,
[Your Name]
How to Send It
Send your letter by recorded delivery or a tracked email, and keep proof of sending. If you’re dealing with a business, address it to the correct department or named contact. Save a copy of the letter and any delivery receipts—these may be needed if the matter goes to court.
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Life admin can be overwhelming, especially when you’re owed money or facing a broken agreement. Whether it’s an unpaid invoice, a landlord who won’t return your deposit, or a supplier who’s let you down, knowing how to take the right steps is empowering. One of the most effective tools at your disposal is the “letter before action.” This isn’t just a formality—it’s a clear, professional way to set out your position and give the other party a final chance to resolve things before you consider legal action.
What is a Letter Before Action and When Should You Use It?
A letter before action is a formal written notice sent to someone who owes you money or has breached an agreement. It’s your way of saying, “I’m serious about resolving this, and if you don’t respond, I may take you to court.” You should use it when informal reminders and negotiations have failed, and you want to show you’re prepared to escalate the matter. For most disputes—unpaid bills, contract breaches, or property issues—a letter before action is the expected first step before starting legal proceedings.
Key Elements to Include
A strong letter before action is clear, factual, and polite. It should include:
Your name, address, and contact details.
The recipient’s name and address.
A summary of the facts: what happened, when, and why you believe you’re owed money or a remedy.
The amount owed or the specific breach.
The legal basis for your claim (for example, “under the terms of our contract dated 12 March 2024”).
A clear deadline for response—usually 14 days, unless the issue is urgent.
What will happen if there’s no response (for example, “If I do not hear from you by [date], I will consider issuing court proceedings without further notice”).
Reference to the relevant pre-action protocol, if applicable (for example, “This letter is sent in accordance with the Practice Direction on Pre-Action Conduct”).
Common Mistakes to Avoid
Many people make simple errors that weaken their position:
Not including enough detail: Vague letters are easy to ignore. Be specific about dates, amounts, and what you expect.
Failing to set a clear deadline: Without a deadline, the other party may delay or ignore you.
Using aggressive or threatening language: Stay professional. Threats can backfire and may be used against you.
Not referencing the relevant pre-action protocol: Courts expect you to follow the right process. If you skip this, you could face sanctions or delays.
Not keeping records: Always keep copies of everything you send and receive.
What Happens Next?
After sending your letter, you may receive:
A response and payment: Many disputes are resolved at this stage, especially if your letter is clear and firm.
A dispute or counter-offer: The other party may challenge your claim or offer a compromise. Consider whether negotiation is possible.
No response: If you hear nothing, you can consider starting court proceedings. You’ll need to show the court you tried to resolve things first, so your letter before action is vital evidence.
Real-Life Examples
Example 1: Unpaid Invoice
Emma runs a small cleaning business. After months of chasing a client for a £350 invoice, she sends a letter before action. The client pays within a week, apologising for the delay.
Example 2: Deposit Dispute
James moves out of his rented flat, but his landlord refuses to return his £900 deposit. After informal emails go nowhere, James sends a letter before action, referencing the tenancy agreement and the deposit protection scheme. The landlord returns the deposit within the deadline.
Example 3: Faulty Goods
Sophie buys a laptop online, but it stops working after two weeks. The retailer ignores her emails. She sends a letter before action, citing the Consumer Rights Act 2015. The retailer offers a replacement.
Why Detail and Tone Matter
A well-written letter before action shows you’re organised, reasonable, and prepared to escalate if needed. It’s not about being aggressive—it’s about being clear and fair. If you end up in court, the judge will look at your letter and how you handled the dispute. A professional approach can make all the difference.
Final Checklist Before You Send
Double-check all facts, dates, and amounts.
Set a clear, reasonable deadline.
Reference the relevant pre-action protocol.
Keep copies and proof of sending.
Stay calm and professional—never let frustration show.
Conclusion
Sending a letter before action is a practical, effective way to resolve disputes without jumping straight to court. It gives the other party a final chance to put things right and shows you’re serious about your rights. If you need help drafting your letter or want to discuss your situation, don’t hesitate to reach out. With the right approach, you can move forward with confidence and clarity.
Disclaimer: This blog post provides general information for educational purposes only. It is not legal advice. Outcomes can vary based on your personal circumstances.