A free guide to writing a letter before action in the UK, including what to include, how to send it, and a template to get you started.

Letter before action template

Before you take someone to court over an unpaid debt or dispute, the law expects you to give them a fair warning. That warning comes in the form of a letter before action (sometimes called a letter before claim). It’s a formal written notice telling the other party that you intend to start legal proceedings if they don’t resolve the matter within a set deadline.

Sending a letter before action isn’t just good practice — in many cases it’s a requirement under the Pre-Action Protocol for Debt Claims set out by the Ministry of Justice. Skipping this step can count against you in court, even if you ultimately win your case.

This guide explains what a letter before action should include, how to format and send it, and how tools like ClaimsPilot’s letter before action generator can help you produce one quickly and correctly.

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What is a letter before action?

A letter before action (LBA) is a formal written notice sent to an individual or business before court proceedings begin. Its purpose is to give the recipient a final opportunity to pay what they owe, resolve a dispute, or at least open a dialogue — without the matter going to a judge.

In the context of small claims in England and Wales, an LBA typically sets a deadline of 14 days for the recipient to respond or pay. For business-to-business debt disputes specifically, the Pre-Action Protocol for Debt Claims requires the creditor to include specific information and give the debtor at least 30 days to respond before issuing a claim.

Courts take a dim view of claimants who rush straight to litigation without attempting to resolve things first. If you file a claim without having sent an LBA, a judge may adjourn proceedings, reduce your costs award, or otherwise penalise you.

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What to include in a letter before action

A well-drafted letter before action doesn’t need to be long, but it does need to contain certain key elements. Here’s what to include:

Your details

Provide your full name (or business name), address, and contact information. If you’re writing on behalf of a business, include the registered address.

The recipient’s details

Include the full name and address of the person or company you’re writing to. Make sure you’ve identified the correct legal entity — for example, a limited company rather than an individual director.

A clear summary of the dispute

Explain, plainly and factually, what happened. When did the problem arise? What goods or services were involved? What was agreed, and what went wrong?

The amount you’re claiming

State exactly how much you’re owed and break it down if necessary (e.g., invoice total, minus any payments already made). If you’re adding statutory interest under the Late Payment of Commercial Debts (Interest) Act 1998, make that clear too. Use our interest calculator to work out what you may be entitled to add.

The deadline to respond

Give the recipient a specific number of days to respond — usually 14 days for consumer debts, or at least 30 days for business debts under the Pre-Action Protocol. State the exact date by which you expect a response.

What you want them to do

Be explicit. Do you want them to pay in full? Offer a repayment plan? Acknowledge a fault? Tell them what action will resolve the matter.

What happens if they don’t respond

Make clear that if they fail to respond or pay by the deadline, you intend to issue proceedings in the County Court without further notice. This is not a threat — it’s a factual statement of your intentions.

Supporting documents

List any documents you’re enclosing, such as copies of invoices, contracts, receipts, or previous correspondence. Under the Pre-Action Protocol for Debt Claims, you’re required to include a copy of the Information Sheet and Reply Form if you’re a business claiming a debt from an individual.

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Letter before action template

Below is a basic template you can adapt for your own situation. For a more tailored version, use ClaimsPilot’s free letter before action generator, which walks you through the details step by step.

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[Your name / business name]

[Your address]

[Date]

[Recipient’s name / business name]

[Recipient’s address]

Letter before action

Dear [Name],

I am writing to notify you that I intend to commence legal proceedings against you in the County Court if the matter set out below is not resolved by [date — typically 14 or 30 days from today].

Summary of the dispute

[Describe what happened clearly and factually. Include dates, amounts, and any relevant agreements.]

Amount claimed

The total amount outstanding is £[amount], made up as follows:

• Invoice/debt amount: £[X]
• Statutory interest (if applicable): £[X]
• Total: £[X]

What I require from you

I require payment of £[total] in full by [deadline date]. Payment should be made to [your bank details or preferred payment method].

If you dispute this claim or wish to discuss a repayment arrangement, please contact me in writing by [deadline date].

Next steps

If I do not receive payment or hear from you by the above date, I will issue a claim in the County Court without further notice. This may result in a County Court Judgment (CCJ) being registered against you, which could affect your credit rating.

Yours sincerely,

[Your signature]

[Your name]

[Your contact details]

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How to send a letter before action

How you send your letter matters. You want to be able to prove it was sent and, ideally, received. Here are your main options:

First class post

This is acceptable for most small claims disputes. Keep a copy of the letter and consider taking a photograph of the addressed envelope before sending.

Recorded or tracked delivery

Royal Mail’s recorded delivery service provides a signature on receipt, which gives you stronger evidence that the letter arrived.

Email

Email is increasingly accepted as a valid method of delivery, provided you can show it was sent to a correct and active address. Always request a read receipt if using this method.

In person

Delivering the letter by hand is possible, but bring a witness or ask the recipient to sign a copy to acknowledge receipt.

Whichever method you choose, keep a full copy of the letter and any proof of postage or delivery. You may need this evidence if the matter later goes to court.

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What happens after you send the letter?

Once your letter is sent, one of several things may happen:

• They pay in full — the matter is resolved, and no further action is needed.
• They make a partial payment or propose a repayment plan — you can choose to accept this or continue pursuing the full amount.
• They dispute the claim — they may write back to challenge the debt or offer a different version of events. Consider their response carefully and seek further guidance if needed.
• They don’t respond at all — if the deadline passes with no response and no payment, you can proceed to file a claim using Money Claim Online (MCOL) on GOV.UK.

A lack of response doesn’t automatically mean you’ll win your case, but it does demonstrate to the court that you followed the correct pre-action steps.

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Common mistakes to avoid

Even a well-intentioned letter before action can be weakened by avoidable errors. Watch out for:

• Getting the recipient’s details wrong — check the correct legal name and address, especially for limited companies. You can search the Companies House register for free.
• Being vague about the amount — always provide a precise figure and show how you’ve calculated it, including any interest.
• Setting an unrealistic deadline — giving someone just a few days to respond may be seen as unreasonable by a court. Stick to 14 or 30 days as appropriate.
• Using aggressive or threatening language — keep the tone factual and professional. The letter is a legal document, not an opportunity to vent frustration.
• Forgetting to enclose supporting documents — if the protocol requires you to include an information sheet or invoice copies, make sure they’re included.

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Ready to write your letter before action?

ClaimsPilot’s free letter before action generator helps you produce a clear, properly formatted letter in minutes — without needing a solicitor. Simply enter the details of your dispute, and the tool will create a letter you can download, print, and send.

If you’re ready to move forward and file a claim, get started on ClaimsPilot today. Our platform guides you through every stage of the small claims process, from drafting your LBA to submitting your claim online.

This guide is for general information only and does not constitute legal advice. For complex disputes, consider seeking independent legal guidance.