Letter before action: prepare and post your letter
Prepare a letter before claim for England and Wales: what to include, reply deadlines and how to post your completed letter online.
Quick answer
A letter before action (also called a letter before claim) tells the other side what you claim, why and what you want, before you consider court proceedings in England and Wales. For a straightforward case, 14 days is normally a reasonable reply period. A business claiming a debt from an individual may need the Debt Claims Protocol, with at least 30 days and prescribed enclosures. Sending the letter does not extend a limitation period.
| Who it’s for | Individuals with a straightforward civil dispute, such as an unpaid refund |
| Where it applies | England and Wales; Scotland and Northern Ireland have different procedures |
| Reply period | Normally 14 days for a straightforward case; at least 30 days under the Debt Claims Protocol |
| What to include | Chronology, basis of the claim, amount and calculation, key documents, reply date |
| How to send | Keep copies and obtain proof of posting |
| Common mistakes | Ignoring a specific pre-action protocol, no reply date, assuming the letter stops the limitation period |
This guide covers straightforward civil disputes in England and Wales, such as a refund that remains unpaid. A letter before action, also called a letter before claim, sets out your position before you consider court proceedings. Scotland and Northern Ireland have different procedures. If you have not yet raised the problem with the business, start with a formal complaint letter.
Check the procedure and reply deadline
Check whether a specific pre-action protocol applies. Under the general Practice Direction, 14 days is normally reasonable for a straightforward reply; complex cases need longer. A business claiming a debt from an individual, including a sole trader, may need the Debt Claims Protocol: normally at least 30 days and prescribed enclosures. This example does not replace that procedure. Sending a letter does not extend a court limitation period.
What to include
Your name and address; the recipient’s correct name and address; the date and reference; a short chronology and basis of the claim; what you want; the amount and calculation, if relevant; copies of key evidence; a reasonable reply date; and your willingness to consider negotiation or mediation.
Letter before action example (England and Wales)
Replace every placeholder, check the applicable procedure and attach copies of relevant documents. This example is for a straightforward consumer refund request, not every type of claim.
[Your full name and postal address]
[Recipient’s name and postal address]
[Date] — [Order or account reference]
Letter before claim — refund request
Dear [Name, or Sir or Madam],
On [date], I paid £[amount] for [goods or service]. [Explain what went wrong, why you believe a refund is due, and your previous attempts to resolve it.]
I request repayment of £[amount], calculated as [breakdown]. Copies of [relevant documents] are enclosed.
Please reply in writing by [reasonable date, allowing time for delivery]. If you dispute the claim, please explain your reasons and provide relevant documents. I am willing to consider negotiation or mediation.
If we cannot resolve this matter, I may bring a court claim. Before doing so, I will review the applicable pre-action requirements.
[Yours sincerely if you used a name; Yours faithfully if you wrote Sir or Madam],
[Your name]
Post your completed letter
Keep a copy of the letter and attachments. Citizens Advice recommends obtaining proof of postage. Proof of posting, tracking and a delivery signature record different things; none alone establishes the contents or guarantees valid legal service. Before paying, check whether the available mailing service provides the evidence and timing your case needs. Upload your completed PDF or write your letter in MaisonMail. Enter the recipient’s full address: it determines the destination. Available services, estimated delivery and the final price appear before payment.
Official sources
References used and links to the rules currently in force.
- Practice Direction – Pre-Action Conduct and ProtocolsMinistry of Justice
- Pre-Action Protocol for Debt ClaimsMinistry of Justice
- Making a small claim – EnglandCitizens Advice
Information current as of the last verification date. This guide is informational and is not legal advice — for a complex situation, consult a qualified professional.
Frequently asked questions
What is a letter before action?
A letter before action, also called a letter before claim, sets out your position and what you want before you consider court proceedings in England and Wales. Scotland and Northern Ireland have different procedures.
How long should I give the other side to reply?
Under the general Practice Direction, 14 days is normally reasonable for a straightforward reply; complex cases need longer. A business claiming a debt from an individual, including a sole trader, may need the Debt Claims Protocol: normally at least 30 days and prescribed enclosures.
Does sending a letter before action stop the limitation period?
No. Sending a letter does not extend a court limitation period, so check the time limit for your claim separately.
How should I send my letter before action?
Keep a copy of the letter and attachments, and obtain proof of posting. Proof of posting, tracking and a delivery signature record different things, so check which evidence and timing your case needs before you pay for a mailing service.
Related guides
- Formal complaint letter: prepare and post your UK complaintWrite a formal complaint to a UK business about goods, services or billing. Get an English example, evidence checklist and guidance on replies and posting.
- Cancellation letter: cancel a UK service or subscriptionPrepare a UK cancellation letter: check the contract, cooling-off eligibility, notice period and fees, then adapt an English example and post it online.
- HMRC / DWP letters: prepare and post your correspondencePrepare HMRC service complaints and DWP mandatory reconsideration letters: English examples, correct office, references, deadlines and online posting.
Ready to send your letter?
Upload your completed letter or write it online. Check available services and the final price before payment.