Writing a Letter of Claim (UK)

Note: Want to skip the guide and go straight to the free templates? No problem - scroll to the bottom.
Also note: This is not legal advice.

Introduction

Writing a letter of claim is an integral part of the legal process here in the United Kingdom. It’s a formal document used to start legal action or dispute resolution, whether someone feels wronged, or is trying to find resolution to a dispute. This important tool allows for clear outlining of issues at hand and sets the tone for the entire process.
The Genie AI team understand how significant it is that letters of claim are written in a well-structured, understandable manner that adheres to all UK legal principles. They should not contain too much information, be proofread properly and convey professional tones. Furthermore, they should explain desired outcomes in order to both parties understanding what’s being sought after and how to reach satisfactory conclusions without misunderstandings or delays.
It’s essential that letters include contact details of both parties as well as any relevant documents needed; this ensures that responses can be made swiftly and any action taken can move forward without delay.
When it comes down to it, writing a letter of claim is an important part of the UK legal system which needs careful consideration when drafting such documents for effective results at the end of it all. Our step-by-step guide offers support on this matter with explanations on how our free template library can be accessed today - so read on now!

Definitions (feel free to skip)

Parties: People or organisations involved in a dispute or legal action.
Applicable laws: Rules, regulations, or court precedents relevant to the case.
Compensation: Money or other form of recompense for losses or damages.
Precedents: Decisions made in previous court cases that help to determine the outcome of current cases.
Damages: A sum of money paid to compensate for a loss or injury.
Remedies: Actions taken to correct a wrong or to seek redress for a grievance.
Dispute resolution: The process of resolving a dispute or disagreement.
Mediation: An alternative form of dispute resolution in which an impartial third party helps the parties involved to reach an agreement.
Arbitration: An alternative form of dispute resolution in which an impartial third party makes a decision.

Contents

• Outline the facts of the case and the parties involved
• Identify the parties involved
• Summarize the facts of the case
• Explain the legal basis for the claim
• Outline the applicable laws
• Explain how the facts support the legal claim
• Describe the amount or type of compensation being sought
• State the amount, type, or range of compensation being sought
• Explain why the amount or type of compensation is appropriate
• Provide a timeline for a response to the letter of claim
• Identify a reasonable timeline for a response
• Explain the consequences for failing to meet the timeline
• Request documents or information relevant to the case
• List the documents or information requested
• Explain why the documents or information are relevant
• Explain the process for dispute resolution, including any alternative forms of dispute resolution
• Explain the process for dispute resolution
• Identify any alternative forms of dispute resolution
• Explain the consequences of failing to respond to the letter of claim
• List the potential consequences
• Explain how the consequences will be enforced
• Provide contact information for further communication
• List contact information for the parties involved
• Explain the best way to contact each party
• Prepare and send the letter of claim
• Draft the letter of claim
• Proofread the letter of claim
• Send the letter of claim
• Follow up on the letter of claim
• Monitor for a response
• Follow up with additional communication as needed

Get started

Outline the facts of the case and the parties involved

• Gather all the facts relevant to the dispute
• Note down the names, addresses and contact information of all the parties involved
• Make a timeline of events leading up to the dispute
• Make a list of witnesses, if any
• Make a list of any relevant documents or evidence
• When your facts have been gathered and listed, you can move on to the next step.

Identify the parties involved

• Identify all the parties involved in the dispute and their contact information
• Make sure to include their full name and address, as well as other contact information such as telephone numbers, email addresses and any other relevant details
• Ensure that you have the correct contact information for each party
• Check that you have the correct legal name of the party (e.g. if it is a company, make sure to include their registered name)
• When you have all the details of the parties involved, you can move on to summarizing the facts of the case.

Summarize the facts of the case

• Summarize any relevant facts and events that have occurred in a clear, concise manner
• Consider the following key points when summarizing: the parties involved, how and when the dispute arose, and any relevant background information
• Make sure to include any dates and times that are important in the facts
• Once all the facts and events have been summarized, check that they are accurate and that you have provided a clear overview of the case
• Once you are sure that all the facts have been accurately summarized, you can move on to the next step

Explain the legal basis for the claim

• Carefully evaluate the facts of your case and research the applicable laws.
• Identify the legal basis for your claim, such as a breach of contract, negligence, misrepresentation, or trespass.
• Explain why each legal basis applies to your situation.
• Include any relevant case law or legislative decisions that support your claim.
• When you have a clear legal basis for your claim, you can check this off your list and move on to the next step.

Outline the applicable laws

• Identify the relevant legislation that applies to the claim
• Outline the key provisions of the legislation that are relevant to the claim
• Give a brief explanation of how the legislation applies to the claim
• Note any potential defences that may be raised by the defendant

When you have identified the applicable laws and outlined their key provisions, you can check this step off your list and move on to the next step.

Explain how the facts support the legal claim

• Identify the facts of your case that support your legal claim, such as evidence from witnesses, emails, documents, or other sources.
• Explain how each fact relates to your claim, and how the facts support the laws you’ve outlined in the previous step.
• Make sure that your explanation is thorough, and covers all of the relevant facts and their legal implications.
• When you have finished explaining how the facts support the legal claim, you can move on to the next step.

Describe the amount or type of compensation being sought

• Outline the amount of compensation being sought, including any applicable interest or costs
• Be as specific as possible when describing the type of compensation sought
• Consider whether a range of compensation is appropriate or if a specific amount is more suitable
• Include any evidence that justifies the amount or type of compensation being sought

Once you have outlined the amount of compensation being sought, including any applicable interest or costs, and have provided evidence to support it, you can move on to the next step.

State the amount, type, or range of compensation being sought

• Clearly state the exact amount of compensation being sought
• This should include the original amount that was overpaid or not received, any additional interest or charges, and any other relevant costs
• Include a detailed breakdown for each item that makes up the total amount of compensation
• Ensure all calculations are accurate and correctly rounded up to the nearest pound
• When you are finished, double-check that the amount of compensation being sought is correct and matches the explanations given previously
• When you are satisfied that the amount of compensation has been accurately stated, you can check this off your list and proceed to the next step.

Explain why the amount or type of compensation is appropriate

• Provide a detailed explanation of why the amount or type of compensation you are seeking is appropriate for the situation.
• Research and cite any relevant laws or regulations to support your claim.
• Explain how you arrived at the amount or type of compensation you are seeking.
• When you have finished explaining why the amount or type of compensation you are seeking is appropriate, you will have completed this step.

Provide a timeline for a response to the letter of claim

• Provide a reasonable timeline in your letter of claim for the recipient to respond, such as 14 days
• Give the recipient a copy of the letter of claim and keep a copy for your records
• Make sure to include a date for when the response is due so that you can keep track of the timeline
• You’ll know you can check this step off your list when you have included a timeline for the recipient to respond in your letter of claim.

Identify a reasonable timeline for a response

• Consider what is reasonable and proportional to the circumstances of the case, taking into account relevant factors such as the complexity of the claim, the availability of information and the number of parties involved.
• Take into account the usual timescale for resolving such disputes and the time limits imposed by relevant legislation.
• Make it clear to the recipient that you expect a response within the specified timeline.
• Check that the deadlines you set are reasonable and realistic.

Once you have identified a reasonable timeline for a response, you can check off this step and move on to the next step of explaining the consequences for failing to meet the timeline.

Explain the consequences for failing to meet the timeline

• Outline the consequences that will befall the recipient if they do not meet the timeline you have provided.
• Make it clear that the consequences will be enforced if the timeline is not met.
• The consequences may include legal action, additional costs, and further delay.
• You can also state that the recipient will be responsible for any costs incurred as a result of their failure to meet the timeline.

Once you have outlined the consequences, you can check this step off your list and move on to the next one.

Request documents or information relevant to the case

• Gather evidence that clearly states the facts related to the claim
• Make a list of the documents or information relevant to the claim
• Make sure all documents or information are in order and are accurate
• Make sure all documents or information are up-to-date
• Make sure all documents or information are relevant to the claim
• Contact the person or company against whom the claim is being made to request the documents or information
• Provide the recipient with a clear description of the documents or information you are requesting
• Request that the documents or information be provided within a specific timeline
• Provide a clear explanation of the consequences for failing to meet the timeline
• Once the documents or information have been received, review them to make sure they are accurate and up-to-date
• When all the necessary documents or information have been gathered, you can check this step off your list and move on to the next step

List the documents or information requested

• Make a list of the documents or information that you need in order to support your claim.
• This list should include all the relevant documents or information that you need to prove your case.
• You should also make sure that the list is as detailed as possible so that the other party is aware of what exactly is being requested.
• The list should include information such as the name and address of the person or company you are claiming from, the dates that the events occurred that you are claiming for, any details of the contract/agreement between you, and any other evidence that you feel is relevant.
• Once you have compiled the list, you can check this step off your list and move on to the next step.

Explain why the documents or information are relevant

• Explain why each piece of information or document requested is relevant to your claim
• Provide a detailed explanation for each item to ensure that the other party understands why it is necessary
• Explain why the documents or information is needed to make your case
• Demonstrate a clear link between the documents or information requested and the claim
• Once you have explained why the documents or information is relevant and necessary, you can move on to the next step.

Explain the process for dispute resolution, including any alternative forms of dispute resolution

• Check if the organization you are claiming from has an internal complaints procedure and if so, follow the steps outlined in it.
• If the organization does not have an internal complaints procedure or if you have followed it to no avail, consider an alternative dispute resolution (ADR) scheme.
• You can find out about ADR schemes on the Chartered Trading Standards Institute website.
• If the ADR scheme does not provide a satisfactory outcome, you may need to take legal action.
• Consider going to your local Citizens Advice Bureau to find out more about the legal process for taking action.
• You can also get legal advice from a solicitor.
• Once you’ve decided on the best way to proceed, you can check this step off your list and move on to the next one.

Explain the process for dispute resolution

• If the dispute is not resolved through negotiations, the Consumer Rights Act 2015 provides a route to take the dispute to court.
• Before doing so, the consumer must first submit a letter of claim. The letter should provide details of the dispute, the remedies sought and the amount of compensation.
• The claimant should also provide information regarding any relevant evidence and the proposed timetable for resolving the dispute.
• The defendant has 14 days to acknowledge receipt of the letter of claim and respond to the content.
• If the parties do not reach an agreement, the claimant can then issue court proceedings.

How you’ll know when you can check this off your list and move on to the next step:

• When you have identified the process for dispute resolution, you can move on to the next step of identifying any alternative forms of dispute resolution.

Identify any alternative forms of dispute resolution

• Research any applicable laws and regulations that may impact the dispute and any alternative forms of dispute resolution that may be available
• Consider whether arbitration or mediation may be an appropriate form of dispute resolution for your situation
• Seek legal advice to help identify whether any other alternative forms of dispute resolution are available

You can check off this step by researching applicable laws and regulations, considering any alternatives to dispute resolution, and seeking legal advice.

Explain the consequences of failing to respond to the letter of claim

• Explain the potential consequences of failing to respond to the letter of claim, such as the other party being able to take legal action against you.
• Remind the other party that if they fail to respond to the letter of claim, they may be liable for any costs you incur in taking legal action against them.
• Explain that if they fail to respond to the letter of claim, the court may find in your favour without them being present or having the opportunity to present their case.
• Highlight that the court may also make a judgement in favour of the other party if they fail to respond to the letter of claim, which could result in you having to pay any costs they incur.

Once you have explained the potential consequences of failing to respond to the letter of claim, you can check this off your list and move on to the next step.

List the potential consequences

• Identify the possible consequences of failing to respond to the letter of claim
• List the potential consequences, such as court action, legal fees, additional costs, and debt collection
• Explain how the consequences will be enforced, such as through a court order or legal action
• Be sure to include any potential financial consequences that may arise, such as fines or interest

Explain how the consequences will be enforced

• Make sure to explain how the consequences will be enforced.
• If the other party fails to respond or comply with the letter, the next step may involve taking legal action.
• Explain the legal action that may be taken if the other party does not comply.
• Make sure to include the deadline for the other party to take action.
• Once this step is complete, you can move on to providing contact information for further communication.

Provide contact information for further communication

• Make sure to include your own contact information, such as your name, address, telephone number, and email address. This will allow the recipient to contact you directly in response.
• You should also include the contact information of the person or organization you are sending the letter to. This should include a full name, address, telephone number, and email address (if available).
• If you are sending the letter through a third party such as a solicitor, you should also include their contact information.

You’ll know you have completed this step when you have included all relevant contact information for yourself, the recipient, and any third party involved.

List contact information for the parties involved

• Collect the names and contact information for both the claimant and the defendant
• Ensure you have the full address and names of all parties
• If the defendant is a company, make sure you include the registered company name and number
• Once you have all the contact information for both parties, you can check this off your list and move on to the next step.

Explain the best way to contact each party

• Check the contact information listed in the previous step to determine the best way to reach out to each party.
• Consider the type of communication each party might prefer. For example, if they are a business, they may prefer email communication, while if they are an individual, they may prefer a phone call.
• Make sure to include all necessary contact information in the communication, such as a phone number, email address, and/or mailing address.
• Reach out to each party to explain the situation and the letter of claim that you are sending.
• When you have successfully contacted each party, you can check this off your list and move on to preparing and sending the letter of claim.

Prepare and send the letter of claim

• Address the envelope to the business or individual
• Ensure the envelope is stamped
• Include a covering letter that explains the purpose of the letter
• Include copies of any documents that are relevant to the claim
• Place the original letter inside the envelope
• Send the letter via recorded delivery

You can check this step off your list when the letter is sent out.

Draft the letter of claim

• Gather all the relevant facts related to your case
• Identify the legal basis for your claim
• Outline the relief or remedy you are seeking
• Draft the letter of claim using clear and concise language
• Include all the necessary details such as your name and address, the defendant’s name and address, the amount of the claim, and the date of the letter
• Include a copy of any supporting documents
• When you have finished drafting the letter, proofread it for any errors and save a copy for your records

How you’ll know when you can check this off your list and move on to the next step:
Once you have proofread your letter and made any necessary changes, you can move on to the next step which is to proofread the letter of claim.

Proofread the letter of claim

• Read through the letter of claim carefully and make sure there are no spelling or grammatical errors
• Check that all the information is correct and up-to-date
• Make sure that the letter of claim is clear, concise and to the point
• Check that the letter of claim is compliant with the UK Consumer Rights Act 2015
• Make sure that the letter of claim is addressed to the correct person or organisation
• Once you are satisfied that the letter of claim is accurate and well-crafted, you have successfully proofread the letter of claim and can move on to the next step.

Send the letter of claim

• Address the envelope with the name and address of the person or organisation to whom the letter is addressed
• Put a stamp on the envelope
• Drop the envelope in a postbox or at a post office
• You can also send the letter via registered post if you want to make sure it is received

Once the envelope is posted, you have completed this step and can move on to the next step of following up on the letter of claim.

Follow up on the letter of claim

• Write a follow-up letter to the defendant, asking for a response to your initial letter of claim.
• If you do not receive a response within 14 days, send another follow-up letter to the defendant.
• If you still do not receive a response, consider sending a reminder letter or instructing a solicitor.
• You can check this step off your list and move on to the next step once you have received a response to your follow-up letter.

Monitor for a response

• Wait for a response from the other party.
• Check your mailbox and email regularly for a response.
• If you don’t hear back within 14 days, send a follow-up letter.
• If you don’t receive a response to the follow-up letter after 14 days, consider taking further action.
• When you receive a response, you can move on to the next step.

Follow up with additional communication as needed

• If you have not received a response within 14 days of sending your initial Letter of Claim, send a follow-up letter.
• Use the same format as the initial letter, and state that you have not received a response and that you expect a response within a certain timeframe.
• You can also call the creditor and explain your situation, but remember to keep a record of the conversation.
• Check back with the creditor in a week if you have not received a response to your follow-up letter.
• When you receive a response from the creditor, you can check this step off your list and move on to the next step.

FAQ:

Q: Is it better to use a solicitor to write a letter of claim?

Asked by Rachel on April 16th, 2022.
A: Writing a letter of claim is a legal document so it is always recommended to use a professional solicitor or lawyer, who is familiar with the UK legal system, to ensure that your letter is constructed correctly and conforms to the UK’s laws and regulations.
Solicitor’s have experience in writing legal documents, such as letters of claim, which can be particularly difficult for those unfamiliar with the process. They also have knowledge of what needs to be included in a letter of claim, such as the legal basis for the claim and specific legal terms and phrases.

Having an experienced solicitor or lawyer on your side can also help to ensure that the other party understands the seriousness of the letter and the consequences of not responding within the given timeframe.

Q: What do I do if I am not sure whether I need a letter of claim?

Asked by Matthew on June 4th, 2022.
A: If you are unsure whether you need a letter of claim then it is best to seek professional legal advice from an experienced solicitor or lawyer. They will be able to advise you on whether you need to take legal action and how best to approach it.

It is important to remember that a letter of claim is a legal document so it should only be used when absolutely necessary. Before taking any action it is important to consider all other options and make sure that it is absolutely necessary for you to use a letter of claim. This can include discussing matters with the other party, or attempting alternative forms of dispute resolution such as mediation or arbitration.

Q: What should I include in my letter of claim?

Asked by Emma on August 17th, 2022.
A: When writing a letter of claim there are certain pieces of information that must be included in order for it to be legally binding and effective. This includes details about who is making the claim (the claimant), who the claim is against (the defendant), brief details about why the claim is being made, what remedy or award is being sought and when the other party must respond by.

It is also important to include all relevant evidence that proves your case, such as copies of contracts, invoices, emails etc., as well as any other information that may support your claim. This evidence should be clearly referenced in your letter of claim and must be factual and accurate – any false claims could lead to serious consequences.

Q: Are there different types of letters of claim?

Asked by Joshua on October 30th, 2022.
A: Yes there are different types of letters of claims depending on why you are making the claim and what type of remedy or award you are seeking from the other party. Generally speaking there are two main types – monetary claims for damages or compensation, such as breach of contract claims or negligence claims; and non-monetary claims for specific performance or injunctive relief – for example where someone has been accused of infringing upon another’s copyright or intellectual property rights.

The type of remedy sought will determine which type of letter of claim should be used – for example if you are seeking damages then you would use a ‘letter before action’ whereas if you were seeking an injunction then you would use an ‘injunction before action’. It is important to understand which type should be used in each situation so that you can ensure that your letter conforms with UK law and regulations.

Q: How long do I have to respond to a letter of claim?

Asked by Abigail on April 3rd, 2022.
A: The length of time that you have to respond to a letter of claim will depend on the type of remedy being sought and the specific laws applicable in your area. Generally speaking most letters will provide 14 days for response unless there are extenuating circumstances which change this period. If this timeframe has been exceeded then it may be possible for additional time to be granted – however this will depend on individual circumstances and must be approved by a court or tribunal if applicable.

It is important that all parties comply with any response timeframes provided as failure to do so could result in further action being taken against them, such as being held in contempt or being liable for costs incurred due to their delay.

Q: What happens if I don’t respond to a letter of claim?

Asked by Michael on December 15th, 2022.
A: If you fail to respond within any given timeframe then this could result in further action being taken against you, such as being held in contempt or being liable for costs incurred due to your delay. It could also mean that any defences which may have been available become invalidated because they were not raised within the appropriate timeframe prescribed by law.

If no response has been made after reasonable attempts have been made by both parties then this could lead to court proceedings where further action may be taken against those who failed to respond in time – potentially including awards for damages or compensation if applicable.

Example dispute

Suing a Company for Breach of Contract:

• The plaintiff can file a lawsuit referencing a letter of claim if the company has failed to fulfill an agreement or has failed to do something they were contractually obligated to do.
• The letter of claim should detail the breach of contract and the damages the plaintiff has suffered as a result.
• The plaintiff will need to provide evidence of the contract, the breach of contract, and the damages suffered in order to prove the case.
• The plaintiff can also request a settlement from the company and if it is accepted, the lawsuit can be dropped.
• If the lawsuit is successful, the plaintiff can be awarded damages for their losses. The amount of damages will depend on the nature of the breach of contract and the extent of the losses suffered.

Templates available (free to use)

Letter Of Claim For Breach Of Confidence
Letter Of Claim For Copyright Infringement
Letter Of Claim For Design Right Infringement
Letter Of Claim For Doman Name Infringment
Letter Of Claim For Passing Off Of Trademark Or Product
Letter Of Claim For Patent Infringement
Letter Of Claim For Registered Design Infringement
Letter Of Claim For Trade Mark Infringement
Letter Of Claim Pre Action Protocol
Standard Response To A Defamation Letter Of Claim

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