How to Write a Letter Before Action

What is a Letter Before Action?

A Letter Before Action (often abbreviated as LBA or sometimes called a Letter Before Claim) is a formal letter you send to the person or business you're claiming against. It tells them that you're serious about getting what you're owed and gives them a deadline to pay or respond before you take them to court.

Think of it as your opening move. You're putting them on formal notice, on the record, that a dispute exists and that you expect a response. The letter should be clear, professional, and factual — it's not angry or threatening, but it is serious.

When do you need a Letter Before Action?

You need one before making any small claim for money in England and Wales. It's a legal requirement under the Practice Direction on Pre-Action Conduct — this is the court's guidance on how parties should behave before litigation.

The only exceptions are rare:

• Emergency injunctions (stopping someone from doing something)
• Where the other party has clearly indicated they won't negotiate
• Where following the procedure would be unreasonable

For straightforward money claims — whether it's unpaid rent, a broken contract, faulty work, a loan you want back — you must send an LBA first.

The 7 Essential Elements of Your Letter

Your Letter Before Action must include seven key pieces of information. Miss one and the court may view it as incomplete, which could affect your claim later.

1. Your Full Name and Address

Put your full name (as you'd like it to appear on court documents) and your full postal address. If you're using a business address, include that — be consistent with how you'll present yourself in court.

2. The Defendant's Full Name and Address

The person or business you're claiming against. Get the name exactly right — if you claim against the wrong legal entity (e.g. a trading name instead of the registered company name), it can delay your case. If it's a limited company, use the exact registered company name.

3. A Clear Summary of What Happened and When

Tell the story chronologically. When did the contract or agreement start? What were you promised? What went wrong? When did it go wrong? Be specific with dates. For example:

"On 15 March 2025, I instructed you to repair the kitchen tiles. You quoted £2,500 and we agreed a completion date of 5 April 2025. You completed the work on 10 April, but the grouting is cracked in three places and tiles are loose. I reported this in writing on 12 April, and you have not responded or attended to fix it."

Don't ramble or include irrelevant details. Stick to facts that matter — what was agreed, what happened, what went wrong.

4. The Exact Amount You're Claiming and How You've Calculated It

Be precise. Don't write "£5,000" and leave it at that — explain how you reached that figure:

"The cost of remedial work is £1,800 (quote from another tradesman). Your invoice was £2,500, which I partially paid (£2,000) before the poor work was discovered. I am claiming £3,800: £2,500 (full invoice amount) plus £1,300 (cost difference to fix your poor work) minus £2,000 (already paid) = £1,800 owed by you for the remedial work."

If you're claiming interest (8% per year is the statutory rate if not otherwise agreed), include that calculation too.

5. References to Evidence

Mention the documents you have. Don't send originals in the letter, but make clear what exists:

"The following evidence supports this claim: Email from me dated 15 March 2025 requesting the work; Your quote dated 15 March 2025 (£2,500); Invoice dated 2 April 2025; Photos taken 12 April 2025 showing loose tiles and cracked grouting; Email from me on 12 April 2025 reporting the defects; Quote from [Name Tradesman] dated 20 April 2025 for £1,800 to remedial work."

Evidence strengthens your position. It shows you're serious and you have the goods to back it up.

6. A Clear Response Deadline

Give the defendant time to respond. The standard is:

• 14 days if the defendant is an individual
• 30 days if the defendant is a business

Be explicit: "Please confirm payment or provide your response by [specific date 14/30 days from today]."

7. A Statement About Next Steps

Make clear that if they don't respond or don't satisfy your claim, you'll pursue court proceedings. Something like: "If I do not hear from you by [date] with confirmation of payment or a substantive response, I will proceed to issue a claim in the small claims court without further notice. This may result in an order that you pay my claim amount plus court fees and potentially interest."

Response Deadlines

Once you send the LBA, you must wait for a response. The deadlines are:

• Individuals: 14 days from receipt of the letter
• Businesses: 30 days from receipt of the letter

If you send it by email, the recipient is assumed to have received it on the day you send it (or the next working day if sent outside working hours). If you send it by post (recorded delivery), the receipt date is when it's delivered.

What counts as a response? Ideally, agreement to pay in full. If they dispute part of your claim, explain why. If they ask for time to pay, that's a response. If they don't respond at all, you can move forward with filing a court claim.

What Happens If They Don't Respond

If the deadline passes and you haven't heard from them, you have two options:

1. Give them a second chance. Send a follow-up email or letter reminding them of the deadline and saying you'll proceed to court if you don't hear by a new date.
2. Proceed to court. Move straight to filing your claim. The LBA on its own doesn't create a court claim — you still need to submit the paperwork and pay court fees.

There's no penalty for waiting a bit longer or sending a reminder, but if they clearly aren't going to engage, proceeding to court is the right call. You've given them fair warning.

5 Common Mistakes to Avoid

1. Being Angry or Threatening in Tone

Your letter is evidence. The judge will read it. If it's emotional, aggressive, or contains threats, it makes you look unreasonable even if your claim is valid. Keep it professional and factual. Your facts are strong enough without anger.

2. Vague or Incomplete Claims

Don't say "You owe me for the work." Say exactly what work, when it was done, what went wrong, and how much it costs to put right. The defendant can't respond properly if they don't understand what you're claiming.

3. Missing the Defendant's Correct Legal Name

If you're claiming against a business, get the exact registered name. If it's a limited company, check Companies House. If you name the wrong entity, you may have to re-start your claim later, which wastes time and costs more in court fees.

4. Forgetting to Document Your Evidence

You don't need to attach everything, but you must reference what evidence exists. Make it clear you have invoices, emails, photos, quotes, or contracts. This shows you're serious and prepared.

5. Setting an Unrealistic Deadline

Don't give someone 3 days to respond. 14 or 30 days is standard and expected. A short deadline looks aggressive and the court won't respect it. Giving reasonable time shows fairness, which judges notice.

Letter Before Action Template

Here's a professional template you can adapt to your situation. Replace the [bracketed items] with your specific details.

[YOUR FULL NAME]
[YOUR ADDRESS]
[YOUR EMAIL]
[YOUR PHONE NUMBER]

[DATE]

[DEFENDANT NAME]
[DEFENDANT ADDRESS]

**LETTER BEFORE ACTION — CLAIM FOR [AMOUNT]**

Dear [Defendant Name/Sir or Madam],

I am writing to set out a formal claim against you regarding [brief description of dispute, e.g. "unpaid invoices for work completed" or "faulty goods supplied"].

**Background**

[Set out the facts chronologically with specific dates. For example:]
- On [date], we agreed that you would [describe service/goods].
- The agreed price was £[amount].
- You were to complete the work / deliver the goods by [date].
- [Describe what actually happened and when it went wrong].
- On [date], I raised this issue with you [describe how you raised it: email, phone, in writing].
- You have not resolved this matter.

**The Claim**

I am claiming £[total amount] as follows:

[Set out the calculation clearly. For example:]
- Invoice dated [date]: £[amount]
- Cost of remedial work (quote attached): £[amount]
- Interest at 8% per annum from [date to date]: £[amount]
- **Total: £[amount]**

**Evidence**

The following documents support this claim:
- [List key evidence: emails, invoices, contracts, photos, quotes, receipts, etc.]

I have kept copies of all these documents and they are available for inspection.

**Payment**

Please pay the full amount of £[amount] by [date — 14 days if individual, 30 days if business] from today.

Payment should be made to:
[Your bank details, or state "Please confirm payment method by return"]

**If Payment Is Not Received**

If I do not receive payment or a substantive response by [date], I will issue a claim against you in the Small Claims Court without further notice. This will result in:
- A court order requiring you to pay the claim amount
- Court fees (currently £[amount] for a claim of this size)
- Potentially additional interest on the debt
- An entry on your court record

I would prefer to resolve this matter without involving the court, but I am prepared to do so if necessary.

**Alternative Resolution**

If you dispute any part of this claim, please provide full written details of your position and any evidence you have by [date]. If you acknowledge the debt but cannot pay in full immediately, please make a payment proposal.

I am open to discussing this matter, but I need to hear from you by [date].

Yours faithfully,

[YOUR SIGNATURE]
[YOUR PRINTED NAME]

How ClaimOn Personalises Your Letter

You can use the template above to write your own LBA. But there's a better way.

Frequently Asked Questions