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Polite Demand Letter for the United Kingdom

Polite Demand Letter Template for England and Wales

A polite demand letter is a formal written communication used in England and Wales to request payment of an outstanding debt or obligation. It serves as a professional and measured first step in the debt recovery process, maintaining good business relationships while clearly stating the payment requirements. The document complies with the Pre-Action Protocol requirements under English law and demonstrates a reasonable approach to debt collection before considering legal proceedings.

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Polite Demand Letter

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What is a Polite Demand Letter?

The Polite Demand Letter is a crucial document in the English and Welsh legal system's debt recovery process. It represents a balanced approach between asserting payment rights and maintaining professional relationships. Used when payment is overdue but the creditor wishes to resolve the matter amicably, it typically includes detailed payment information, clear deadlines, and reasonable payment options. This document often serves as evidence of reasonable attempts to resolve the matter before pursuing legal action, aligning with Civil Procedure Rules and pre-action protocols.

What sections should be included in a Polite Demand Letter?

1. Sender Details: Full name, address, and contact information of the sender

2. Recipient Details: Full name, address of the person/entity owing the debt

3. Date: Current date of the letter

4. Reference Numbers: Any relevant account or reference numbers

5. Debt Details: Clear statement of the amount owed and its origin

6. Payment Timeline: Specific deadline for payment and consequences of non-payment

7. Payment Methods: Available methods for making payment

What sections are optional to include in a Polite Demand Letter?

1. Interest Calculation: Details of any interest applied, used when claiming statutory interest on commercial debts

2. Previous Correspondence: Reference to prior attempts to collect, used when previous collection attempts have been made

3. Payment Plan Options: Proposed installment arrangements, used when willing to accept structured payments

What schedules should be included in a Polite Demand Letter?

1. Original Invoice: Copy of the original invoice(s) related to the debt

2. Statement of Account: Detailed breakdown of the debt including any interest or charges

3. Contract Copy: Copy of the original contract or agreement if relevant

Authors

Alex Denne

Head of Growth (Open Source Law) @ Ƶ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Jurisdiction

England and Wales

Publisher

Ƶ

Document Type

Demand Letter

Sector

Marketing

Cost

Free to use
Relevant legal definitions















Clauses
















Industries

Limitation Act 1980: Defines statutory time limits for bringing legal claims. Different types of claims have different limitation periods that must be considered before sending a demand letter.

Late Payment of Commercial Debts (Interest) Act 1998: Governs business-to-business debts, including statutory interest rates and compensation that can be claimed for late payments.

Consumer Rights Act 2015: Key legislation for consumer disputes, containing fair trading provisions and consumer protection measures that must be considered in consumer-related demand letters.

Pre-Action Protocols (Civil Procedure Rules): Procedural requirements that must be followed before initiating court proceedings, including specific requirements for the content and timing of demand letters.

Contract Law Principles: Common law principles and legislation governing contractual relationships, which form the legal basis for any contractual demand.

Practice Direction on Pre-Action Conduct: Guidelines on reasonable behavior and obligations to provide information before court proceedings, including requirements for demand letters.

Data Protection Act 2018 and UK GDPR: Legislation governing the handling of personal information and privacy considerations when composing and sending demand letters.

Defamation Act 2013: Legislation protecting against false statements that harm reputation, ensuring demand letters are truthful and don't contain defamatory content.

Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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