English: templates and forms

For someone in Scotland who gave a general or one-off power of attorney and wants to end it — they no longer need it, or no longer trust the attorney. The revocation ends the power from the day you sign it, and is signed before one witness so that it is self-proving. Give a copy to the attorney and to every bank or organisation that has dealt with them, so that no one goes on relying on the power. Not for a registered continuing or welfare power of attorney: the Office of the Public Guardian (Scotland) explains how to end one.

For an employee in Northern Ireland with parental responsibility for a child under 18 and at least one year's service: a notice taking unpaid parental leave, giving the child, the dates and the number of weeks. The default rules allow 18 weeks for each child, up to four weeks a year, in whole weeks, with at least 21 days' notice. The employer can postpone the leave for up to six months, but not refuse it. nidirect explains parental leave free. Hand it in and email it.

For a parent in Scotland who believes their child needs more support at school than they are getting. A request to the education authority under section 8 of the Education (Additional Support for Learning) (Scotland) Act 2004 to establish whether the child has additional support needs, whether a co-ordinated support plan is required, or both, with any particular assessment you ask for. The council must comply unless the request is unreasonable. Enquire gives free advice first. Sent by recorded delivery. Sold blank, to complete by hand, as it holds a child's health data.

For an adult in Northern Ireland changing their first name, surname or both — after marriage, divorce or simply by choice — who needs proof for their bank, employer, HM Passport Office or DVLA. A deed poll you make yourself: it renounces the old name, adopts the new one and is signed in both names, in ink, before two adult witnesses. Enrolling it in the Central Office of the High Court in Northern Ireland is optional, and most people never need to.

For an employer and an employee in Northern Ireland who agree that the employee will work partly or wholly from home: a signed variation of the contract setting out the pattern of days, the start date, equipment, any contribution to costs, workstation safety, data security, an optional trial period and how the arrangement can be reviewed or ended, under the law of Northern Ireland. Everything else in the contract stays the same. Signed by both; each keeps a copy.

For the executor or administrator of someone who has died in Northern Ireland, or a person who may have a claim arising out of the death. An application under Article 5(1)(e) of the Access to Health Records (Northern Ireland) Order 1993 to a GP practice or a health and social care trust: it names the patient and their Health and Care Number, says in which capacity you apply, lists the records wanted and asks for them within 21 or 40 days. Enclose the death certificate and your evidence. Posted first class. Sold blank, to complete by hand.

For a homeowner or tenant in Northern Ireland who lets a room in the home they live in to a lodger. The agreement sets out the room and the shared parts, the rent and what it includes, any deposit (no more than one month’s rent), house rules and the written notice either side gives to end it — at least four weeks, and from you at least eight once the lodger has stayed more than a year. A lodger who shares your kitchen, bathroom or living space has the use of a room, not a tenancy of it. A tenant needs their own landlord’s consent first. Signed by both; each keeps a copy.

For landlords, letting agents and tenants in Northern Ireland at the start of a private tenancy. It records the condition of each room, the furniture and appliances, the meter readings, the keys and the smoke, heat and carbon monoxide alarms, refers to dated photos, and gives the tenant seven days to add comments. Both sign it. No law requires an inventory, but the free dispute services of TDS Northern Ireland and myDeposits Northern Ireland rely on one when a landlord proposes deductions from the deposit.

For a driver, motorcyclist or cyclist in Northern Ireland whose vehicle was damaged by a pothole or other road defect. The letter tells DfI Roads, the Department for Infrastructure’s roads service, when and where it happened, the damage and the cost, holds the Department liable for the road’s condition and asks for its inspection and repair records. nidirect explains the free claim route; this letter goes with your evidence. If the claim is refused, the next step is the county court.

For the driver or keeper of a vehicle given a penalty charge notice (PCN) for parking in Northern Ireland — on the street by the Department for Infrastructure, or in a council car park — who thinks it is wrong and has not yet received a Notice to Owner. The letter gives the ticket’s details, the reasons it should be cancelled and the evidence, and asks for any reduced charge to be held open. The online challenge route printed on the ticket does the same job; this letter suits post or email. Not for private car park charges.

For a consumer in Northern Ireland whose faulty goods were repaired or replaced once and are still faulty, or whom the trader did not repair or replace within a reasonable time. The letter uses the final right to reject for a refund, or keeps the goods and asks for a price reduction (section 24 of the Consumer Rights Act 2015), and is your final letter before a claim, with 14 days to reply before a small claim in the county court (up to £5,000). Send it to the retailer by email and by recorded delivery (Royal Mail Signed For), with a copy of the earlier correspondence.

For someone in Northern Ireland who needs another person to act for them in one matter only — selling a car, signing a contract, dealing with a bank account or a property sale while they are away. A deed (section 1 of the Powers of Attorney Act (Northern Ireland) 1971) naming the matter, what the attorney may sign and when the power ends, printed and signed in ink before a witness. If a letter of authority or the organisation’s own free form will do, use that first.

For a private landlord or letting agent in Scotland whose tenant has fallen behind with the rent. Before applying to the tribunal on the rent arrears ground, a landlord must meet the pre-action requirements: this letter gives the tenant clear information on the tenancy terms, the arrears period by period, the tenant’s rights in eviction proceedings and where to find free advice on money and debt, and invites them to agree a reasonable repayment plan by a set date. It never threatens to change the locks: only a tribunal order can end the tenancy. Send it by recorded delivery and keep a copy.

For a parent in Northern Ireland leaving a child with grandparents, a friend, a childminder or another carer: a signed letter arranging for the carer to consent to the child’s medical treatment while the child is with them, and to speak to doctors and dentists. A parent may arrange for someone to meet part of their parental responsibility but cannot hand it over (Article 5(8) of the Children (Northern Ireland) Order 1995). You choose emergency treatment only, or routine care too, and the dates.

For a consumer in Scotland whose order from an online or high-street trader has not arrived. Under section 28 of the Consumer Rights Act 2015 the trader must deliver within the agreed time or, if none was agreed, within 30 days, and the goods stay at its risk until you have them (section 29), so a parcel lost in transit is its problem. The letter gives a final 14 days to deliver, after which the contract ends and a full refund is due; it is also a letter before action, with simple procedure in the sheriff court as the next step. Send it by email and by first class post.

For a business client and a self-employed consultant or freelancer in Scotland, working on their own account or through their own limited company. The agreement covers the services, fees and invoices, expenses, the right to send a substitute, who owns the work, confidentiality, liability, ending the contract and the off-payroll working rules (IR35) for medium and large clients, under Scots law and the Scottish courts. Its wording does not decide employment or tax status, which follows how the work is actually done, so each party should take advice if the status is unclear.

For a ratepayer in Northern Ireland who thinks the capital value of their home — the figure domestic rates are worked out on — is too high. A signed statement of your evidence: why the value is wrong, and the addresses and capital values of similar homes nearby, to go with a free review request to Land & Property Services through nidirect. Values rest on what the home would have sold for on 1 January 2005, up to a maximum of £400,000, and a review can raise the value as well as lower it. Keep paying your rates meanwhile.

For an employee in Northern Ireland whose flexible working application has been turned down: a written, dated notice of appeal setting out your grounds — a reason outside the business grounds the law allows, wrong facts, no real discussion — and any alternative you would accept. The appeal goes in within 14 days of the decision; the employer must then hold an appeal meeting within 14 days and decide within 14 days after it. Hand it in and email it.

For a tenant in Scotland with a private residential tenancy who wants to move out. You end it by a notice in writing, given freely, that states the day your tenancy ends: more than 28 days after your landlord receives it, unless the landlord agrees in writing to a different period. Today every joint tenant must sign. The notice can ask the landlord to agree an earlier date, asks for a check-out and gives your new address. Send it by recorded delivery or by hand, or by email if your landlord agreed to email in writing; a posted notice counts as received 48 hours after sending.

For a driver or rider in Scotland whose car, motorbike or bicycle was damaged by a pothole. The letter tells the roads authority — usually the council, or Transport Scotland for a trunk road — when and where it happened, the damage and the cost, holds it liable for failing to take reasonable care of the road it must maintain, and asks for its inspection and repair records. A letter before action: 14 days to reply, then simple procedure in the sheriff court for a claim of up to £5,000. Most councils also have a free online claim form.

For a worker in Northern Ireland whose employer, or former employer, has not paid wages, final pay, overtime or holiday pay that is due: a letter setting out what is owed and how it is worked out, the total, the unlawful-deductions rule in Article 45 of the Employment Rights (Northern Ireland) Order 1996, and 14 days to pay, naming the next steps — early conciliation with the Labour Relations Agency, which is free, then an industrial tribunal claim within three months. Sent first class and by email.

For a private tenant in Northern Ireland who wants to take in a lodger, or sublet a room or the whole home. Most tenancy agreements require the landlord’s written consent first, and going ahead without it can breach the tenancy and lead to its end. The letter says what you ask for, who would move in, where and for how long, confirms you stay responsible for the rent and every term of the tenancy, and asks for an answer within 14 days. Not for Housing Executive or housing association tenants, whose own tenancy terms apply.

For a tenant in Scotland who has moved out and is still waiting for the deposit. The letter asks the landlord or letting agent to agree within 14 days to its repayment through the approved scheme — SafeDeposits Scotland, Letting Protection Service Scotland or mydeposits Scotland — or to list any deduction with evidence, and says which deductions you dispute. If you cannot agree, either of you can ask the scheme to repay, and its dispute service is free. If the deposit was never lodged with a scheme, you can apply to the First-tier Tribunal for Scotland within three months of the tenancy ending, for up to three times the deposit.

For a consumer in Scotland who bought a used car from a dealer and found a fault. Under the Consumer Rights Act 2015 the car must be of satisfactory quality for its age, mileage and price, and as described. The letter describes the fault and asks for the remedy you choose: rejection and a full refund within 30 days of delivery, a repair or replacement, or, after a failed repair, a refund or a price reduction. It is a letter before action: 14 days to reply, then a claim in the sheriff court (simple procedure up to £5,000). On hire purchase, send it to the finance company. Not for a private sale.