Scotland: templates and forms

For a sole trader, partnership or limited company in the UK billing a customer. The invoice has a unique number, the date, both parties, the goods or services, the total and the payment details; a VAT-registered business adds its VAT number, the time of supply, the rate and the VAT, as regulation 14 of the Value Added Tax Regulations 1995 requires. A company shows its registered name, and a sole trader using a business name shows their own name and an address too. A PDF sent by email is fine.

For a homeowner, tenant or landlord asked to confirm in writing that a person — a partner, grown-up child, relative or lodger — lives at the address, often for a bank account, a phone contract, a school or a GP registration. The UK has no residence certificate, so organisations ask for bills or statements, and some accept a letter like this; ask them first what they accept. The letter states since when the person has lived there and gives your contact details.

For a member who wants to end a gym membership, a club or a paid subscription. The notice ends the contract on the basis you choose — its own notice terms, the end of the minimum term, or the 14-day cancellation right for a contract made online or by phone — and asks the provider to take no payment after the last one due. The subscription rules of the Digital Markets, Competition and Consumers Act 2024 are not yet in force. Send it by the channel the contract names, or by email and first class post.

For a claimant in England, Wales or Scotland who disagrees with a DWP decision on Universal Credit, Employment and Support Allowance, Jobseeker's Allowance, another DWP benefit or, in England and Wales, Personal Independence Payment. A written request to look again at the decision, within one month (or up to 13 months with reasons): it says why the decision is wrong, lists new evidence and asks for DWP's evidence and a mandatory reconsideration notice. The journal and DWP's own form are free. Posted first class. Not for Social Security Scotland's benefits, such as Adult Disability Payment: they have a redetermination. Sold blank, as it may hold health data.

For a passenger whose flight arrived three hours or more late, was cancelled at short notice, or who was denied boarding, on a flight covered by UK261 (Regulation (EC) No 261/2004 as it forms part of UK law): every flight from a UK airport, and flights to the UK on a UK airline or, from outside the EU, on an EU airline. The letter claims the fixed compensation in pounds — £220, £350 or £520 per passenger, by distance — from the airline that operated the flight, unless extraordinary circumstances caused the problem. Send it by email or the airline's claim form, and by first class post.

For a patient anywhere in the UK who wants a copy of their health records from a GP practice, a hospital, a dentist or a private clinic. A subject access request under Article 15 of the UK GDPR: it asks for the records you choose and the information about how they are used, and reminds the practice of the one-month time limit and that the copy is free. Sent by email, with proof of identity. In England the NHS App already shows many patients their GP record. Sold blank, to complete by hand, as it holds health data DocMuse does not collect.

For the directors of a private limited company in the UK recording a board meeting: who attended, the quorum, declarations of interest, and each decision taken, such as a bank mandate, a contract, an interim dividend or new premises. Every company must keep minutes of its directors' meetings for at least ten years (section 248 of the Companies Act 2006), and the chair signs them as a correct record. Nothing here is filed with Companies House.

For a personal customer tricked into sending money by bank transfer to a fraudster — a fake investment, a purchase that never existed, a caller pretending to be the bank or the police. Under the reimbursement rules for authorised push payment scams, your bank must normally refund payments made by Faster Payments or CHAPS since 7 October 2024, up to £85,000, if you claim within 13 months of the last payment. The letter makes the claim in writing and asks for a decision; if refused, the Financial Ombudsman Service is free.

For a customer with a problem with a mobile, landline or broadband provider, or a TV service in the same package: slow or broken service, wrong bills, a price rise or contract change you were not told about, or trouble when moving home. The letter is the formal complaint the provider must deal with; if it is not resolved within six weeks, or you get a deadlock letter, you can take it free to the provider's ADR scheme, the Communications Ombudsman or CISAS. Send it by email or first class post.

For a consumer who paid all or part of the price of goods or a service costing more than £100 and up to £30,000 with a credit card, and whose trader broke the contract or misdescribed what it sold — faulty goods, nothing delivered, a firm gone bust. Under section 75 of the Consumer Credit Act 1974 the card provider is equally liable with the trader. The letter makes the claim; if the provider rejects it or has not answered within eight weeks, you can take it free to the Financial Ombudsman Service.

For the executor or administrator of someone who has died, or a person who may have a claim arising out of the death, in England, Wales or Scotland. An application under section 3(1)(f) of the Access to Health Records Act 1990 to a GP practice, hospital or health board: it names the patient, says in which capacity you apply, lists the records wanted and recalls the Act's 21-day and 40-day time limits. Enclose the death certificate and your evidence. Posted first class. Sold blank, to complete by hand, as it concerns health records.

For a director of a private limited company in the UK who is stepping down. The letter resigns with effect from a stated date, asks the company to notify Companies House within 14 days on form TM01 and update its records, and states that resigning as a director does not by itself end any job or shareholding. Under the model articles a resignation takes effect as it states once the company receives it. A company must keep at least one director who is an individual, so a sole director arranges a replacement first.

For the board of a private limited company in the UK appointing a new director. The directors' written resolution records the appointment, the date it takes effect and who will notify Companies House, and the new director signs a consent to act. Since 18 November 2025 a new director must first verify their identity with Companies House and give the company their personal code; the company files the appointment on form AP01, online, within 14 days. The company keeps this record in its books.

For a former keeper in the UK who sold or passed on a vehicle but is still shown on DVLA's record and is getting reminders, a late licensing penalty or fines for it. If you still have the log book (V5C), tell DVLA first with GOV.UK's free online service, which updates the record at once. The letter is for what that cannot fix: it gives the date and time of the sale and the new keeper's details, says how DVLA was told, and asks DVLA to correct its record and stop action for the time after the sale. Sent first class to the address on DVLA's letter.

For anyone in England, Wales or Scotland with a workplace or personal pension who wants to know what it is worth, or has lost touch with the scheme after moving house or changing job. A letter to the scheme administrator or provider asking for a statement of your benefits under the pension disclosure regulations of 2013 — the value built up, any transfer value and the date you can take it — and updating your address. Posted first class. Find a lost scheme's contact details free with the Pension Tracing Service on GOV.UK.

For a policyholder whose insurer has refused, underpaid or delayed a claim, mis-sold a policy or added unfair charges — car, home, travel, pet or other insurance. The letter is the formal complaint the FCA's rules require the insurer to answer within eight weeks; after its final response, or once eight weeks have passed, you can take it free to the Financial Ombudsman Service within six months. Send it to the insurer's complaints team by email or first class post.

For a borrower or customer who cannot keep up with a loan, credit card, overdraft or bill after a change such as job loss, illness or a cut in income. The letter explains what has changed, offers a monthly payment you can afford and asks the creditor to accept it, freeze interest and charges, and confirm in writing. FCA rules require lenders to treat customers in financial difficulty with forbearance. Free debt advice is also available from MoneyHelper, StepChange and Citizens Advice anywhere in the UK, from National Debtline in Great Britain, and from Advice Direct Scotland and Advice NI. Send it by email and by first class post.

For a borrower with a loan, credit card, store card or catalogue account regulated by the Consumer Credit Act 1974 who wants a copy of the agreement and a statement of the account. Under section 77 (fixed-sum credit such as a loan) or section 78 (running-account credit such as a credit card), the creditor must send them within 12 working days of a written request with a £1 fee; while it fails to, it cannot enforce the agreement. Send it with the fee, first class with a certificate of posting.

For an employee anywhere in the UK who is off work sick and wants to tell the employer in writing. The letter gives the day the absence began and when you expect to return, says you are self-certifying the first seven days and will send a fit note if the absence lasts longer, and asks for statutory or contractual sick pay, which since 6 April 2026 is payable from the first day. It describes no illness. Sent by email or handed in. Sold blank, to complete by hand, as it holds health data DocMuse does not collect.

For anyone who wants information held by a council, government department, NHS or HSC body, police force, school or other public authority in England, Wales or Northern Ireland, or a UK-wide body, including its offices in Scotland: a request under the Freedom of Information Act 2000, also covering environmental information, asking for a reply within 20 working days. Many authorities have their own free online form or FOI email address. A Scottish public authority — the Scottish Government, a Scottish council, NHS Scotland or a Scottish school — answers under the Freedom of Information (Scotland) Act 2002 instead: use the Scottish request for it.

For a policyholder anywhere in the UK whose private medical insurance should pay for treatment. One letter for two moments: a claim for treatment you have had or need, or a challenge to the insurer's refusal or reduction of a claim. It sets out the treatment and the amount, your reasons, recalls the insurer's duty to pay within a reasonable time, and turns into a formal complaint with the eight-week limit and the free Financial Ombudsman Service. Sent by email. Sold blank, to complete by hand, as it holds health data.

For a household customer in England, Wales or Scotland with a problem with their gas or electricity supplier: a wrong or estimated bill, a catch-up bill for energy used more than 12 months ago, a meter fault or poor service. The letter is the formal complaint the supplier must deal with; if it is not resolved within eight weeks, or you get a deadlock letter, you can take it free to the Energy Ombudsman. Send it by email or first class post, and keep the date.

For the directors of a solvent private limited company in the UK that has stopped trading and is to be closed. The written resolution records that the company meets the conditions of the Companies Act 2006 for voluntary strike-off, authorises the application on form DS01 (£13 online) and the copies that must go within seven days to its members, employees, creditors, any director who did not sign and pension trustees. A company that cannot pay its debts is closed through an insolvency practitioner instead.

For anyone in the UK who wants a copy of the personal data an organisation holds about them: an employer or former employer, a bank, a council, a landlord, a phone company or a parking operator. A request under Article 15 of the UK GDPR: it asks for all your data, or the parts you name, and the information about how it is used, and reminds the organisation that it has one month and may not charge. Sent by email to the data protection officer. The ICO publishes a free template too.