Scotland: templates and forms

For the owner or council taxpayer of a home in Scotland who thinks it is in the wrong council tax band: a signed statement of your evidence — why the band is wrong, and the addresses and bands of similar homes nearby — to send or upload with your proposal to the local Assessor, who sets bands in Scotland. The Scottish Assessors' free online proposal form is the route; this statement carries your comparisons. A proposal can be made only in limited cases, most often within six months of your becoming the taxpayer or of the Assessor altering the band. The band can go up as well as down.

For an adult in Scotland who wants someone they trust to handle their money and affairs while they can still decide for themselves — when abroad, in hospital or simply needing help. It ends if you become incapable: under section 18 of the Adults with Incapacity (Scotland) Act 2000, a power that is not a continuing or welfare power has no effect while you are incapable. For that, a continuing or welfare power of attorney is certified and registered with the Office of the Public Guardian (Scotland), whose guidance is the first place to look. Signed on paper before one witness.

For a parent in Scotland 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 not give up parental responsibilities and rights but may arrange for another person to exercise them on their behalf (Children (Scotland) Act 1995, s 3(5)). You choose emergency treatment only, or routine care too, and the dates. The carer keeps the letter.

For a traveller in Scotland whose package holiday — flights and hotel, or other travel services sold together — was not as booked: a different or poor hotel, missing services, a changed itinerary. Under the Package Travel and Linked Travel Arrangements Regulations 2018, which apply across the UK, the organiser is responsible for every part of the package and owes a price reduction and compensation for what went wrong. The letter claims them and is a letter before action with 14 days to reply, then simple procedure in the sheriff court. Send it to the organiser by email and by first class post.

For a resident in Scotland unhappy with a council service or decision — bins, potholes, planning enforcement, noise, social work, council housing or poor handling of an earlier request: a formal complaint under the council's complaints handling procedure, saying what happened, what you have done so far and what you want the council to do. Use the council's online form if it has one. An investigated complaint is normally answered within 20 working days; if you are still unhappy after the council's final reply, the Scottish Public Services Ombudsman looks at complaints free of charge.

For someone in Scotland who disagrees with a Social Security Scotland decision on Adult Disability Payment, Child Disability Payment, Carer Support Payment or another Scottish benefit. A written request for a redetermination under section 41 of the Social Security (Scotland) Act 2018 — within 42 days for those three benefits, later only with a good reason: it names the determination, says why it is wrong and lists new evidence; a redetermination comes before any tribunal appeal. You can also ask free by phone or online. Posted by recorded delivery. Sold blank, as it may hold health data.

For a homeowner in Scotland whose property factor — the firm that manages the common parts of a tenement or development — charges unclear fees, neglects common repairs, mishandles the building insurance or does not answer. A formal complaint under the factor’s own complaints procedure: it sets out what went wrong, with dates, says why you think it breaks the factor’s duties or the Code of Conduct for Property Factors, and asks for the remedy you want. Notifying the factor in writing is required before a free application to the First-tier Tribunal for Scotland. Send it by recorded delivery or email, and keep a copy.

For a person in Scotland who disputes a council tax decision — that they are liable for a property, the amount charged, a refused discount or exemption, or that the property is chargeable at all: the written notice to the council that section 81(4) of the Local Government Finance Act 1992 requires before an appeal to the First-tier Tribunal for Scotland (Local Taxation Chamber). The council has two months to answer; the appeal must be made within four months of the first written notice you gave the council about the matter. Keep paying meanwhile. Sent first class.

For someone in Scotland who has revoked a general or one-off power of attorney: a letter to a bank, building society, utility, landlord or any organisation the attorney has dealt with, saying the power has been revoked, asking them to stop accepting the attorney’s instructions and to confirm it in writing. It encloses a copy of the signed revocation and goes by recorded delivery, or by hand. Not for a continuing or welfare power registered with the Office of the Public Guardian (Scotland), which is ended through the OPG.

For a council taxpayer in Scotland: a letter to the council asking for the single person discount (25% off when you are the only adult at home), a discount because the other adults are disregarded, such as full-time students, or an exemption, from a date you give, with any backdating and refund. Every Scottish council has a free online form that does the same; this letter suits those who prefer writing or have a case the form does not fit. If the council refuses, the next step is a written appeal to it, then the Local Taxation Chamber.

For a patient in Scotland, or someone complaining with their consent, who is unhappy with care from a GP practice, a hospital, a dentist or another NHS Scotland service. A formal complaint under the NHS Scotland complaints handling procedure, to the practice or the health board's complaints team: it says what happened and what you want done, and that you may then go to the Scottish Public Services Ombudsman. The free Patient Advice and Support Service can help you write it. It is not a claim for compensation. Sent by email. Sold blank, to complete by hand, as it holds health data.

For the driver or keeper of a vehicle given a council penalty charge notice (PCN) for parking in Scotland — on a street, in a council car park, or for pavement or double parking — who thinks it is wrong and has not yet received a Notice to Owner (for pavement or double parking, an enforcement notice). The letter gives the notice's details, the reasons it should be cancelled and the evidence. The council's free online challenge form does the same job; this letter suits post or email. A bus lane or Low Emission Zone penalty sent by post is answered with formal representations instead. Not for private car park charges.

For a business in Scotland owed money by a company or LLP that has not paid an invoice. Scotland has no pre-action protocol for debts, but the simple procedure claim form asks what you did to settle: this letter sets out the debt, claims statutory interest at 8% above the Bank of England reference rate and the fixed sum of £40, £70 or £100 under the Late Payment Act (or the interest your contract sets), gives 14 days to pay or dispute, and warns of an action in the sheriff court — simple procedure up to £5,000. Sent by recorded delivery.

For a parent in Scotland who wants to see, or have a copy of, their child's educational record. A request under regulation 5 of the Pupils' Educational Records (Scotland) Regulations 2003: the record must be made available to see, free, within 15 school days, and a copy given within 15 school days, with a fee only where data protection law would allow one. Many councils have their own free request form, which you can use instead. Sent by email to the head teacher, who passes it to the council where the council holds the record.

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 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 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 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 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 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.

For anyone whose request to a Scottish public authority under the Freedom of Information (Scotland) Act 2002 was refused in whole or part, answered incompletely or not answered within 20 working days: a requirement for review under section 20 of the Act, giving your reasons and asking for the outcome within 20 working days. It is the step before an application to the Scottish Information Commissioner. Send it by email to the authority's FOI address within 40 working days of its reply, or of the date its reply was due.

For anyone who wants information held by a Scottish public authority — the Scottish Government, a council, a health board, Police Scotland, a school or a university: a request under the Freedom of Information (Scotland) Act 2002, also covering environmental information, asking for a reply within 20 working days (Scottish bank holidays excluded). No reason is needed. Many authorities have their own online form or FOI email address, free. A UK-wide body such as HMRC or the DWP answers under the UK Act instead: use the Freedom of information request to a public authority (UK).