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Rent arrears letter

A three-stage arrears letter approach that recovers more rent and builds the paper trail a court will want to see.

Notices & letters · Updated 5 August 2026

Overview

Most arrears are recovered by early, calm, written contact. A good arrears letter states the figures precisely, offers a route back on track, and creates the evidence trail you will need if the matter escalates.

Why it matters

Courts and ombudsmen look at what the landlord did before enforcement. A file showing three reasonable letters and an offered repayment plan is far stronger than a single demand followed by a notice.

Legal requirements

  • State only rent lawfully due — do not add unlawful fees or charges.
  • Any interest on late rent must be permitted by the agreement and within the statutory limit.
  • Keep the tenant''s data secure and do not discuss arrears with third parties without consent.
  • Follow the pre-action expectations before issuing any possession claim.

Common mistakes

  • Adding administration charges that are banned under the Tenant Fees Act.
  • Sending threatening messages late at night or by repeated calls.
  • Letting three months pass before writing anything down.
  • Failing to update the ledger when part payments arrive.

Practical guidance

  • Send stage one within seven days of a missed payment — most cases end there.
  • Attach a simple statement of account showing each payment and the running balance.
  • Offer a written repayment plan in fixed weekly or monthly instalments alongside the ongoing rent.
  • Signpost benefit and debt advice; it improves recovery rates and shows good faith.

The template

Replace everything in [SQUARE BRACKETS] with your own details before use.

RENT ARREARS LETTER (STAGE [1 / 2 / 3])

[LANDLORD NAME]
[ADDRESS FOR SERVICE]
Date: [DATE]

Dear [TENANT NAME(S)],

Property: [FULL PROPERTY ADDRESS]

Our records show rent of GBP [AMOUNT] is outstanding as at [DATE].

STATEMENT OF ACCOUNT
Rent due [PERIOD]: GBP [AMOUNT]
Payments received: GBP [AMOUNT]
Balance outstanding: GBP [AMOUNT]

If the payment has already been sent, please ignore this letter and send me the payment reference.

If you are having difficulty paying, please contact me on [PHONE] or [EMAIL] within seven days. I am willing to agree a written repayment plan of GBP [AMOUNT] per [WEEK / MONTH] alongside the ongoing rent.

Free, independent advice is available from Citizens Advice and Shelter.

I would much rather resolve this with you directly than take any formal step.

Yours sincerely,
[LANDLORD NAME]

Frequently asked questions

How soon should I write about missed rent?

Within about seven days. Early, polite contact resolves the majority of arrears before they build.

Can I charge a late payment fee?

Only if the agreement allows it and the charge is permitted under the Tenant Fees Act. Most administration fees are banned.

Do arrears letters help in court?

Yes. A clear letter trail with a statement of account and an offered repayment plan shows you acted reasonably.

This template is general information for UK landlords and letting agents, not legal advice. Rules differ across England, Wales, Scotland and Northern Ireland — check your local requirements or take advice before relying on it.