Which letter to send
| Stage | Tone and purpose | What it includes |
|---|---|---|
| Stage 1: friendly reminder | Polite. Allows for an oversight or a crossed payment. | Arrears amount, rent, a pay-by date, how to pay, and an optional offer of a repayment plan. |
| Stage 2: formal arrears letter | Firm. Explains that possession proceedings may follow if nothing changes. | Arrears, a pay-by date, an optional repayment plan offer, and free advice contacts. |
| Stage 3: final letter before action | Formal. States that you intend to serve a Section 8 notice on Form 3A if the arrears are not resolved. | Arrears, a final deadline, the arrears grounds you may rely on, and free advice contacts. |
Every letter can include a schedule of missed or part payments. Each PDF also has a separate landlord notes page for your records, which you do not send.
For the pay-by date, we suggest allowing at least 7 days for stage 1 and 14 days for stages 2 and 3.
Arrears and possession: what to know
If arrears are not resolved, the route to possession is a Section 8 notice on Form 3A. Section 21 was abolished for private tenancies on 1 May 2026.
- Ground 8 (mandatory): at least three months’ rent (monthly) or 13 weeks’ rent (weekly or fortnightly) unpaid both when you serve the notice and at the hearing. Our tool warns you on a stage 3 letter if the arrears are below this threshold.
- Grounds 10 and 11 (discretionary): any rent arrears, or persistent late payment.
- Arrears caused only by a delay in Universal Credit payments are ignored for Ground 8.
- Tenants in a Breathing Space (Debt Respite Scheme) cannot be served a rent-arrears possession notice.
How to fill in the letter, step by step
- Choose the stage.
- Enter your details, every tenant’s name and the property address.
- Enter the rent and how often it is paid.
- Enter the total arrears and the date you calculated them.
- Optionally add each missed or part payment, so the letter includes a clear schedule.
- Set the pay-by date, add how to pay, and choose whether to offer a repayment plan.
- Send the letter and keep a copy, with a record of how and when you sent it.
Keep an up-to-date rent statement. If you go to court, it will want to see one.
Frequently asked questions
Do I have to send arrears letters before serving a Section 8 notice?
Courts expect landlords to try to resolve arrears before seeking possession. A clear letter sequence shows you did, and is useful evidence if you later go to court.
When can I rely on Ground 8?
When at least three months’ rent (monthly) or 13 weeks’ rent (weekly or fortnightly) is unpaid, both when you serve the notice and at the hearing. Arrears caused only by Universal Credit delays do not count.
What is a Breathing Space?
It is the Debt Respite Scheme. If your tenant is in one, you cannot serve a rent-arrears possession notice while it lasts. The stage 2 and 3 letters ask the tenant to tell you if it applies.
Can I offer a repayment plan?
Yes. Tick the option and the letter invites the tenant to agree a plan alongside their normal rent. Confirm any plan you agree in writing.
What advice details are included?
The stage 2 and 3 letters list Shelter, Citizens Advice and MoneyHelper, and mention help with housing costs for tenants on Universal Credit or Housing Benefit.