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How the claim form is served
Usually the court will serve the claim form by sending it to the defendant by first class post. The defendant will be deemed to receive it on the second day after posting. As the claimant, if you want to serve it yourself, you can ask the court to give it back to you once it has been stamped so that you can serve it. There are a number of forms that must be sent with the claim form.
If the defendant is not defending the case
If you are the defendant and you accept that you owe the money claimed, you will not be defending the case and the court will not allocate it to the small claims track to be dealt with.
If you can pay the money immediately, you should send it to the claimant directly.
If you need time to pay, you can suggest an arrangement, for example, that you pay the money in instalments or all the money in one lump sum at a certain date in the future. If the claimant accepts this offer, they will have to return a form to court requesting ‘judgment on admission’. If you are the defendant and you do not keep to the arrangement, the claimant can take legal action forcing you to pay.
If you are the claimant and you do not accept the defendant's offer, you must give your reasons and a court official will decide what a reasonable arrangement should be. The court will send both parties an order for payment (‘judgment for claimant after determination’).
If you are the claimant and you are not happy with the order, you should write to the court giving your reasons and you must send a copy of the letter to the defendant. A judge will then decide what is reasonable for the defendant to pay. If the defendant does not keep to the arrangement, the claimant can take enforcement action.
If the defendant is defending the case
If you are the defendant and you do not accept that you owe the money that is being claimed, you will be defending the case. You have to respond to the claim form and the particulars of claim within 14 days of the date of service (this is the second day after posting). If the particulars of claim were served after the claim form, you must respond within 14 days of the date of service of the particulars of claim.
As the defendant, if you do not send a defence in to the court, the claimant can ask for an order to be made against you. If this happens, the parties involved should consult an experienced adviser, for example, a Citizens Advice Bureau. To search for details of your nearest CAB, including those that can give advice by email, click on
nearest CAB.
As the defendant, you can send your defence to the court. However, if you need more time to prepare a defence, you can send back an acknowledgement of service and then the defence within 14 days (the acknowledgement of service would be sent to the defendant initially with the claim form).
When the defence is returned to the court, the court will send an allocation questionnaire to both the claimant and defendant. This must be returned no later than the date specified on it. As the claimant, when you return the allocation questionnaire, you have to pay a fee although this may be waived on financial grounds. The court will use the information given on the allocation questionnaire to decide which track the case will be allocated to.
The notice of allocation
When the court has decided to allocate the case to the small claims track, the parties will be sent a notice of allocation. This form will tell the parties what they have to do to prepare for the final hearing. These instructions are called ‘directions’. For example, the parties may be told to send copies of all the documents they intend to use to the court and to the other party at least 14 days before the hearing is due to take place. You must follow these directions. If you don't, the case could be postponed and you could have to pay all the costs of the case.
There are standard directions for a number of common cases, for example, if the claim is to do with faulty goods, there are standard directions about the documents that have to be sent to the other party. If the claimant wants to show a video as evidence, they have to contact the court to make the arrangements for the video to be shown at the hearing.
The hearing date
The notice of allocation will usually specify the time, date and place where the hearing will take place and how much time has been allowed for it.
As the claimant, if you want to attend the hearing, but cannot, you can write to the court and apply for a later date to be set. A fee is payable for this application and the court will agree only if there are good reasons.
As the claimant, you may not wish to attend the court hearing, for example, if the travel costs of getting to the hearing are higher than your claim merits. In this case, you can write to the court to ask it to deal with the claim in your absence. The letter must arrive at court no later than seven days before the hearing date, and a copy must be sent to the defendant.
Sometimes the court will not set a final hearing date at the allocation stage. It could instead:
- propose that the claim is dealt with without a hearing. If the parties do not object, the case will be decided on the papers only. If the parties do not reply by the date given, the judge may treat the lack of reply as consent
- hold a preliminary hearing. This could happen if the claim requires special directions which the judge wants to explain to the parties personally, or where the judge feels that the claimant (or the defendant) has no real prospect of succeeding and wants to sort out the claim as soon as possible to save everyone time and expense, or if the papers do not show any reasonable grounds for bringing the claim. A preliminary hearing, therefore, could become a final hearing where the matter is decided once and for all.
Preparing the case
It is important to prepare the case carefully - the court has to be convinced. The following points are a general guide to what preparation should be made. But if you are not confident about how to present your case, you should consider taking someone else along to help, and/or getting specialist advice first. The main points are:
- if you have a low income you can use the legal help scheme, to cover the cost of legal advice (but not representation) from a solicitor. This advice can include getting expert reports, for example, on faulty goods (but a report may be used in court only with the permission of the court)
- notes about the case should be set out in date order. It is very useful to note down what your case is, for example, the points to make, the documents which are relevant, and what they prove. A list of all documents, and other evidence is useful to make sure nothing is forgotten
- damaged or faulty goods should be taken as evidence, if possible, for instance, clothes ruined by a washing machine, shoes etc. If this is not possible, photographs could be used instead
- evidence of expenses should be prepared and any receipts taken along
- all letters (and any other relevant documents including photographs) about the case should be ready for the hearing
- in most cases the claimant and the defendant may be the only witnesses. If the court has agreed that other witnesses can attend, they must attend. If a witness has difficulty getting time off work, it may be helpful to serve a witness summons. The court can explain how to do this
- if you wish to use an expert witness, you must get the permission of the court first, and you must instruct the expert jointly with the other party in the case.
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The final hearing
The final hearing is usually held in public but it could be held in private if the parties agree, or if the court believes it necessary in the interests of justice.
Hearings in the small claims track are informal and strict rules of evidence do not apply. The judge can adopt any method of dealing with the hearing that they consider to be fair, and they may ask questions of the witnesses before allowing anyone else to do so. The judge may limit the time that parties or witnesses have to give evidence.
A lay representative has the right to speak on behalf of a party at the final hearing, but only if that party attends the hearing.
If you do not speak English as your first language, you might find it helpful to have an interpreter help you to put your case. The court will not be able to help you find an interpreter.
If you need help with finding an interpreter, you should consult an experienced adviser for example, at a Citizens Advice Bureau. To search for details of your nearest CAB, including those that can give advice by email, click on
nearest CAB.
At the end of the hearing, the judge will give the judgment. The judge has to give reasons for their judgment. The reasons must be given as simply and briefly as possible, and usually will be given orally to the parties present at the hearing. However, the judge may give them later either in writing or at a later hearing.
If you are the claimant and you win your case, you will get the court fees back as well as the claim, and you can ask for certain expenses also. If you lose, you will not get the court fees back. But it is unlikely that you will have to pay any other costs.
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Appeals
You may appeal against a judgment in the small claims track only if the court made a mistake in law or there was a serious irregularity in the proceedings. If you want to appeal, you must file a notice of appeal within 21 days. A fee is payable although this could be waived in cases of financial hardship.
If you want to appeal against a decision in the small claims track, you should consult a solicitor or an experienced adviser for example, at a Citizens Advice Bureau. To search for details of your nearest CAB, including those that can give advice by email, click on
nearest CAB.
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Enforcement of court orders
As the defendant, if you lose the case and you do not pay, the claimant will have to go back to the same court to apply for an order to get the money. This is called enforcing the judgment. As the claimant, you will have to pay a fee to start enforcement proceedings.
If you need a judgement to be enforced you should consult an experienced adviser for example, at a Citizens Advice Bureau. To search for details of your nearest CAB, including those that can give advice by email, click on
nearest CAB