How to write to a debt collector and what to say

When a debt collector contacts you — whether by letter, phone, or email — responding in writing has significant advantages over a phone call. It creates a clear record of what was said and when, it gives you time to think before you commit to anything, and it shifts the conversation onto ground where you have more control. Phone calls can be pressured and fast-moving; letters are not.

Request proof of the debt first

Before you acknowledge any debt or discuss payment, you are entitled to ask the collector to prove the debt exists and that they are authorised to collect it. A "prove it" letter asks them to provide a copy of the original credit agreement, a full statement of the account showing how the balance was calculated, and confirmation that they own the debt or are acting on behalf of someone who does. Send this recorded delivery and keep the receipt. The collector must pause collection activity while they respond.

Check whether the debt could be statute barred

Before responding to any contact about an old debt, check when the last payment was made. If no payment has been made in the last six years (five in Scotland) and no court action was taken in that time, the debt may be statute barred and unenforceable. Do not acknowledge the debt in writing or make any payment until you have established this, because either action can restart the limitation clock.

Keep every letter professional and factual

Letters to debt collectors should be dated, signed, and kept entirely factual. Do not apologise, do not use emotional language, and do not admit to owing more than you are certain you owe. State clearly what you are requesting or proposing, reference any relevant correspondence by date, and keep copies of everything you send. If you send letters by post, use recorded delivery so there is proof of receipt.

If you want to propose a repayment arrangement

If you accept the debt is valid and want to agree a payment plan, put your proposal in writing with your income, essential expenditure, and the amount you can realistically afford. Base the offer on what you can genuinely sustain rather than what you think they want to hear — an arrangement you miss payments on is worse than a lower offer you can maintain. If the collector rejects a reasonable offer, a free debt advice service can help you negotiate or communicate formally on your behalf.