Free train penalty fare appeal letter template
Penalty fares must be appealed within 21 days. This letter sets out your grounds — a broken ticket machine, no facility to buy a ticket, or a genuine mistake — and asks for the penalty to be cancelled while preserving the appeal deadline.
Who this letter is for
Appeal a rail or tram penalty fare within the 21-day window. It is written in the formal register companies, landlords and card issuers expect, and it records the facts, the remedy sought and the deadline in a way that supports any later escalation to an ombudsman or the courts.
How to use this template
- 1Note the penalty fare number, station, service and time from the notice.
- 2Appeal within 21 days — the deadline is strict and late appeals are refused.
- 3Download the template and state your ground: no ticket facility, a valid ticket held, or a genuine mistake.
- 4Attach evidence such as your season ticket, railcard or a bank statement showing a payment attempt.
- 5Offer to pay the correct single fare and ask for the penalty to be cancelled.
What to include before you send it
- Appeal within 21 days of the penalty fare notice — the deadline is strict.
- Name the exact station, service and time, and why you could not buy a ticket.
- Attach proof of any season ticket, railcard or payment attempt.
The rights you are relying on
Penalty Fares Rules 2002 and the train operating company's penalty fares scheme, with independent appeal to the appeals body named on the notice.
The letter template
[Your name] [Your address] [Email address] · [Phone number] [Date] [Appeals body named on the notice] [Address] Reference: [Penalty fare notice number] Re: Appeal against penalty fare notice [NUMBER] issued [DATE] — [OPERATOR], [ROUTE / SERVICE] Dear Sir or Madam, I appeal against the above penalty fare, issued to me at [STATION] on [DATE] at approximately [TIME] while travelling on the [SERVICE] service from [ORIGIN] to [DESTINATION]. My grounds of appeal are: [State your ground clearly, for example: - I was unable to purchase a ticket before boarding because [the ticket office was closed / the ticket machine was out of order / the machine did not accept my payment method], and there were no other facilities available at [STATION]; - I held a valid [season ticket / railcard / ticket] but was unable to produce it at the time (copy enclosed); - I boarded the wrong train in a genuine mistake and offered to pay the correct fare immediately; - the amount charged is not in accordance with the applicable penalty fares scheme.] I enclose [photographs of the machine / my season ticket / railcard / bank statement showing a payment attempt / witness details]. I ask that the penalty fare be cancelled. I am of course willing to pay the correct single fare for the journey made, which I understand to be [AMOUNT]. Please confirm your decision in writing. Yours faithfully, [Your name] Enclosures: evidence as listed above.
Frequently asked questions
- How long do I have to appeal a penalty fare?
- 21 days from the date of the penalty fare notice in most schemes. The deadline is strictly applied, so send your appeal as early as possible and keep proof.
- What if the ticket machine was broken?
- Having no reasonable opportunity to buy a ticket before boarding is one of the strongest grounds of appeal. Photograph the machine if you can and name the exact station and time.
Turn this example into your own formal letter
The £0.59 option creates one formal letter using your names, dates, sums and evidence. The £3.99 Case File also includes an email, evidence checklist, action plan and follow-up notice.
Or read more about our personalised appeal letter.
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