How do I write witness statements?
- LetterLab
- Sep 4, 2025
- 5 min read
A witness statement is a formal document that provides a clear, factual account of events to support a legal case. Whether you're involved in a court case, tribunal, or mediation, a well-written witness statement can make or break your case. This guide explains how to write a witness statement that is concise, persuasive, and legally sound, with practical steps to ensure clarity and impact.
Why Witness Statements Matter
Witness statements present your version of events to a court or tribunal. They help judges understand the facts and context of a case. A strong statement is:
Clear: Easy to read and understand.
Factual: Based on what you saw, heard, or experienced.
Relevant: Focused on details that support the case.
Structured: Organised to guide the reader logically.
Poorly written statements can confuse or weaken your case. Let’s break down the process to ensure yours stands out. For official rules, see the Civil Procedure Rules Part 32 and Practice Direction 32.
Step-by-Step Guide to Writing a Witness Statement
Follow these steps to create a statement that is professional and effective.
1. Understand the Purpose
Before writing, clarify why the statement is needed. Are you supporting a claim, defending against one, or providing evidence for a specific issue, like a housing dispute or personal injury case? Knowing the purpose keeps your statement focused.
Example: If writing for a tenancy dispute, focus on incidents like property damage or landlord negligence you personally witnessed.
Tip: Ask the solicitor or court for guidance on what specific details to include. Refer to the Ministry of Justice guidance on witness statements for standard requirements.
2. Use the Correct Format
Courts often require a specific format. Check with the court or your legal representative, but most statements include:
Header: Include the case name, number, and court (e.g., "In the County Court at [Location], Case No: [Number]").
Title: “Witness Statement of [Your Full Name].”
Numbered Paragraphs: Organise points clearly, with one fact or event per paragraph.
Statement of Truth: End with, “I believe that the facts stated in this witness statement are true. I understand that proceedings for contempt of court may be brought against anyone who makes, or causes to be made, a false statement in a document verified by a statement of truth without an honest belief in its truth.” Sign and date it.
For full details on formatting, consult Practice Direction 32.
3. Write Clearly and Concisely
Use simple, direct language. Avoid jargon, opinions, or emotional outbursts unless directly relevant. Stick to facts you personally observed.
Do: “On 15 June 2025, I saw water leaking from the ceiling in the living room at 10:30 AM.”
Don’t: “The landlord was completely negligent and ruined our home.”
Tip: Write in the first person (“I saw,” “I heard”) to show you’re reporting direct experiences.
4. Structure Your Statement
A clear structure helps the court follow your account. Use this outline:
Introduction: State your name, address, occupation, and relationship to the case (e.g., tenant, neighbour, colleague).
Background: Briefly explain the context of the events (e.g., “I have lived at [address] since [date] and witnessed the following incidents.”).
Key Events: Describe events in chronological order. Use dates, times, and specific details.
Conclusion: Summarise your key points or clarify your role as a witness.
5. Include Relevant Details
Focus on facts that support the case. Avoid irrelevant anecdotes. For example:
For a housing dispute: Mention specific incidents like repairs not being addressed or harassment by a landlord.
For a character letter for court: Highlight the defendant’s behaviour or actions you’ve observed that are relevant to the case.
Example: “On 3 May 2025, I overheard the landlord threaten to evict the tenant without notice at 2:00 PM outside the property.”
Tip: If you’re unsure what’s relevant, consult the legal team or review the case documents. See GOV.UK guidance on completing a witness statement for more on relevance.
6. Attach Evidence (If Applicable)
If you have documents, photos, or other evidence, reference them in your statement and attach them as exhibits. Label each exhibit clearly (e.g., “Exhibit A: Photo of water damage, dated 15 June 2025”).
Tip: Number exhibits and mention them in the relevant paragraph (e.g., “See Exhibit A”).
7. Review and Edit
Read your statement aloud to check for clarity. Ensure there are no spelling or grammar errors. Ask yourself:
Is every sentence relevant to the case?
Have I included specific dates, times, and locations?
Is the statement free of opinions or assumptions?
8. Seek Legal Advice
If possible, have a solicitor review your statement. They can ensure it meets court requirements and strengthens the case.
Common Mistakes to Avoid
Including Opinions: Stick to facts, not assumptions like “The landlord didn’t care.”
Being Vague: Avoid phrases like “sometime last month.” Use exact dates and times.
Writing Too Much: Keep it concise. Courts value brevity.
Ignoring Court Guidelines: Some courts have specific rules (e.g., page limits or font size). Check these in advance. For business and property courts, review Practice Direction 57AC.
Example Witness Statement
Witness Statement of Jane Smith
In the County Court at Manchester, Case No: A123456
My name is Jane Smith. I live at 123 High Street, Manchester, M1 2AB. I am a tenant at the property and have lived there since 1 January 2024.
This statement relates to a dispute with my landlord, Mr John Doe, regarding property maintenance.
On 15 June 2025, at approximately 10:30 AM, I noticed water leaking from the ceiling in the living room. I took a photo of the damage (see Exhibit A).
On 16 June 2025, I informed Mr Doe of the issue via email. He responded on 17 June 2025, stating he would send a contractor, but no one arrived.
On 20 June 2025, the leak worsened, causing damage to my furniture. I reported this to Mr Doe again, with no response.
I believe that the facts stated in this witness statement are true. I understand that proceedings for contempt of court may be brought against anyone who makes, or causes to be made, a false statement in a document verified by a statement of truth without an honest belief in its truth.
Signed: Jane Smith
Date: 3 September 2025
FAQs About Witness Statements
Can I write a witness statement for someone else?
Yes, if you have direct knowledge of the events. Ensure you only include what you personally witnessed.
How long should a witness statement be?
Typically 1-3 pages, but follow court guidelines. Focus on brevity and relevance.
Do I need a solicitor to write a witness statement?
No, but legal advice can ensure your statement is effective and meets court standards.
What happens if I lie in a witness statement?
Lying under a statement of truth can lead to contempt of court, which may result in fines or imprisonment.
Need Help Writing a Witness Statement?
Writing a witness statement can feel daunting, but you don’t have to do it alone. A professional letter writing service can help you create a clear, persuasive statement tailored to your case. Whether it’s for a housing dispute, personal injury claim, or court hearing, expert writers ensure your statement meets legal standards and strengthens your position.
Ready to make your case stronger? Contact a letter writing service like LetterLab today to get started.
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