Contract Breach Letter: Free Template and What to Include

If you need to notify a client they have breached your contract, a written letter is the recommended first step — it creates a clear record and shows you're pursuing the matter formally. Below is what a strong contract breach letter should include.

What this letter needs to cover

• Identify the specific contractual obligation breached
• Set out the facts clearly with dates
• State this constitutes a material breach
• Give a deadline to remedy
• Warn of legal action and potential damages claim if not resolved

Setting out a breach of contract clearly

Whether the other party missed a delivery deadline, failed to meet agreed specifications, or didn't pay as agreed, a formal breach notice does two things: it puts them on clear notice that you consider the contract broken, and it creates a documented starting point if the matter needs to proceed to a claim later.

What to include before you send it

• Reference to the specific contract or agreement, including the date it was made
• The exact term or obligation you say has been breached
• What loss or impact the breach has caused you
• What you're asking for — remedy, compensation, or performance of the original obligation — and a reasonable deadline

Why specificity matters here

A breach notice that vaguely says "you haven't held up your end of the deal" is far weaker than one that quotes the specific clause or term that was agreed and explains precisely how it wasn't met. If the contract was verbal rather than written, set out clearly what was agreed and when, since this becomes important evidence if the matter is disputed later.

Frequently Asked Questions

Does the contract need to be in writing for this to apply?
No — verbal contracts are generally enforceable too, though written agreements are considerably easier to evidence if the matter is disputed.

What if the other party disputes that a breach occurred?
If they don't accept your position after this letter, small claims court is the usual next step for lower-value commercial disputes, or a solicitor's involvement for larger or more complex matters.

[Your Name / Business Name]
[Your Address]
[Your Postcode]
[Your Phone Number]
[Your Email Address]
[Recipient Name]
[Company Name]
[Company Address]
[Company Postcode]
[Date]

Dear [Recipient Name],

Subject: Notice of breach of contract – [Contract Reference / Project Name]

I am writing to give formal notice that you are in breach of our agreement dated [Date of contract] for [what the contract is for, e.g. graphic design services for the winter campaign].

You have broken these terms:
• [e.g. Clause [number]: you did not provide the product specifications by the agreed date of [date].]
• [e.g. Clause [number]: you changed the agreed scope without my written consent.]
• [e.g. Clause [number]: you did not reply within the agreed timescales, which delayed completion.]

I consider this a material breach of the contract. It has caused [e.g. financial loss of £[amount] / project delays].

Please put this right within [e.g. 14] days of this letter by [what you want them to do]. If you do not, I may end the contract and take legal action, including a claim for damages for my losses.

Yours sincerely,

[Your Signature]
[Your Printed Name]