Report to External Regulator Letter: Free Template and What to Include

If you need to formal report of wrongdoing to an external prescribed regulatory body, 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 report to external regulator should include.

What this letter needs to cover

• Identify the prescribed regulator being contacted
• Set out the disclosure clearly with facts dates and evidence
• Explain why internal reporting was insufficient or not appropriate
• Confirm this is a protected disclosure under the Public Interest Disclosure Act 1998

When reporting directly to an external regulator is the right route

Certain serious wrongdoing is better reported directly to a prescribed external regulatory body — such as the FCA for financial misconduct, the HSE for safety violations, or the CQC for care quality issues — particularly where internal reporting has failed, or where you reasonably believe it would be ineffective or risk evidence being concealed.

What to include before you send it

• A clear, factual description of the wrongdoing
• Why you believe this specific regulator is the appropriate recipient
• Any evidence supporting your report
• Whether you wish to remain confidential or anonymous, and to what extent that's possible

Why choosing the correct prescribed regulator matters

For your disclosure to enjoy the same legal protection as disclosing to your employer, it generally needs to go to a body formally recognised (prescribed) for that type of concern — checking you're reporting to the right regulator for your specific type of wrongdoing matters for ensuring your protection applies.

Frequently Asked Questions

How do I know which regulator is the correct "prescribed" body for my concern?
The government publishes a list of prescribed persons and bodies for whistleblowing purposes, organised by the type of concern — it's worth checking this list to confirm you're reporting to the right one.

Will the regulator tell my employer that I made this report?
Many regulators have processes to protect your identity, though this can vary depending on how the investigation needs to proceed — it's worth asking directly about confidentiality when you make your report.

[Your Name]
[Your Address]
[Your Postcode]
[Your Phone Number]
[Your Email Address]
[Name of Regulator, e.g. Health and Safety Executive]
[Address]
[Postcode]
[Date]

Dear Sir or Madam,

Subject: Protected disclosure about [Name of Employer]

I am making a protected disclosure to you as a prescribed person under the Public Interest Disclosure (Prescribed Persons) Order 2014. This is a protected disclosure under the Employment Rights Act 1996, as amended by the Public Interest Disclosure Act 1998.

I work for [Name of Employer], [Employer's Address], as a [Job Title].

I reasonably believe that the following is substantially true, and that it is in the public interest:
• [e.g. The company is falsifying its emissions reports.]
• [e.g. Staff were told to change logbooks before inspections on [dates].]
• [Evidence, e.g. I have copies of the original logs from August 2026.]

I am reporting this to you rather than only internally because [choose: I raised it internally on [date] and nothing was done / I reasonably believe I would be treated badly if I raised it internally / I reasonably believe evidence would be hidden or destroyed].

Please tell me how you will deal with this and how my identity will be protected.

Yours sincerely,

[Your Signature]
[Your Printed Name]