What to Bring to a Statutory Declaration Appointment

Getting a statutory declaration witnessed is often the final practical step before your out-of-time challenge can be lodged with the Traffic Enforcement Centre (TEC). Whether you are dealing with a PE3 (used mainly for bus lane and moving traffic contraventions) or a PE2, the appointment itself is quick, usually no more than ten or fifteen minutes, but only if you turn up with the right paperwork and the form itself is already completed correctly. Arriving unprepared is one of the most common reasons appointments overrun or have to be rearranged, so this checklist will help you get it right first time.

Understanding What You Are Actually Signing

Before we get to the checklist, it is worth being clear about what type of document you have, because this affects both the paperwork you need and who can witness it.

• PE3: used to make a statutory declaration or "out of time" witness statement in relation to bus lane penalty charge notices and moving traffic contraventions enforced through the TEC.
• PE2: a related form used in similar out-of-time circumstances, depending on the wording used by the particular local authority or court process.
• TE9: used for parking contraventions. Importantly, a TE9 witness statement does not require an independent witness in the same way a statutory declaration does, so this article focuses on PE3 and PE2 appointments specifically, where in-person witnessing is a genuine legal requirement.

If you are unsure which form applies to your case, check the penalty charge notice or the Notice of Rejection you have received, or look at the correspondence from the TEC. This will usually confirm whether you are dealing with a bus lane or moving traffic matter (PE3/PE2) or a parking contravention (TE9).

Why an In-Person Appointment Is Required

A statutory declaration is a formal legal statement. Because you are declaring, under a form of oath, that certain facts are true (for example, that you never received the original penalty charge notice, or that you submitted a representation that was never properly considered), the law requires this to be sworn in front of an independent authorised person. This cannot be done by post, by email, or by simply signing at home.

Authorised witnesses typically include:

• A solicitor
• A Commissioner for Oaths
• Certain other authorised officers, such as those at a county court counter, where available

The witness is not there to give you legal advice or to check whether your case will succeed. Their role is simply to confirm your identity, watch you sign the declaration, and countersign it themselves to confirm that it was properly sworn or affirmed in their presence.

The Core Checklist: What to Bring

To keep the appointment as short and straightforward as possible, bring the following.

1. Your Completed PE3 or PE2 Form

Ideally, the form should already be filled in before you arrive. The witness is not there to help you complete the form or advise on what to write in the boxes, they are there purely to witness your signature. Bring:

• The original form if you have it, or a printed copy if you completed it online.
• Any accompanying pages or continuation sheets you have used to explain your circumstances.

Leave the signature box blank until you are in front of the witness. You must sign in their presence, not before you arrive.

2. Photo Identification

Most witnesses will ask to see valid photographic ID to confirm you are the person named on the declaration. Acceptable forms usually include:

• A valid passport
• A UK photocard driving licence

If you do not have photo ID, contact the witnessing service in advance to check what alternative proof of identity might be accepted, such as a combination of other official documents.

3. The Original Penalty Charge Notice or Court Documents

Bring copies of the paperwork that relates to your case, including:

• The original penalty charge notice (PCN), if you still have it.
• Any correspondence from the local authority or the TEC, including the Notice of Rejection, Charge Certificate, or Order for Recovery.
• Any reference numbers, including the PCN number and the TEC reference number, if one has been issued.

While the witness does not need to review the substance of your case, having these documents to hand means you can quickly check reference numbers if asked, and it ensures you are not signing a form with incomplete or mismatched details.

4. Details of the Vehicle and Registration

Make sure the vehicle registration number, make, and model referred to in your declaration match exactly what appears on the original PCN. Small discrepancies can cause delays further down the process, so it is worth double checking these details before your appointment rather than after.

5. Payment for the Witnessing Fee

Witnesses are entitled to charge a fee for witnessing a statutory declaration. If you are booking through a service that arranges an in-person appointment on your behalf, such as ours for £49, bring whatever payment method has been agreed, whether that is card, bank transfer confirmation, or cash, depending on how the appointment was arranged. This £49 figure is simply the fee charged for arranging and providing the appointment through our service, it is not a fixed or statutory court fee, and different solicitors or Commissioners for Oaths may charge different amounts.

A Few Practical Extras Worth Bringing

Beyond the essentials, a small amount of extra preparation can prevent unnecessary back-and-forth.

• A pen: while most witnesses will have one available, it is sensible to bring your own in case of a queue or a busy office.
• A copy for your own records: once the declaration is signed and witnessed, you will need to send the original to the TEC (or relevant court), so it is worth photocopying or scanning the signed version for your own file before it leaves your hands.
• Contact details for follow-up: if the witness or their office needs to confirm anything with you afterwards, make sure your phone number and email address on the form are current.

What Happens During the Appointment

Once you arrive, the process is usually simple and formal rather than lengthy:

1. The witness will check your identification against the name on the declaration.
2. They will ask you to confirm that the contents of the declaration are true, and may ask you to swear an oath or make a solemn affirmation, depending on your preference or beliefs.
3. You will then sign the declaration in front of them.
4. The witness will countersign, add their name, address, and qualification (such as "Solicitor" or "Commissioner for Oaths"), and may apply a stamp.

At this point, your role in the witnessing part of the process is complete.

After the Appointment: What to Do With the Signed Declaration

Once your PE3 or PE2 has been sworn and witnessed, it needs to be filed correctly and promptly.

• Send the original signed declaration to the address specified in your TEC paperwork, normally by post, unless you have been told to file it in person or online through a specific portal.
• Keep the photocopy or scanned version you made earlier in case of any dispute about postage or receipt.
• Note down the date you sent it, and consider using a tracked or signed-for postal service so you have proof of dispatch.

It is worth remembering that submitting a statutory declaration does not itself guarantee any particular outcome. It simply allows your case to be reconsidered by the court or local authority on the basis of the facts you have declared, such as non-receipt of the original notice. What happens next depends on the specific circumstances of your case and the decision of the relevant authority.

Getting Ready for Your Appointment

If you already have your PE3 or PE2 form filled in and just need somewhere to have it witnessed, the practical side of things is usually the easiest part to sort out. Gather your ID, your paperwork, and the completed form, then book an appointment with a solicitor, Commissioner for Oaths, or a service that arranges this for you. Taking a few minutes now to check you have everything on this list will help your appointment go smoothly and let you focus on what matters, getting your declaration filed correctly and on time.