What to Bring to Your Statutory Declaration Appointment

The SDW Team · 5 August 2026 · 7 min read

A statutory declaration appointment is often the final practical step before you can get an out-of-time challenge in front of the Traffic Enforcement Centre (TEC). The document itself matters enormously, but so does the appointment where you swear or affirm it. Turning up without the right paperwork or identification can mean rebooking, losing time, and in some cases missing deadlines that matter. This guide sets out exactly what to bring so your appointment goes smoothly and your declaration is accepted without delay.

A Quick Reminder of What You're Doing

If you've received a bus lane or moving traffic penalty charge notice and missed your chance to respond because you never saw the paperwork, moved house, or the notice was lost, you may be able to apply out of time using form PE2 or PE3. These forms ask the court to reopen the case so you can challenge the penalty on its merits.

Crucially, a PE2 or PE3 statutory declaration is a formal legal document. It is not simply a letter you sign and post off. It must be sworn or affirmed in person before an independent authorised witness, such as a solicitor, a Commissioner for Oaths, or another qualifying officer of the court. You cannot sign it at home and post it in as valid on its own. The witness confirms your identity and confirms that you have sworn to the truth of its contents.

This is different from the process for parking contraventions, which uses forms TE7 (application to extend time) and TE9 (witness statement). A TE9 still needs to be signed as a formal witness statement, but it does not require the same in-person swearing before an independent authorised witness that PE2 and PE3 do. If your penalty relates to parking rather than a bus lane or moving traffic contravention, you should check which pair of forms actually applies to you before booking anything.

Why Preparation Matters

Solicitors and Commissioners for Oaths who witness statutory declarations have a professional duty to check identity and to satisfy themselves that the person in front of them understands what they are declaring. If you arrive without proof of identity, or without your form properly filled in, the witness may not be able to proceed. That can mean a wasted appointment, a further delay to your case, and potentially missing a court deadline if one applies to your circumstances.

Being organised in advance removes this risk entirely. The good news is that the list of things you need is short and straightforward.

The Essential Checklist

1. Your Completed PE2 or PE3 Form

Bring the form itself, filled in but not yet signed. The whole point of the appointment is that you sign the declaration in front of the witness, not beforehand. If you sign it at home first, the witness cannot validly witness it, because they need to see you make the signature.

Make sure that:

All boxes relevant to your circumstances are completed in black ink or typed.
You've clearly stated your grounds for the out-of-time application, such as never having received the notice, or that you were not the owner or keeper at the relevant time.
Any reference numbers from the original penalty charge notice and any subsequent correspondence are included accurately.

2. Photographic Identification

You will need to prove who you are. Acceptable forms of ID generally include:

A valid passport
A photocard driving licence
A national identity card (where applicable)

If you don't have photo ID, speak to whoever is arranging your appointment in advance, as alternative proof of identity may be accepted, but this should be agreed beforehand rather than discovered on the day.

3. Proof of Address (Recommended)

While not always mandatory, it is sensible to bring a recent utility bill, council tax statement, or bank statement showing your current address, particularly if your case involves an argument that correspondence was sent to an old or incorrect address. This can support the credibility of your declaration.

4. All Relevant Correspondence

Bring copies of everything you have relating to the penalty charge, including:

The original penalty charge notice, if you have it
Any Notice to Owner or Enforcement Notice
The Charge Certificate
The Order for Recovery
Any letters from bailiffs or enforcement agents
Court paperwork referencing the TEC reference number

Even if these aren't all required for the form itself, having them to hand helps the witness understand your situation and can help you if you are asked to clarify any details.

5. The TEC Reference Number

Your PE2 or PE3 form should already include this, but make sure you have it noted separately too. This number identifies your specific case at the Traffic Enforcement Centre and is essential for the form to be processed correctly.

6. Payment for the Witnessing Service

Solicitors and Commissioners for Oaths are entitled to charge a fee for witnessing statutory declarations. If you have booked an appointment through a service arranging this on your behalf, check in advance what payment is expected and how it should be made, whether by card, bank transfer, or cash. Our own service books an in-person witnessing appointment for £49, though this is simply our current fee for arranging and attending the appointment. It is not a fixed or statutory charge, and fees can vary depending on who provides the service.

What Not to Do

Don't sign the PE2 or PE3 form before you arrive. Sign it in front of the witness.
Don't leave sections of the form blank if they apply to your situation. Incomplete forms may be rejected or sent back by the TEC.
Don't assume a photocopy or scanned ID will do if the witness requires an original document. Always bring the physical item.
Don't forget to bring a working pen, just in case.

If You're Attending on Behalf of Someone Else

A statutory declaration must be sworn personally by the person making it. You cannot attend and swear a declaration on behalf of a friend, family member, or employee unless you are that person named on the form. If someone else's vehicle or penalty is involved, they will need to attend the appointment themselves.

What Happens After the Appointment

Once the witness has confirmed your identity and you have signed the declaration in their presence, they will countersign and, where relevant, apply their official stamp or seal. From there, the sworn statutory declaration is submitted to the TEC. It is worth remembering that swearing the declaration does not guarantee that your out-of-time application will succeed. The TEC and, if applicable, the enforcing authority will consider the declaration and respond in due course.

Bringing It All Together

Attending a statutory declaration appointment doesn't need to be stressful if you arrive prepared. A completed but unsigned PE2 or PE3 form, valid photo ID, your TEC reference number, and copies of your case correspondence are the core essentials. Add proof of address and payment for the witnessing fee, and you should be able to complete the process in a single visit.

If you're unsure which form applies to your situation, or you'd like help arranging a straightforward in-person appointment with an authorised witness, it's worth getting your paperwork together now and booking your appointment in advance, so you can move your case forward without unnecessary delay.