A step-by-step guide to writing a personal declaration or statement of facts that is clear, organised, accurate and easy to read.
A good statement is easy to read and hard to misunderstand. Whoever receives it, whether a court clerk, a case officer or a landlord, should be able to follow what happened without calling you to ask. These steps work for most personal statements of fact.
1. Read the request
Find out who wants the statement, what it is for and whether a form, template or wording is required. Note any word limit, deadline and signing rules. If a witness or notary is needed, plan for that now.
2. Gather your facts
Collect dates, names, places, documents, messages and receipts before you write a word. A statement built from memory alone tends to drift. Facts you can check make it stronger.
3. Start with who you are
Open with your full name, and any detail the recipient needs to identify you or your connection to the matter. Keep it to a sentence or two.
4. Tell it in order
Go through events in time order. Use numbered paragraphs if the format allows, one point per paragraph. That makes it easy for others to refer to a specific line.
5. Stick to what you know
- Say what you saw, heard or did yourself
- Say clearly when something was told to you by someone else
- Avoid guessing at other people’s thoughts
- Leave out arguments and opinions unless they are asked for
6. Be precise
“On the morning of 3 March” beats “a while ago”. “About two metres” beats “close”. If you are unsure of a detail, say so. Honest uncertainty is better than false precision.
7. Use plain words
Short sentences. Everyday language. No legal-sounding phrases you would not use in speech. Clarity is more convincing than formality.
8. Close properly
End with the statement of truth the recipient requires, if any, then your signature, printed name and date. Sign in front of a witness if one is needed; see whether you need a witness.
9. Check before signing
Read it aloud. Compare every date and number with your documents. Keep a copy of the signed version. If you find a mistake later, follow how to correct a declaration.
This is general information, not legal advice. Requirements depend on where you are and who asked for the document. Background on the different types: declarations explained.