First: don't panic, and don't reply on the spot
Most letters from HMRC are not accusations. Many are routine checks, and a calm, measured response keeps them that way. The worst thing you can do is fire back a quick reply or phone HMRC to "explain", an off-the-cuff answer can turn a simple query into a full enquiry.
Take a breath. You have time to do this properly.
Read it carefully and find the deadline
Every HMRC letter tells you two things: what they want, and by when. The deadline is usually around 30 days, and it is stated clearly. Missing it can trigger penalties and escalate the matter, so diarise it the moment the letter arrives.
Work out what kind of contact it is
A routine "compliance check" on a single figure is a world away from a Code of Practice 9 letter alleging deliberate fraud. The type of contact sets the stakes and dictates the right way to respond.
If you are not sure what you are looking at, that alone is a good reason to get advice before you do anything.
Gather your records, but send nothing yet
Pull together the relevant paperwork: income records, bank statements, expense receipts, mileage logs. But do not send anything to HMRC until you have taken advice. Over-sharing, handing over more than was asked for, is one of the most common and most costly mistakes people make.
Appoint someone to deal with HMRC for you
You do not have to face HMRC alone, and you do not have to speak to them directly. You can appoint a specialist to act for you, so every piece of correspondence is reviewed and worded properly before it ever reaches HMRC. That single step takes the pressure off, and keeps a routine check routine.
Check it is genuinely from HMRC
HMRC scams are everywhere, and a convincing fake letter, email or text can panic you into paying something you do not owe. A genuine HMRC letter quotes your Unique Taxpayer Reference and a real office address, and HMRC will never demand instant payment over the phone or threaten you with arrest. If anything feels off, do not use the contact details on the letter itself, verify it independently first.
What not to do
- Don't ignore it, silence escalates everything.
- Don't guess or estimate figures to "fill the gaps".
- Don't volunteer information that wasn't requested.
- Don't ring HMRC and explain off the cuff.
- Don't miss the deadline.
Got a letter from HMRC?
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