What to Bring to a Statutory Declaration Witnessing Appointment

The SDW Team · 9 August 2026 · 8 min read

If you have received a court order requiring you to swear a statutory declaration on a PE3 or PE2 form, you will need to attend an appointment with an independent authorised witness before your declaration is valid. Turning up prepared, with the right paperwork and identification, makes the appointment quick and straightforward. Turning up without the right documents can mean rebooking, delays, and missing important deadlines. This guide sets out exactly what to bring.

Why the Appointment Requires Specific Documents

A statutory declaration is a formal legal statement made under the Statutory Declarations Act 1835. Because it carries the same weight as evidence given under oath, it cannot simply be signed at home and posted off. It must be signed in person in front of an independent authorised witness, such as a solicitor, notary, or Commissioner for Oaths, who confirms your identity and witnesses you signing the document.

This applies to PE3 statutory declarations (used for penalty charge notices relating to moving traffic contraventions) and PE2 statutory declarations (used where you are out of time to respond to an order for recovery relating to a bus lane or moving traffic contravention). Both are processed through the Traffic Enforcement Centre (TEC), part of HM Courts and Tribunals Service.

It is worth noting that parking contraventions follow a different route. If your case concerns a parking penalty charge notice, you will normally use a TE7 (application to file a statutory declaration out of time) alongside a TE9 (witness statement). Unlike the PE3 or PE2, a TE9 is a witness statement rather than a sworn declaration, so it does not need to be sworn before a third-party witness in the same way. If you are unsure which form applies to your case, check the paperwork you received from the TEC or the enforcement authority, as bringing the wrong form to your appointment will mean the witness cannot proceed.

Core Documents to Bring

Whatever the reason for your appointment, there are certain documents you should bring every time.

1. Your Completed PE3 or PE2 Form

Bring the form itself, filled in but not yet signed. The witness needs to see you sign it, so signing it in advance defeats the purpose of the appointment and may mean you are asked to complete a fresh form. Fill in all the factual sections beforehand (your name, address, penalty charge notice number, and the reason you believe you are entitled to make the declaration), but leave the signature and date blank until you are sitting in front of the witness.

2. The Original Penalty Charge Notice or Order for Recovery Paperwork

Bring any letters or notices you have received relating to the case, including:

The original penalty charge notice, if you still have it
The Notice to Owner or Enforcement Notice
The TEC order for recovery or out of time paperwork that prompted the statutory declaration
Any correspondence from bailiffs or enforcement agents, if applicable

These help confirm the reference numbers on your form match the underlying case and give the witness context, although the witness's role is limited to confirming your identity and that you have signed voluntarily.

3. Valid Photographic Identification

The witness must be satisfied that you are who you say you are. Acceptable forms of ID normally include:

A valid passport
A valid photocard driving licence
A national identity card

If your name on the ID does not match the name on the PE3 or PE2 form exactly, such as following a change of name through marriage, bring supporting evidence like a marriage certificate or deed poll document.

4. Proof of Address (Where Requested)

Some witnesses will also ask for a recent proof of address, particularly if your photographic ID does not show your current address. Useful documents include:

A recent utility bill
A council tax bill
A bank or building society statement

This is not always mandatory, but bringing one avoids any delay if it is requested on the day.

If You Are Signing on Behalf of a Company or as a Representative

If the vehicle in question is registered to a company, or you are declaring on behalf of someone else in a representative capacity, bring additional evidence to confirm your authority to do so, such as:

Proof of your position within the company, such as a letter on company letterhead
Vehicle registration documents (the V5C) showing the registered keeper
Any letter of authority permitting you to act for the registered keeper

Practical Preparation Tips

Read the Declaration Wording Carefully Beforehand

The wording on a PE3 or PE2 sets out specific legal grounds, such as not having received the penalty charge notice, having already made representations that were not responded to, or having appealed unsuccessfully but not being able to respond within the time limit. Make sure you have selected and understand the ground that applies to your situation before your appointment. The witness can confirm your identity and witness your signature, but they cannot give you legal advice on which box to tick or whether your case has merit.

Double-Check Reference Numbers

Before you attend, compare the penalty charge notice number and vehicle registration number on your form against your original paperwork. A small transcription error can cause problems later when the form is processed by the TEC.

Arrive With Everything Unsigned

As above, do not pre-sign the form. Many appointments are delayed simply because someone has already signed at home, not realising the whole point of the appointment is to sign in the presence of the witness.

Allow Enough Time

While the appointment itself is usually brief, once identification has been checked and the form reviewed, allow a little extra time in case any queries arise or additional evidence needs to be discussed.

A Quick Checklist Before You Leave the House

Completed but unsigned PE3 or PE2 form
Original penalty charge notice or TEC paperwork
Valid photographic ID (passport, driving licence, or national ID card)
Proof of address, if you have one to hand
Supporting documents if signing on behalf of a company or another person
A pen (many witnesses provide one, but it is worth having your own)

How We Can Help

Booking an appointment with a solicitor or Commissioner for Oaths can sometimes be difficult to arrange at short notice, particularly when you are working against a court deadline. Our service arranges an in-person statutory declaration witnessing appointment for a fixed fee of £49. This fee covers the cost of arranging and attending the witnessing appointment itself, it is not a court or TEC fee, and it is not fixed by any statute or regulation, so you should treat it as our current service charge rather than an official cost. We cannot guarantee any particular outcome from the Traffic Enforcement Centre once your declaration has been filed, as that decision rests entirely with the TEC and the enforcement authority. What we can help with is making sure your witnessing appointment goes smoothly, so your declaration is signed correctly and filed without unnecessary delay.

Next Steps

If you have received a PE3 or PE2 form and need to arrange a witnessing appointment, gather the documents listed above, double-check your form for accuracy, and book your appointment as soon as you can, since these matters are often time sensitive. If you would like help arranging a convenient appointment with an authorised witness, get in touch with our team and we can talk you through the booking process.