How to Fill In Form 4A — Scotland Simple Procedure Response Form

Where to Get the Form

Form 4A is the blank response form included in the papers you were served with. You can also download a fresh copy from the Scottish Courts and Tribunals Service website under Simple Procedure Forms (use the version for claims initiated on or after 31 May 2023). If you are submitting through Civil Online, the portal generates the form fields on screen — you fill them in directly rather than uploading a PDF.

The Four Options at the Top

The form opens by asking you to choose one response route:

• Option A: Dispute — you deny the claim in whole or in part
• Option B: Admit and pay — you accept the full amount and will pay it
• Option C: Admit and request time to pay — you accept the debt but need an instalment plan (complete Form 5A alongside)
• Option D: Settled — the matter has already been resolved with the claimant

Most respondents who want to fight the claim choose Option A. You can also admit part of the amount and dispute the rest — tick Option A, then use Section D to explain which part you accept and which part you deny.

Section D — Your Defence in Writing

Section D is where the Sheriff will look first. It is the space where you set out why you dispute the claim, and it needs to do two things: tell your version of the facts and explain why the claim should fail.

Address every point in Form 3A. Read the claimant's narrative carefully. For each factual assertion they make, state whether you agree, disagree, or have no knowledge. Then give your own account of events — dates, amounts, what was said, what was done.

Be specific. "The work was defective" is too vague. "The contractor left the kitchen worktop unattached, visible in the photograph dated 14 March 2026" gives the Sheriff something to work with. Reference any documents you are attaching — contracts, invoices, text messages, photographs — by numbering them (Respondent's Production 1, 2, 3).

Stick to facts, not feelings. The Sheriff needs to know what happened and why the claimant's version is wrong or incomplete. Avoid insults, long backstories, or legal language you are not sure about.

Evidence to Attach

You do not need to attach all your evidence to Form 4A — the formal evidence exchange happens later via Form 10A, at least 14 days before any hearing. At that stage, send the form and copies of your evidence to the court and the claimant. But attaching key documents early strengthens your response. Useful attachments include:

• Written contracts, invoices, or quotes
• Photographs showing defective work or the condition of goods
• Email or text message chains relevant to the dispute
• Bank statements showing payments already made
• Any expert reports (building surveyor, mechanic)

Upload PDFs or image files through Civil Online. If submitting on paper, include clear photocopies — keep the originals safe.

Signing and Submitting

Form 4A must be signed and dated by you, your solicitor, or a lay representative who has lodged Form 2A with the court. An unsigned form will be rejected.

Submit electronically through Civil Online before 23:59 on the last date for a response shown on Form 3D. If you have court permission to file on paper, deliver it to the Sheriff Court counter before 16:00 or 17:00 on that date or post it to arrive in time.

If you file on paper, send a copy of your completed Form 4A to the claimant using their chosen communication method. If you file online, Civil Online sends the copy only if the claimant indicated on Form 3A that they want to communicate through the portal; otherwise send it using the claimant's chosen post or email method by the response date. Keep proof of sending.

Common Mistakes to Avoid

Leaving Section D nearly empty. A one-line response like "I disagree" gives the Sheriff nothing to assess and risks your defence being treated as not stateable.

Mixing up English and Scottish terms. Scotland does not use "defendant" (it is "respondent"), "default judgment" (it is "decision in absence"), or "costs" (it is "expenses"). Using English terms will not invalidate your form, but it signals confusion and the Sheriff may question whether you understand the procedure you are engaging with.

Missing the deadline. A saved draft on Civil Online is not a submission. You need the confirmation receipt showing the form was lodged.

Not sending a copy to the claimant. Civil Online sends the copy if the claimant chose portal communication on Form 3A. Otherwise, send it using the claimant's chosen post or email method; if you file on paper, you must send a copy yourself.

Need structured guidance on drafting your Section D defence and preparing for what comes after? The Scotland Simple Procedure response guide includes a drafting worksheet and the full sequence from Form 4A through to the Sheriff's decision.

See more Scotland guides →