SWR Expired Rail Card, Notice for Prosecution

[RoronoaZoro]

Good day everyone,

I hope you are doing well.

I would like to ask for advise/help with regards to this problem I am dealing with. Last February 9, I was travelling from Southampton to Bournemouth and a revenue officer checked my ticket/rail card and we found out that my rail card was already expired since August last year. I did not really noticed that it got expired as it was a busy year for me. This is the first time that this has happened to me as it is not in my personality to disobey law or such. It was not really my intention to avoid paying the full price of a ticket as I do not even look at the price of the tickets that I booked whether a rail card discount was applied or not. I fully cooperated with the revenue officer and gave my details and he said that I will receive a letter from the company on what to do next. I was really really shaken and anxious for the past few months. I am wiling to cooperate to avoid prosecution. I also renewed my rail card right away and made some reminders so that this will not happen again.

After the incident, I checked my trainline app and I made 12 journeys unaware that my rail card was already expired. With some of them, the rail card discount was applied. I reached out to them through their email about to this so that they will know that I am really genuine and ready to cooperate so this matter will be settled. They replied and said the response were noted. Was it okay that I disclosed those instances to them?

I was really thinking why It took a while for me to find out as all that time really thought I have a valid rail card. In retrospect, most of my travel times were before 10 am so the rail card discount was not applied and that's why every time an officer scan my ticket I was not flagged before.

Today, I received the initial letter from them which I will attach here as well. I would like to ask for help on drafting a proper and correct response to them. All your inputs are greatly appreciated. Thank you very much!

This is my initial draft:


Dear Sir/Madam

Ref:

I am writing in response to the letter I received last 30 April 2026, which was about the time when I was travelling from Southampton Central to Bournemouth and a revenue protection officer checked my ticket and rail card and found out that I was travelling with a discounted ticket with an expired rail card. I gave my full cooperation with the officer and gave my details and waited for this letter to arrive.

First of all, I am very sorry for what happened. It was an honest oversight on my part as I thought I had renewed my rail card the year before. It was not my intention to evade paying full price of a ticket as I am not struggling financially as I have a stable job in the NHS. However, I understand that this does not excuse the error and I apologise for this. I admit that it is my full responsibility to ensure that I hold a valid rail card whenever I use the service. I acknowledge that because of this error I had unknowingly broken rail laws and I am genuinely remorseful of what happened. I made steps to ensure that this will not happen again. I renewed my rail card right away after the incident. I have set up a reminder as well to notify me when it is time to renew my rail card in the future. And moving forward, I will ensure that I hold the correct ticket and any required supporting documentation before travelling.

After the incident, I went through my trainline app and reached out to your department with regard to the 12 journeys I made in and out of Southampton after my rail card expired last year. I cross-checked and some of the tickets had been discounted with the rail card. I am happy to pay for the fares that you deem I was discounted wrongfully and the administrative fees incurred because of this matter. Again, I apologise for the inconvenience because of my actions and I would be extremely grateful if you would consider allowing me to settle this matter without further proceedings to court. Thank you.


Sincerely,

 

[WesternLancer]

Good day everyone,

I hope you are doing well.

I would like to ask for advise/help with regards to this problem I am dealing with. Last February 9, I was travelling from Southampton to Bournemouth and a revenue officer checked my ticket/rail card and we found out that my rail card was already expired since August last year. I did not really noticed that it got expired as it was a busy year for me. This is the first time that this has happened to me as it is not in my personality to disobey law or such. It was not really my intention to avoid paying the full price of a ticket as I do not even look at the price of the tickets that I booked whether a rail card discount was applied or not. I fully cooperated with the revenue officer and gave my details and he said that I will receive a letter from the company on what to do next. I was really really shaken and anxious for the past few months. I am wiling to cooperate to avoid prosecution. I also renewed my rail card right away and made some reminders so that this will not happen again.

After the incident, I checked my trainline app and I made 12 journeys unaware that my rail card was already expired. With some of them, the rail card discount was applied. I reached out to them through their email about to this so that they will know that I am really genuine and ready to cooperate so this matter will be settled. They replied and said the response were noted. Was it okay that I disclosed those instances to them?

I was really thinking why It took a while for me to find out as all that time really thought I have a valid rail card. In retrospect, most of my travel times were before 10 am so the rail card discount was not applied and that's why every time an officer scan my ticket I was not flagged before.

Today, I received the initial letter from them which I will attach here as well. I would like to ask for help on drafting a proper and correct response to them. All your inputs are greatly appreciated. Thank you very much!

This is my initial draft:


Dear Sir/Madam

Ref:

I am writing in response to the letter I received last 30 April 2026, which was about the time when I was travelling from Southampton Central to Bournemouth and a revenue protection officer checked my ticket and rail card and found out that I was travelling with a discounted ticket with an expired rail card. I gave my full cooperation with the officer and gave my details and waited for this letter to arrive.

First of all, I am very sorry for what happened. It was an honest oversight on my part as I thought I had renewed my rail card the year before. It was not my intention to evade paying full price of a ticket as I am not struggling financially as I have a stable job in the NHS. However, I understand that this does not excuse the error and I apologise for this. I admit that it is my full responsibility to ensure that I hold a valid rail card whenever I use the service. I acknowledge that because of this error I had unknowingly broken rail laws and I am genuinely remorseful of what happened. I made steps to ensure that this will not happen again. I renewed my rail card right away after the incident. I have set up a reminder as well to notify me when it is time to renew my rail card in the future. And moving forward, I will ensure that I hold the correct ticket and any required supporting documentation before travelling.

After the incident, I went through my trainline app and reached out to your department with regard to the 12 journeys I made in and out of Southampton after my rail card expired last year. I cross-checked and some of the tickets had been discounted with the rail card. I am happy to pay for the fares that you deem I was discounted wrongfully and the administrative fees incurred because of this matter. Again, I apologise for the inconvenience because of my actions and I would be extremely grateful if you would consider allowing me to settle this matter without further proceedings to court. Thank you.


Sincerely,

Welcome
Draft looks OK to me

It's often not recommended on here to talk about other instances in the way you have done but since we know that in practice SWR seem to always search ticket records in these kinds of cases they would have asked you about it anyway so probably no great difference in outcome if you mention it now in the way you have done.

Are you sure that in the period concerned after your railcard has expired you have not made other journeys with the wrong ticket? They can search all travel not just with SWR so you would probably be expected to include any other trips in any sum they asked for.

If you are posting the reply hard copy then send it tracked postage - but IIRC SWR accept e-mail responses, if their letter says they do.

 

[RoronoaZoro]

Welcome
Draft looks OK to me

It's often not recommended on here to talk about other instances in the way you have done but since we know that in practice SWR seem to always search ticket records in these kinds of cases they would have asked you about it anyway so probably no great difference in outcome if you mention it now in the way you have done.

Are you sure that in the period concerned after your railcard has expired you have not made other journeys with the wrong ticket? They can search all travel not just with SWR so you would probably be expected to include any other trips in any sum they asked for.

If you are posting the reply hard copy then send it tracked postage - but IIRC SWR accept e-mail responses, if their letter says they do.

Hello @WesternLancer

Yes, I only use trainline app when commuting via train. I checked the ticket times and from the emails that they sent every time I booked from them if a rail card discount was applied or not. Otherwise, I use national express or flix bus when going to the airport or to London. I book those through their website or app.

Thank you very much for your feedback.

 

[WesternLancer]

Hello @WesternLancer

Yes, I only use trainline app when commuting via train. I checked the ticket times and from the emails that they sent every time I booked from them if a rail card discount was applied or not. Otherwise, I use national express or flix bus when going to the airport or to London. I book those through their website or app.

Thank you very much for your feedback.

given it's bank holiday coming up and their office will probably close in 2 hours, unless you are hard on their deadline for a response you probably would be better off sending your reply on Tuesday - so you can thus wait for others here to also have a look over your draft in next day or so to see if any other edits suggested by anyone here.

 

[RoronoaZoro]

given it's bank holiday coming up and their office will probably close in 2 hours, unless you are hard on their deadline for a response you probably would be better off sending your reply on Tuesday - so you can thus wait for others here to also have a look over your draft in next day or so to see if any other edits suggested by anyone here.

Yes, will do. Fortunately, I still have plenty of time to reply to them. I will wait if others have feedback as well. Thank you very much! You are greatly appreciated for helping people with problems like mine.

 

[RoronoaZoro]

Update:
I was offered with an out-of-court settlement last week. I was surprised as I was expecting for them to reply after 1-2 months. I paid it right away and I asked them for a confirmation if they have received my payment and they replied earlier today that they did and with that, the matter is already closed. What a relief. The past 4 months were full of anxiety and stress.

Thank you very much, @WesternLancer for your help and reassurance. You guys here are heroes. Greatly appreciated! God bless you.

 

[WesternLancer]

Update:
I was offered with an out-of-court settlement last week. I was surprised as I was expecting for them to reply after 1-2 months. I paid it right away and I asked them for a confirmation if they have received my payment and they replied earlier today that they did and with that, the matter is already closed. What a relief. The past 4 months were full of anxiety and stress.

Thank you very much, @WesternLancer for your help and reassurance. You guys here are heroes. Greatly appreciated! God bless you.

That’s good to hear.
Thanks for updating.