If you believe your business rates bill is too high, you are not alone. Thousands of commercial property owners and occupiers across England and Wales are paying more than they should because their rateable value — the figure used to calculate their rates liability — does not accurately reflect the market. The good news is that there is a formal process for challenging it.

This guide explains the Check, Challenge and Appeal (CCA) process from start to finish: what each stage involves, what evidence you need, what the deadlines are, and how to maximise your chances of a successful outcome.

What Is the Check, Challenge and Appeal Process?

The CCA process was introduced in 2017 as the formal route for disputing a property's rateable value in England. Wales operates a broadly similar system through the Valuation Office Agency (VOA) and the Valuation Tribunal for Wales.

The process has three distinct stages, each with its own rules, deadlines, and requirements. You must complete each stage before progressing to the next — you cannot skip straight to an appeal without first going through the Check and Challenge stages.

The process is administered through the VOA's online portal at gov.uk. You will need to create or log in to a Government Gateway account and claim the property before you can submit a Check.

Stage 1: The Check

The Check is the first and most straightforward stage. Its purpose is to establish and agree the basic facts about the property — its floor area, use, physical characteristics, and any other relevant details.

What You Do at the Check Stage

You submit factual information about the property through the VOA portal. This might include:

• The property's floor area and layout
• How the property is used (office, retail, warehouse, etc.)
• Any physical changes to the property since the last valuation
• Any changes in the property's condition (damage, disrepair, etc.)
• Any changes in the surrounding area that affect the property's value

The VOA will review the information you submit and may contact you with questions or to request additional evidence. They will then issue a Check decision confirming the facts as they see them.

Check Stage Deadlines

You have 16 months from the date the rating list entry was created (or from the date of any subsequent change to the entry) to submit a Check. Missing this deadline can significantly limit your options, so it is important to act promptly.

What Happens After the Check

Once the Check is complete, you will receive a decision from the VOA. If you agree with the facts as confirmed, and the rateable value has been adjusted as a result, the matter may be resolved at this stage.

If you disagree with the rateable value — even after the facts have been confirmed — you can proceed to the Challenge stage.

Stage 2: The Challenge

The Challenge is where the substantive dispute takes place. At this stage, you are arguing that the rateable value is wrong — not just that the facts are incorrect, but that the VOA's valuation of the property is too high.

Grounds for a Challenge

A Challenge must be based on one or more of the following grounds:

• The rateable value is incorrect — the most common ground; you argue that the property's annual rental value is lower than the VOA's assessment
• A material change of circumstances — a significant change in the property or its surroundings since the last valuation (physical damage, changes in the local market, new infrastructure, etc.)
• An error in the rating list — a factual mistake in how the property is described or classified

What You Need to Submit

A Challenge is a formal legal document. It must set out:

• The grounds on which you are challenging the rateable value
• The rateable value you believe is correct
• The evidence supporting your case

Evidence typically includes:

• Rental evidence — details of rents paid for the property or comparable properties at the antecedent valuation date (the date used as the basis for the current rating list, which for the 2023 list is 1 April 2021)
• Comparable assessments — rateable values of similar properties in the same area
• Physical evidence — surveys, photographs, or reports documenting the property's condition or characteristics
• Market evidence — data on rental values in the local market at the relevant date

The Challenge Negotiation Period

Once a Challenge is submitted, there is a negotiation period during which you and the VOA can exchange evidence and attempt to reach an agreed settlement. Many Challenges are resolved at this stage without the need for a formal hearing.

If agreement cannot be reached, the VOA will issue a Challenge decision. If you disagree with that decision, you can proceed to the Appeal stage.

Challenge Stage Deadlines

You have four months from the date the Check decision was issued to submit a Challenge. This is a strict deadline — missing it means you lose the right to challenge the rateable value for that rating period.

Stage 3: The Appeal

If the Challenge does not resolve the dispute, you can appeal to the independent Valuation Tribunal for England (VTE) — or the Valuation Tribunal for Wales (VTW) for properties in Wales. The Tribunal is entirely independent of the VOA and the billing authority.

How the Tribunal Works

The Tribunal hearing is a formal proceeding, though it is less formal than a court. Both sides present their evidence and arguments, and a panel of Tribunal members makes a binding decision on the correct rateable value.

You can represent yourself at a Tribunal hearing, but most appellants are represented by a rating consultant or surveyor. The technical nature of valuation arguments — and the importance of presenting comparable evidence effectively — means that professional representation significantly improves your chances of success.

What the Tribunal Can Do

The Tribunal can:

• Reduce the rateable value — if it finds the VOA's assessment is too high
• Increase the rateable value — if it finds the assessment is too low (this is rare but possible)
• Confirm the existing rateable value — if it finds the assessment is correct

Appeal Stage Deadlines

You have four months from the date the Challenge decision was issued to submit an Appeal. Again, this is a strict deadline.

Backdated Reductions: Getting Money Back

One of the most valuable aspects of a successful CCA is the potential for a backdated reduction. If your Challenge or Appeal succeeds, the reduction in rateable value applies from the date you submitted your Check — not just from the date of the decision.

This means that if you have been overpaying rates for months or years while the process has been ongoing, you may be entitled to a significant credit or refund. The billing authority is required to adjust your account accordingly.

This backdating effect is one of the strongest arguments for acting promptly. The sooner you submit your Check, the further back any successful reduction will apply.

The 2023 Revaluation: Why Now Is the Right Time

Rateable values across England and Wales were reassessed as part of the 2023 revaluation, which took effect from 1 April 2023. The new values are based on rental evidence from 1 April 2021 — a period when the commercial property market was still recovering from the disruption of the preceding years.

Many properties were assessed at values that do not accurately reflect their true rental worth. If you have not reviewed your rateable value since the 2023 revaluation, there is a real possibility that you are overpaying — and the window for challenging the new values is open now.

Common Reasons Challenges Succeed

In our experience, the most common reasons a rateable value challenge succeeds are:

Incorrect floor area. The VOA's records are not always accurate. If the floor area used to calculate your rateable value is larger than the actual floor area of your property, a correction can produce a significant reduction.

Incorrect use classification. Different types of commercial property are valued using different methods. If your property has been classified incorrectly — for example, as a higher-value use than it actually serves — the rateable value may be inflated.

Comparable properties assessed at lower values. If similar properties in the same area are assessed at a lower rateable value per square metre, that is strong evidence that your assessment is too high.

Physical condition. If your property has structural issues, is in poor repair, or has suffered damage, its rateable value should reflect that. Many owners do not realise that condition is a relevant factor in the valuation.

Changes in the local market. If the area around your property has changed significantly since the last valuation — new competition, changes in footfall, infrastructure works — the impact on rental values may not have been reflected in the assessment.

Common Mistakes That Undermine a Challenge

Submitting a Challenge without adequate evidence. A bare assertion that the rateable value is too high is unlikely to succeed. You need comparable rental evidence and, where relevant, physical evidence about the property's condition.

Missing deadlines. The CCA process has strict time limits at every stage. Missing a deadline can close off your options entirely for the current rating period.

Agreeing to an incorrect Check decision. The Check stage is about facts, but the facts matter. If the VOA's records contain errors — wrong floor area, wrong use classification — correcting them at the Check stage is essential before proceeding to a Challenge.

Underestimating the complexity of the process. The CCA process involves technical valuation arguments, legal procedural requirements, and strict deadlines. Many ratepayers who attempt to navigate it alone find themselves at a disadvantage against the VOA's experienced valuers.

Why Use a Specialist Consultant?

An IRRV-qualified rating consultant brings three things that make a material difference to the outcome of a CCA:

1. Valuation expertise — the ability to identify comparable evidence, assess the strength of your case, and present technical arguments effectively
2. Procedural knowledge — familiarity with the CCA process, its deadlines, and the requirements at each stage
3. Negotiation experience — most Challenges are resolved through negotiation with the VOA; an experienced consultant knows how to negotiate effectively

At Hexagon Commercial Rating Consultants, we handle the entire CCA process on your behalf — from the initial Check submission through to Tribunal if necessary. We work on a strictly no win, no fee basis: our fee is 20% of any savings or credits we achieve. If we do not reduce your liability, you pay nothing.

Get a Free Assessment

If you think your business rates bill might be too high, the first step is a free assessment of your rateable value. We will review your current assessment, identify comparable evidence, and give you an honest view of whether a challenge is likely to succeed — and by how much.

Call us on 01707 880873, email [email protected], or use the contact form on our website to get started.