Pay or salary freeze notification letter template
Our Pay or Salary Freeze Notification Letter Template helps communicate temporary freezes in employee compensation, fostering transparency during challenging times.
If you need to inform an employee that there will be no annual increase in basic salary as a result of a pay freeze, issue this model letter template as notification.
- 1 page / 197 words.
- Last updated 15/03/2023.
- Designed for United Kingdom use.
- Suitable for use in other territories; check local laws first.
- Instantly download as Word / PDF / plain text, or send by email.
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
Pay or salary freeze notification letter
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Pay freeze
We refer to clause [number] of your contract of employment which provides for [an/a discretionary] annual review of your salary in [month].
As you may be aware, there has been a recent downturn in the Company's business as a result of external economic factors.
Unfortunately, as a direct result of this, the Company has been forced to implement a
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A pay freeze notification letter informs employees of no salary increase due to various reasons.
It outlines the freeze's duration, reasons, and impacts, ensuring transparent communication and compliance with laws and contracts.
Addressing concerns and fostering employee understanding helps maintain positive relations amid the freeze.
It is usually delivered to the Employee by the Employer / HR.
It should be actioned as and when required.
Compliance
Compliance
This Pay or salary freeze notification letter template incorporates relevant UK laws and HR standards, including those listed below:
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The Employment Rights Act 1996: This act sets out the rights and responsibilities of employees and employers, including the right of employees to receive notice of any changes to their pay. When issuing a pay freeze notification letter, it is important to ensure that the employee is given appropriate notice and that the notice is provided in writing.
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The Equality Act 2010: This act prohibits discrimination, harassment, and victimization on the basis of various protected characteristics, such as age, race, gender, and disability. When issuing a pay freeze notification letter, it is important to ensure that the pay freeze is applied fairly and does not discriminate against any particular group of employees.
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The National Minimum Wage Act 1998: This act sets out the minimum wage rates that must be paid to employees. When issuing a pay freeze notification letter, it is important to ensure that any pay freeze does not result in employees being paid below the minimum wage rates.
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The Employment Equality (Age) Regulations 2006: These regulations prohibit age discrimination in the workplace, including in relation to pay. When issuing a pay freeze notification letter, it is important to ensure that any pay freeze does not discriminate against employees on the basis of their age.
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The terms of the employment contract: When issuing a pay freeze notification letter, it is important to consider the terms of the employment contract, including any provisions relating to pay and any consultation requirements.
By considering these key employment laws when issuing a pay freeze notification letter, employers can ensure that they are acting fairly and legally and protecting the rights of their employees.
Timings
Timings
Follow these best practice actions to get the most from the Pay or salary freeze notification letter template, guiding you before, during, and after implementation:
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| Step | Description | Responsibility | Timing |
| 1 | Identify the need for a pay freeze due to economic challenges or other reasons. | Management | As needed |
| 2 | Review employment contracts and relevant laws to ensure compliance with pay freeze implementation. | HR and Legal | Before drafting |
| 3 | Prepare the Pay Freeze Notification Letter outlining reasons, duration, and impacts. | HR | Before sending |
| 4 | Issue the letter to all affected employees, providing a clear explanation and offering a Q&A session. | HR | Upon preparation |
| 5 | Address employee inquiries, concerns, and ensure transparency throughout the pay freeze period. | HR and Management | During the freeze |
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Pay or salary freeze notification letter template is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.
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Is this template compliant with 2025 UK employment law?
Absolutely. All of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.
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Can I customise it for my organisation?
Yes, we highlight the areas that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
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Do I get instant access?
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
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What if I need more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include this template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
