Contract variation proposal letter template
If you wish to vary an employee's contract / terms and conditions, issue this model letter template as a proposal of the variation, and to request a meeting to discuss.
- 1 page / 168 words
- Instantly download as Word / PDF / plain text
- Suitable for worldwide use (but check local legislation)
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
Contract variation proposal letter
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Following the [group/department/team] meeting on [date], you will be aware that [Company] is proposing a change to your terms and conditions of employment.
The proposed variation is [describe the variation in detail, such as a reduction in salary, new working hours, or a change of workplace].
The rationale for the change
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When an employer needs to make contractual modifications to an employee's terms and conditions, they should always do so after consulting and agreeing with the employee(s).
Employers might occasionally be justified in unilaterally modifying workers' terms and conditions by terminating their contracts and re-hiring them on new terms and conditions under extreme situations, when there are legitimate and compelling business demands and agreement cannot be achieved.
'Fire and rehire' procedures should be used only as a last resort if revisions to employment contracts are critical and voluntary agreement is not available.
Flowchart
Flowchart
Check which resources should be implemeted before and/or after the Contract variation proposal letter template, to understand the workflow.
Consultation meeting on proposed contract variation script
Use this if you require a robust and practical Consultation meeting on proposed contract variation script.
Frequently Asked Questions
Frequently Asked Questions
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Can I use this Contract variation proposal letter template for small businesses?
Yes. The Contract variation proposal 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 Contract variation proposal letter template compliant with 2025 UK employment law?
Absolutely. All 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 this Contract variation proposal letter template 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 to the Contract variation proposal letter template?
Yes. Once purchased, you'll be able to download the Contract variation proposal letter template 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 a full HR toolkit, not just the Contract variation proposal letter template?
If you're looking for broader support, we also offer toolkits and library bundles that include the Contract variation proposal letter template along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need a complete HR library.
