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Policies, contracts, letters, guidance and HR support tools for UK employers.
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View full libraryManage changes to employee terms and conditions with a complete, practical set of HR templates covering proposals, consultation, agreement, communication and documentation — helping you follow a clear, consistent and defensible process.
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If you're dealing with several HR issues, buying individual templates can quickly add up. Get access to the complete HRDocBox library instead, with practical, ready-to-use HR resources covering recruitment, contracts, performance, absence, employee relations, policies, disciplinary procedures, redundancy and more.
Comprehensive guide for UK employers navigating TUPE transfers, harmonising terms & conditions post-transfer for fairness & compliance.
Comprehensive guide for UK organisations transitioning to a 4-day week, providing step-by-step strategies, legal insights, and employee engagement tips.
Our Guide to Increasing an Employee Notice Period provides step-by-step instructions to navigate the process, ensuring legal compliance and smooth transitions.
A manager’s guide showing how to propose and implement contract variations fairly and compliantly with UK employment law.
A clear Garden Leave Policy template outlining employer and employee obligations during notice periods when garden leave is applied.
Our Agreement to Employee Request to Take a Second Job Letter Template acknowledges and approves an employee's request to take on a second job, ensuring clarity and mutual understanding of expectations.
Our Career Break Agreement Letter template streamlines the process, making it easy to establish the terms and conditions for a successful career break.
Career break request letter for employees requesting an agreed period away from work, including proposed dates, reasons and return-to-work arrangements.
Changes to Terms and Conditions of Employment Letter for UK employers to explain proposed or agreed contractual changes, reasons, effective date and new terms.
Our Job Transfer Confirmation Letter template assures a clear and formal communication, fostering employee confidence in successful transitions.
This Contract Variation – No Change After Consultation Letter template allows employers to formally communicate the outcome of a contractual consultation process, confirming that the employee’s existing terms and conditions will remain unchanged.
Contract variation agreement letter for UK employers confirming agreed changes to employment terms, effective dates and continuing contractual conditions.
Contract variation agreement for UK employers recording an adjusted proposal, agreed employment terms, effective date and continuing contractual conditions.
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.
Director resignation letter template for UK companies, confirming a director's decision to resign, effective date, notice arrangements and formal handover.
If discussions further to consultation have not resulted in an agreement, issue this model letter template to terminate the employee and offer re-engagement on the new terms.
Our Dismissal and Re-Engagement Proposal Letter Template assists in proposing changes while complying with UK employment regulations.
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An internal applicant offer letter is essential to confirm the terms of a new position, avoiding any misunderstandings and ensuring a smooth transition.
Our internal job opportunity notification letter template facilitates seamless communication about internal job openings, enhancing employee mobility and engagement.
Our Manager Change Notification Letter Template facilitates seamless communication during managerial transitions, ensuring clarity and continuity.
Promotion notification letter for UK employers confirming an employee's new role, salary, responsibilities, effective date and revised employment terms.
Our Promotion to interim role confirmation letter template ensures clear communication of interim responsibilities, reducing confusion and enhancing role transition.
Our Proposal to Increase Notice Period Letter Template helps you navigate requesting longer notice periods for smoother transitions.
Reporting lines change notification letter template for UK employers.
Resignation early release agreement letter template for UK employers.
Temporary Promotion Letter template for UK employers confirming a temporary promotion, additional responsibilities, pay, duration, reporting line and return arrangements.
Our Working Time Regulations Opt-Out Letter template enables employees to formally opt out of certain working time regulations, maintaining legal compliance and clear communication.
A Conflict of Interest refers to a situation where an employee’s personal interest might contradict the interest of the company they work for.
This document is used where the Employee wishes to update some of their personal details.
Use this model agreement to allow an employee to choose to work more than an average 48 hours a week.
Confidentiality Agreement covering confidential information, permitted use, information security and confidentiality obligations during and after employment.
A clear and customisable Contract for Services template to outline terms when engaging independent contractors or freelancers.
A non-solicitation clause preventing former employees from encouraging colleagues or contractors to leave the business for a specified period after employment ends.
Our NDA template streamlines the process of protecting sensitive information, ensuring legal compliance and safeguarding your interests.
Our Secondment Agreement simplifies temporary employee assignments, ensuring legal compliance and smooth transitions for all parties involved.
Our Technical Agreement for Locum Pharmacist Services ensures compliance and clarity in the provision of temporary pharmacy staffing solutions.
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A comprehensive cleaner duties and cleaning instructions document outlining daily, weekly, and monthly cleaning responsibilities, hygiene standards, and health and safety requirements.
This harmonisation plan template outlines the steps to create a consistent and compliant employment contract template for all employees.
More than just templates, the Terms and conditions Knowledge Hub brings together practical HR guidance, real-world experience and tried-and-tested resources to help you understand the subject, manage it effectively and make informed decisions.
Employment terms and conditions define the contractual arrangements that govern an employee's relationship with the organisation. The subject covers employment terms, contractual changes, variations to contract, working hours, pay, duties, notice and employee consultation, and forms an important part of effective people management and, where relevant, workplace compliance.
For employers, getting this area right involves more than having a policy or form in place. Changes to terms should be handled carefully because contractual variation may require consultation, agreement or another lawful process depending on the circumstances. Clear records help ensure employees understand what has changed and when it takes effect. The process should be proportionate to the circumstances, applied consistently and supported by accurate records so that managers understand what to do and employees understand what is expected of them.
The Terms and conditions Templates Toolkit brings these requirements together in a practical collection of HR documents covering contract variations, consultation communications, revised terms, acknowledgements and supporting records. The templates are designed to support the key stages of the process, from planning and communication through to meetings, decisions, follow-up actions and record keeping.
This approach can help employers improve consistency between managers, reduce avoidable administration and create a clearer audit trail. It can also help organisations identify issues earlier, make better-informed decisions and manage the employee experience more effectively.
HRDocBox templates are developed from practical UK HR experience and are designed around the processes employers and HR professionals actually need to manage. The content takes account of relevant UK employment law, ACAS guidance and established HR practice, while recognising that individual circumstances and organisational policies will determine how a particular situation should be handled.
HRDocBox regularly reviews and updates its template library as employment law, ACAS guidance and practical HR requirements develop. This means employers have a professionally considered starting point that can save the time and effort involved in creating, maintaining and continually reviewing their own HR documentation from scratch. Templates should still be tailored to the organisation's circumstances and used alongside its own policies, procedures and appropriate professional advice where required.
A terms and conditions process provides a structured way to manage proposed changes to an employee's employment arrangements. It will typically follow these key stages:
Contractual changes need care. Do not assume that a significant change can simply be imposed without considering the existing terms and circumstances.
Understand the common mistakes employers can make when managing this area of HR, helping you reduce risk, prevent unnecessary costs and ensure the process is handled fairly, consistently and correctly.
Here we show you which resources to use to effectively implement changes to an employee's contract, taking into account the different decisions and directions that are likely / possible.
Following this flowchart will ensure that you factor in all eventualities, follow legal / code of conduct or best practice processes, communicate effectively, and reduce the risk of things going wrong.
A business proposes changed working hours. HR checks the contract, consults affected employees, considers alternatives and equality implications, and documents any agreed variation.
The manager and HR then follow the relevant terms and conditions process, making sure the facts are established, responsibilities are clear and the employee or other parties involved understand what is expected. Key decisions, evidence and actions are recorded so that the business has a clear and proportionate record of how the matter was handled.
The position is reviewed afterwards rather than treating the initial action as the end of the process. Any outstanding actions, training, support, adjustments, payments, documentation or follow-up meetings are given clear ownership and timescales. This helps the organisation demonstrate consistent practice, identify recurring issues and reduce the risk of the same problem happening again.
Terms and conditions set out the rights, responsibilities and arrangements governing the employment relationship. They can cover pay, hours, holiday, duties and benefits.
Sometimes, but the appropriate approach depends on the nature of the term, the contract and the circumstances. Employers should consider whether consultation or agreement is required.
Yes. Material changes should be clearly documented and communicated, and employers must provide updated written particulars where required.
An employee may not agree to a proposed contractual change. The consequences depend on the circumstances and proposed change.
Consultation allows employees to understand proposed changes and gives them an opportunity to raise questions or concerns.
HRDocBox combines real-world HR experience, subject-matter expertise and commercial understanding to support effective terms and conditions management with practical, tried-and-tested resources. With instant access, editable documents, ongoing updates and 12 months' access, you get practical HR support when you need it.
How this content is developed and reviewed
The Terms and conditions templates toolkit is developed using a practical HR methodology that considers current UK employment legislation, ACAS guidance, CIPD good practice and the real-world HR process it supports. Templates and supporting information are regularly reviewed and updated, with additional reviews triggered by significant changes to legislation, guidance or established HR practice, helping ensure each document remains practical, relevant and suitable for UK employers.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.
He has extensive practical experience of managing terms and conditions HR processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
HRDocBox has been creating practical UK HR documents since 2009.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
Whether you employ 5 people or 50, hrdocbox gives you the structure, documents and expertise needed to manage employees professionally and legally.
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