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Policies, contracts, letters, guidance and HR support tools for UK employers.
View full libraryPolicies, contracts, letters, guidance and HR support tools for UK employers.
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.
Use this toolkit to:
Toolkit contains:
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.
Employees and employers must adhere to the terms within a contract until it ends (for example, by an employer or employee giving notice or an employee being dismissed) or until the terms are changed (usually by agreement between the employee and employer).
To change a contract usually requires agreement between both parties, or reasonable notice if agreement ultimately cannot be sought.
Terms and conditions templates are essential for managing a low-risk, compliant Terms and conditions process.
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.
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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