Name: TUPE welcome letter template | Aug 26
Brand: HRDocBox
SKU: HRDBOX-107
Price: 14.99 GBP
Availability: InStock

What's included in this template?

This template brings together the key information, sections and considerations you need to create a clear, comprehensive and professional HR document. Preview the document below.

Welcome message following the TUPE transfer
Transfer date confirmation
Information about the new employer
Continuity and employment arrangements
Practical information for employees
HR contact details

Specifications

Template

[Sender name]

[Sender address]

[date]

[Recipient name]

[Recipient address]

Dear [Recipient first name],

Welcome following TUPE transfer

We are pleased to welcome you to [New Company Name] following the transfer of your employment from [Previous Employer Name] under the Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE).

Your employment transferred to [New Company Name] on [Transfer Date].

We recognise that transferring to a new employer can involve a period of change and we want to make the transition as straightforward as possible. We are committed to supporting you and providing you with

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What is a TUPE welcome letter?

A TUPE welcome letter is used by an incoming employer to formally welcome employees whose employment has transferred under the Transfer of Undertakings (Protection of Employment) Regulations 2006. It provides a positive first communication following the transfer and helps employees understand what happens next.

The letter can confirm the transfer date, introduce the new employer and provide practical information about reporting arrangements, working locations, payroll, systems and key contacts.

What is it used for?

The letter provides a clear communication point following completion of the transfer. It can help reassure employees that the organisation understands the transition and has arrangements in place to support them.

It can also be adapted to include information specific to the transferring workforce, such as changes to administrative arrangements or details of induction and integration activities.

Who should use it?

The template is designed for employers and HR professionals taking responsibility for employees transferring into their organisation under TUPE. It can also be used by managers involved in welcoming and integrating a transferring workforce.

When should it be issued?

The letter is most appropriate following the transfer, once the employer has confirmed the arrangements that need to be communicated to employees. It should complement, rather than replace, the formal information and consultation process required before a TUPE transfer.

Example

A facilities contract transfers from one service provider to another, resulting in a group of employees transferring to the incoming provider under TUPE.

Before the transfer, the outgoing and incoming employers have completed the required information and consultation arrangements. On the transfer date, the incoming employer provides each transferring employee with a TUPE Welcome Letter.

The letter confirms the transfer date, welcomes employees to the new organisation and provides practical information about their manager, workplace, payroll arrangements and HR contact. It also reassures employees that their employment has transferred under TUPE.

The HR team then follows up with induction information and remains available to answer questions as employees become familiar with the new organisation.

The wider HR process

Related HR resources and workflow

Explore the HR resources that may be relevant before and / or after using the TUPE welcome letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.

TUPE goodbye letter

Our TUPE Goodbye Letter template ensures a smooth transition for employees affected by TUPE, providing them with essential information and support.

This

TUPE welcome letter

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Implementation guidance

Use these best practice actions, recommended timescales and process stages to understand when and how the TUPE welcome letter should be used, helping ensure each step is handled consistently and appropriately documented.

Step	Description	Responsibility	Timing (Days from Issue)
1	Confirm the Transfer: Confirm the TUPE transfer date, transferring employees and the practical arrangements that will apply following the transfer.	HR / Management	Day -14 to Day -7
2	Prepare Employee Information: Identify the information employees need following the transfer, including reporting arrangements, locations, payroll, systems and key contacts.	HR / Management	Day -7 to Day -3
3	Complete the Welcome Letter: Customise the template for the transferring workforce and check that all information accurately reflects the arrangements following the transfer.	HR	Day -3 to Day 0
4	Issue the Welcome Letter: Provide the letter to transferring employees and explain any immediate practical arrangements or changes they need to understand.	HR / Manager	Day 0 to Day 1
5	Support the Transition: Maintain appropriate communication with employees, provide further information and support onboarding and integration into the new organisation.	HR / Management	Day 1 onwards

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Common mistakes

Understand the common mistakes to avoid when using this HR template, helping you reduce risk, prevent unnecessary costs and ensure the process is handled correctly.

Using the welcome letter as a substitute for the required TUPE information and consultation process.
Suggesting that employees are starting completely new employment with the incoming employer.
Introducing changes to terms or working arrangements without considering the TUPE rules.
Including information in the letter that conflicts with what was communicated during consultation.
Failing to provide clear practical information about the employee's new working arrangements.
Sending the letter before the post-transfer arrangements have been properly confirmed.

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HR considerations

UK employment law and best practice

This template is designed to support the process, but the document should be used alongside the relevant HR procedure and applied to the circumstances of the individual case.

A TUPE welcome letter sits within a wider legal process. The Transfer of Undertakings (Protection of Employment) Regulations 2006 protect employees when a business, undertaking or service transfers to a new employer. A welcome letter should therefore support the transfer process rather than be used as a substitute for the statutory information and consultation requirements.

Protection of employment

TUPE generally provides for employees assigned to the transferring business or undertaking to transfer to the new employer with their employment rights and obligations preserved, subject to the specific provisions and exceptions within the regulations.

The welcome letter should therefore be carefully worded so that it does not inadvertently suggest that employees are starting new employment or that their existing contractual rights have simply been replaced by the incoming employer.

Information and consultation

TUPE contains specific obligations concerning the provision of information and, where applicable, consultation with appropriate employee representatives. Employers should ensure that these requirements are addressed as part of the transfer process.

ACAS guidance recommends that employers communicate clearly with employees about what the transfer means for them and provide appropriate information throughout the process. A welcome letter can form part of this wider communication approach.

Measures following the transfer

Where the incoming employer envisages taking measures in relation to transferring employees, TUPE requires appropriate information to be provided and consultation to take place with the relevant representatives.

Any changes described in a welcome letter should therefore be consistent with the information and consultation process and should not introduce significant new measures without the appropriate process having taken place.

Employment terms

Employers should take care when communicating changes to contractual terms following a TUPE transfer. TUPE places restrictions on certain changes to employment terms where the reason for the variation is the transfer itself, subject to the circumstances and statutory rules applying.

The welcome letter should therefore distinguish between confirming existing arrangements and introducing any genuinely new arrangements that have been properly considered through the TUPE process.

Practical communication

Good practice is to make post-transfer communication clear, reassuring and practical. Employees should understand who their employer is, who they report to, where they need to work and who they should contact with questions.

The letter should complement the wider onboarding process and should be consistent with the employee's contractual information, the information provided during consultation and the arrangements that actually apply following the transfer.

You may also need these resources

FAQs

Does a TUPE welcome letter replace consultation?

No. TUPE information and consultation requirements must be dealt with separately where they apply. A welcome letter is a post-transfer communication tool that can help employees understand the practical arrangements following the transfer.

Do employees start a new period of service when they transfer under TUPE?

Generally, no. TUPE is designed to protect continuity of employment and the employee's existing employment rights when the relevant transfer takes place. The letter should therefore be consistent with the employee's transferred employment position.

Can I use the letter to tell employees about changes after the transfer?

You can provide appropriate practical information, but any proposed measures or changes need to be considered within the TUPE process. ACAS guidance recommends clear communication and appropriate consultation where changes are proposed.

Why use HRDocBox for a TUPE welcome letter?

HRDocBox combines deep HR knowledge, practical application and years of experience with UK employment law and real workplace situations. The template provides a structured starting point for communicating with employees at a sensitive stage of the transfer process.

Why use HRDocBox rather than asking AI to create the letter?

AI can produce a reassuring welcome letter, but TUPE communication needs to reflect the legal position, the transfer process and what has actually been communicated to employees. HRDocBox combines employment-law knowledge, practical HR experience and purpose-built documentation.

How much should I say in a TUPE welcome letter?

The letter should contain enough practical information to make the immediate post-transfer position clear without attempting to reproduce the entire TUPE consultation documentation. Keep it focused on welcoming employees, confirming the transfer and explaining what they need to know next.

How this content is developed and reviewed

The TUPE welcome letter template 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 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.

About the author

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 tupe 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.

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