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If TUPE is confirmed, send this model letter to any affected employee to request that they check their personal information before you send it to the incoming employer.
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
TUPE transfer
I write regarding the transfer of [old department/company name] to [new company name], following which the employees within [old department/company name] will transfer to [new company name].
We are required to provide the incoming employer with accurate employee personal information no later than 28 days prior to your transfer. I would therefore be grateful if you could review and make any appropriate changes to the personal data below, and return this letter to me no later than [date].
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An outgoing employer should ask any affected employee to check their personal information before they send it to the incoming employer for several reasons:
Accuracy: The outgoing employer wants to ensure that the employee's personal information is accurate and up-to-date before it is transferred to the incoming employer. This helps to avoid any potential errors or discrepancies in the employee's personal information that could cause problems later on.
Privacy: The outgoing employer wants to ensure that the employee's personal information is only shared with the incoming employer to the extent that it is necessary for the business transfer or outsourcing. By asking the employee to check their personal information, the outgoing employer can ensure that the employee is aware of what personal information is being shared and can raise any concerns if necessary.
Compliance: The outgoing employer has a legal obligation to comply with data protection laws and ensure that personal information is transferred securely and in accordance with the law. By asking the employee to check their personal information, the outgoing employer can ensure that they are complying with their legal obligations and avoid any potential breaches of data protection laws.
Transparency: By involving the employee in the process of transferring their personal information, the outgoing employer can demonstrate transparency and openness in the business transfer or outsourcing process. This can help to build trust and confidence with the employee, who may be anxious about the transfer of their employment.
Overall, asking affected employees to check their personal information before it is transferred to the incoming employer is an important step in ensuring that the transfer process is smooth, compliant with the law, and respectful of employees' privacy and personal information.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the TUPE request to check personal information letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
If TUPE is proposed, send this model letter template to the outgoing employer to detail measures that will be taken in connection with the transferring employees.
If TUPE is proposed, send this model letter to the outgoing employer to request employee liability information.
The General Data Protection Regulation (GDPR): Employers must ensure that they comply with the GDPR when processing personal data of employees. This includes obtaining valid consent, providing employees with information about the processing of their personal data, and ensuring that their data is processed lawfully, fairly, and transparently.
The Data Protection Act 2018: Employers must ensure that they comply with the Data Protection Act 2018, which supplements the GDPR and provides additional requirements for the processing of personal data.
The Employment Rights Act 1996: The request to check personal information letter should inform the employee of their rights under the Employment Rights Act 1996, including the right to access personal data held by the employer.
The Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE): Employers must ensure that they comply with the requirements of TUPE, including the obligation to inform and consult with affected employees.
In addition to these laws, employers should also consider any relevant collective agreements or contractual terms that may apply to affected employees. The request to check personal information letter should be clear and comprehensive, providing all relevant information about the processing of personal data and the employees' rights in relation to this.
Outgoing employers are under a legal obligation to provide employee information to an incoming employer in a TUPE transfer at least 28 days prior to the transfer. The information must be accurate as as at a date no more than 14 days before the date of the letter.
If the information you provide is inaccurate, the incoming employer could bring a claim against you for compensation.
Yes. This template has been designed for organisations of all sizes, including small businesses, charities and growing employers. It follows UK employment law best practice and can be adapted to suit your organisation.
Our templates are developed with UK employment legislation, Acas guidance and HR best practice in mind and are reviewed and updated as relevant requirements change. However, every employment situation is different, so the template should be adapted to the circumstances and checked against the employee's contract and your organisation's procedures before use.
Yes, we highlight the areas of the document 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.
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable format (such as .doc or .xls) so you can customise them easily, and in PDF format for easy sharing.
If you're looking for broader support, we also offer toolkits and library bundles that include the TUPE request to check personal information letter template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
AI can produce a document quickly, but effective HR documentation needs to be more than well-written words. It needs to reflect relevant UK employment law, HR best practice, practical considerations and the circumstances in which it will be used. These resources have been professionally developed around that wider HR context, drawing on extensive practical experience, rather than simply generating a generic document from a prompt.
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.
"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."
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