P45 replacement letter template

£ 15

Our P45 Replacement Letter Template ensures prompt resolution of P45 errors, minimizing confusion and inconvenience for both employees and the company.

This model letter can be used as a standalone statement of earnings, or after a request from an employee of a copy of a lost P45.

What is this letter for?

A P45 replacement letter is a letter issued by an employer to an employee who has lost their original P45 document or did not receive it when they left their employment. A P45 is a document issued by an employer when an employee leaves their job, which contains information about their earnings and tax deductions during their employment.

The P45 replacement letter serves as a replacement for the original P45 document and provides the employee with the necessary information about their earnings and tax deductions. The letter usually contains the employee's name, address, national insurance number, date of leaving employment, and details of their earnings and tax paid during their employment.

It is important for employers to issue a P45 replacement letter promptly when an employee requests it or when the employer becomes aware that the employee did not receive their original P45. This is because the employee may need the P45 replacement letter to provide to their new employer or to claim any tax refunds that they are entitled to.

  • The Employment Rights Act 1996: This act sets out the rights and responsibilities of employees and employers, including the right of employees to receive a P45 when they leave employment. When issuing a P45 replacement letter, it is important to ensure that the employee's rights are respected and that they receive the correct documentation.

  • The Data Protection Act 2018: This act regulates the processing of personal data and provides individuals with certain rights over their personal data. When issuing a P45 replacement letter, it is important to ensure that any personal data is processed in accordance with the act and that the employee's rights are respected.

  • The National Minimum Wage Act 1998: This act sets out the minimum wage rates that must be paid to employees. When issuing a P45 replacement letter, it is important to ensure that any final payments made to the employee, such as outstanding wages or holiday pay, comply with the requirements of the act.

  • The Equality Act 2010: This act prohibits discrimination, harassment, and victimisation on the basis of various protected characteristics, such as age, race, gender, and disability. When issuing a P45 replacement letter, it is important to ensure that the letter does not contain any discriminatory language or actions.

P45's are not able to be replaced once issued due to HMRC regulations.

Practical example


XYZ Limited, a UK-based company, is required to issue a replacement for a lost or missing P45 form for an employee who has recently left the company. HR Manager Sarah is responsible for drafting a replacement P45 letter to fulfil this requirement

Initial Response

Sarah receives the request for a replacement P45 letter from the former employee and verifies the details provided to ensure accuracy.

Drafting the Letter

Sarah carefully drafts a replacement P45 letter, ensuring it is professional, concise, and compliant with HMRC regulations. The letter should acknowledge the request for the replacement P45 and provide the necessary information typically found on the form.

Content of the Letter

The replacement P45 letter serves as a substitute for the official P45 form and includes all the relevant information required by HMRC. This includes the employee's personal details, tax code, details of employment termination, and earnings during the tax year.

Sending the Letter

Once the letter is finalised, Sarah sends it to the former employee via email or post, ensuring timely delivery. She may also provide guidance on how to use the replacement letter for tax purposes and advise the employee to keep it for their records.

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Reading time icon
Time to read / prep / use
5 mins
Document specs icon
Word count / length
96 words, 1 page A4
Date last reviewed icon
Date last reviewed
1 June 2024
p45 replacement letter template

P45 replacement

[Company name]

[Sender address]



[Recipient name]

[Recipient address]


Dear [Recipient first name],


Statement of Earnings

Further to your request, [I am unable to provide a duplicate P45 due to HMRC regulations, so] I am providing you with the information below which is a statement of your earnings with this Company for [this tax year | tax year [month and year] to [month and year]].

Period: [period start date] to [period end date]

NI Number: [number | Not Known]

Taxable Earnings: £[earnings]

Tax Paid: £[tax]

NI Contributions: £[ni]

Tax code at leaving: [tax code]

Tax month of leaving: [month]

If you require any further assistance, please do not hesitate to contact me.

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Yours [faithfully | sincerely],



[Sender name]

[Sender job title]

[Sender telephone]
[Sender email]

Why choose our P45 replacement letter template?

Our content:

Is easy to edit and execute, with comprehensive implementation guidance.
Is designed by accredited, experienced HR practitioners.
Maintains your compliance with ACAS guidelines, legislation, and industry best practices.
Includes 12 months access to your purchase, with email alerts if updated or expanded.

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