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View full libraryUse this Offer of Suitable Alternative Employment Letter to formally offer an alternative role to an employee whose current position is at risk of redundancy. It helps UK employers set out the new role, proposed terms and conditions, start date and statutory trial period, while supporting a fair and documented redundancy process.
Use this template to:
If you are managing a redundancy process, the toolkit brings together practical HR templates covering planning, consultation, selection, scoring, outcomes and termination.
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.
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Offer of Suitable Alternative Employment - [Proposed Job Title]
Private and Confidential
Further to our recent discussions regarding the proposed redundancy of your current role as [Current Job Title], we are pleased to offer you suitable alternative employment with [Company Name] in the position of [Proposed Job Title].
This offer is being made as part of our redundancy process and is intended to provide you with an opportunity to remain employed by the company in an alternative role.
Details of the proposed role
| Job title | [Proposed Job Title] |
| Department | [Department] |
| Reporting to | [Manager / Job Title] |
| Proposed start date | [Date] |
| Work location | [Location] |
| Working hours | [Days and Hours] |
| Salary | [Salary and Payment Frequency] |
| Holiday entitlement | [Entitlement and Relevant |
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When an employee's role is at risk of redundancy, an employer should actively consider whether suitable alternative employment is available. A written offer helps the employee understand the proposed role and decide whether it is appropriate for their skills, circumstances and employment needs. It also provides a clear record of the employer's proposal and the terms being offered.
This resource is intended for HR professionals, business owners and line managers managing redundancy situations. It should be used alongside the organisation's redundancy policy, consultation records, employment contracts and any applicable family-leave protections.
Suitability is assessed in the circumstances of the individual employee. Relevant factors include the duties, status, pay and benefits, working hours, location, contractual terms, skills and abilities required, and the employee's personal circumstances. A role should not be described as suitable solely because a vacancy exists or because the employee could perform some of its duties.
The offer should explain how the proposed role differs from the employee's existing position. Where there are material changes to responsibilities, hours, pay, location or benefits, these should be stated clearly so the employee can make an informed decision.
The offer should be made in writing before the employee's current contract ends. The proposed role must meet the relevant statutory timing requirements, including that it starts within four weeks of the existing role ending. The employer should clearly identify the proposed start date and the terms that will apply.
Where the statutory trial-period rules apply, the employee is generally entitled to a four-week trial period in the alternative role. A longer period can be agreed where additional training is required, but the extension must be agreed in writing and have a clear end date. HR should confirm the trial-period dates and explain what happens if either party concludes that the role is unsuitable.
Some employees have additional statutory protection during redundancy, including eligible employees who are pregnant or taking, or returning from, specified family leave. Where the legal priority rules apply, a suitable alternative vacancy must be offered to the protected employee in priority to other employees, even if another employee may appear better suited. The precise protection depends on the employee's circumstances and the applicable rules.
HR should check whether any priority protection applies before allocating a vacancy. The employer should not require a protected employee to compete or apply for a suitable alternative vacancy where the law requires it to be offered to them.
Give the employee a reasonable opportunity to consider the offer, ask questions and discuss any concerns. Record their response, any agreed changes and the final terms. If the employee declines the offer or the trial period is unsuccessful, HR should assess the reasons and explain the next steps, including any implications for the redundancy process and redundancy pay.
Do not assume that refusal automatically removes the employee's right to redundancy pay. Whether a refusal is unreasonable depends on the facts and the suitability of the role. Obtain HR or legal advice before making a decision about entitlement.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Offer of suitable alternative employment letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
This Redundancy Confirmation Letter provides formal written confirmation that an employee's employment will end by reason of redundancy following completion of the redundancy consultation and selection process.
A Successful Alternative Employment Trial Period Confirmation Letter is used to confirm that an employee has successfully completed a trial period in an alternative role and that the Company has agreed that they will continue in the position.
Use these best practice actions, recommended timescales and process stages to understand when and how the Offer of suitable alternative employment letter should be used, helping ensure each step is handled consistently and appropriately documented.
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.
Where a suitable alternative vacancy must be offered, the employer should offer it directly rather than require the employee to apply. If several employees are interested, HR must check whether any priority protection applies and otherwise follow an appropriate fair process.
Suitability depends on the employee's circumstances and the role's duties, status, pay and benefits, hours, location, contractual terms, skills and abilities required. Explain the differences from the existing role and record the assessment. A vacancy is not automatically suitable simply because it is available.
The statutory trial period is generally four weeks, normally starting after the employee's notice period has been worked and the previous contract has ended. A longer period may be agreed where additional training is needed, but the extension must be agreed in writing and have a clear end date.
Not automatically. An employee who unreasonably refuses an offer of suitable alternative employment may lose statutory redundancy pay entitlement, but a reasonable refusal may preserve it. The employer must consider the suitability of the role and the employee's reasons. Obtain HR or legal advice before deciding the outcome.
HRDocBox provides practical, customisable HR resources designed to help UK employers manage recruitment, redundancy and employee relations consistently. This template gives you a structured starting point for documenting the offer and the trial period, while prompting the checks needed before the letter is issued.
HRDocBox provides a ready-to-adapt format with the key information and process reminders in one place. AI can help tailor the wording, but it cannot establish whether a particular role is suitable, whether priority protection applies or whether the offer meets the employee's contractual rights without the relevant facts being checked. Always verify the legal position and the employee's circumstances.
How this content is developed and reviewed
The Offer of suitable alternative employment 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 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 redundancy 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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