First individual redundancy consultation meeting invitation letter template
Supporting information
If you need to initiate redundancy consultation with an employee who has been provisionally selected for redundancy, send this model letter to invite them to a redundancy consultation meeting.
This letter also details the background and rationale for the proposal(s), the summary of proposal(s), the potential implications for the employee and the method of selection.
First individual redundancy consultation meeting invitation letter
[Add Logo]
[Company name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Re: Proposed (change e.g. merger of...)
I refer to our informal discussions on [date(s)] [and the briefing on [date]] regarding the above proposal(s). I write to confirm that this letter marks the beginning of a [number of days] day period of formal consultation with staff affected by the proposal(s). This period of consultation will end on [date].
I am writing to explain how the proposed change(s) will affect you, and to invite you to submit any comments or questions you may have on the method of implementing the new structure, or on your own personal situation. I am conscious of how important it is to use the insight and suggestions of those directly involved in this [area/ service/ discipline] to inform and refine my plans and I would welcome therefore, any comments or suggestions you have. Your feedback can be given directly to me or HR Services.
Background and rationale for the proposal(s)
[Briefly summarise reason for change]
Summary of proposal(s)
[Briefly summarise proposal].[I attach a copy of the consultation document and draft job descriptions for your information.]
Implications for your post
Unfortunately, the effect of the proposal(s) is that your current post as [Job Title of employee] will cease to exist and I must advise you that you are at risk of redundancy.[ You will however be invited to apply for posts in the new structure and have been ring fenced against [Job title of post ring fenced to]. I enclose copies of the draft Job Descriptions for your information.
If you wish to apply for more than one post, you will be asked to express a preference in your application.
You are of course, welcome to apply for any other available posts within the structure if you wish and you will be informed when these are being advertised. Please be aware however, that in instances where a particular post has been ring fenced to one or more individuals, then their applications will be considered in advance of any other staff who is at risk but not ring-fenced to that post.
Method of selection
It is anticipated that applications for new roles will be invited by letter. I will write to you again, after the consultation period has ended, to provide further details about the recruitment process and how to apply. On completion of interviews successful applicants will be advised of their start date in the new role.
An interview panel will assess candidates against the criteria outlined in the person specification for the new roles on the basis of their written application, performance at interview, and performance at any appropriate selection tests used.
If you are not successful, you will be issued with notice of redundancy. However, efforts will be made to identify redeployment opportunities within the College. If you choose not to apply for a position in the new structure, you will become redundant and formal notification will be issued accordingly.
Applications for other posts
If you decide to apply for internal vacancies, normal short-listing procedures will be applied, and applications tested against the job description and person specification.
All interview panels will assess candidates on the basis of their written application, performance at interview and performance on selection tests where these are considered appropriate. When applying for internal vacancies, it would be helpful if you highlight your 'at risk' status in your application.]
Individual Consultation Meeting
I appreciate that you may wish to discuss your options and the process, and therefore, I have arranged to meet with you for a confidential discussion on [Date] in [Location]. A representative from HR will be present at the meeting. You may also be accompanied to the meeting by a work colleague or Trade Union representative.
I understand that this is a difficult period for you and should you wish to discuss any aspects of this process, you are welcome to contact HR Services.
Restricted before purchase.
Restricted before purchase.
Yours [faithfully | sincerely],
[Sender name]
[Sender job title]
[Sender telephone]
[Sender email]
[For, and on behalf of [Company name] ]
What is this for?
A first individual redundancy consultation meeting invitation letter is sent to an employee who is at risk of redundancy. The purpose of the letter is to invite the employee to a meeting to discuss the possibility of redundancy and to explore any potential alternatives.
It is important to note that the first individual redundancy consultation meeting invitation letter is just the first step in the redundancy consultation process. The employer is required to follow a fair and transparent process when considering redundancies, which includes consulting with affected employees and exploring alternatives to redundancy before making any final decisions.
Extended guidance
Employment law compliance
There are several key employment laws that employers in the UK should consider when issuing a first individual redundancy consultation meeting invitation letter. Here are some of the most important ones:
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The Employment Rights Act 1996: This legislation outlines the rights of employees in relation to redundancy, including the requirement for employers to consult with affected employees.
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The Equality Act 2010: This act prohibits discrimination on the grounds of certain protected characteristics, such as age, gender, race, disability, and sexual orientation. Employers must ensure that their redundancy selection process does not discriminate against employees on any of these grounds.
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The Trade Union and Labour Relations (Consolidation) Act 1992: This act sets out the legal framework for collective consultation in the event of redundancies. If an employer is proposing to make 20 or more employees redundant within a 90-day period, they must engage in collective consultation with any trade union or employee representatives.
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The ACAS Code of Practice on Disciplinary and Grievance Procedures: This code provides guidance on good practice for conducting consultation meetings and handling redundancies. Employers should aim to follow this code to ensure that their procedures are fair and reasonable.
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The Working Time Regulations 1998: This legislation sets out the maximum number of hours that employees can work each week, as well as minimum rest breaks and annual leave entitlements. Employers must ensure that any changes to working patterns or hours as a result of redundancy do not breach these regulations.
If you are making up to 19 redundancies, there are no rules about how you should carry out the consultation, although it is good practice to consult with anyone at risk of redundancy before any final decision is made.
If you are making 20 or more redundancies at the same time, consultation should take place with a representative (rep).
There is no time limit for how long the period of consultation should be, but the minimum is:
- 20 to 99 redundancies - the consultation must start at least 30 days before any dismissals take effect
- 100 or more redundancies - the consultation must start at least 45 days before any dismissals take effect (90 days in Northern Ireland)
Documentation sequence
Redundancy questionnaire form template
Our Redundancy Questionnaire Form template gathers essential information from employees, ensuring thorough understanding and compliance.
Redundancy selection criteria matrix form template
Use this model redundancy selection criteria matrix to set out the criteria that will be applied in deciding which employees to make redundant.
