Employee Assistance Program (EAP) introduction letter template
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Supporting information
Our Employee Assistance Program (EAP) Introduction Letter Template welcomes employees to confidential support, promoting well-being and work-life balance.
Employee Assistance Program (EAP) introduction letter
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Employee Assistance Program
[Company Name] is committed to supporting the health and wellbeing of our employees. We understand that personal and work-related problems can affect your performance, motivation, and quality of life. That's why we have partnered with [EAP Provider], a leading provider of Employee Assistance Programs, to offer you a confidential and free EAP service.
What is an EAP?
An EAP is a confidential and professional counseling and advisory service that provides support to employees and their immediate family members who are experiencing personal or work-related issues. The service is available 24/7 and is accessible through a toll-free phone number or online portal.
What services
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What is this for?
An Employee Assistance Program (EAP) introduction letter is a formal communication sent by an employer to employees to introduce and promote the benefits of an EAP service. The purpose of the letter is to inform employees of the availability of the EAP, explain the services provided (such as stress, anxiety, depression, relationship problems, addiction, bereavement / death), and encourage them to use the service as needed.
The introduction letter should convey a message of support and care for employees' wellbeing and encourage them to use the EAP service as needed.
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Employment law compliance
Here are some UK employment legislation considerations to keep in mind when implementing an Employee Assistance Program (EAP) introduction letter:
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The Equality Act 2010: This prohibits discrimination based on protected characteristics such as age, gender, race, and disability. The EAP introduction letter should be written in a way that is inclusive and non-discriminatory.
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The General Data Protection Regulation (GDPR): This governs the collection, processing, and storage of personal data. The EAP introduction letter should clearly explain how personal data will be handled and protected.
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The Health and Safety at Work etc. Act 1974: This requires employers to ensure the health, safety, and welfare of their employees. The EAP introduction letter should emphasise the employer's commitment to employee wellbeing.
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The Mental Health (Discrimination) Act 2013: This prohibits discrimination against people with mental health conditions. The EAP introduction letter should promote the EAP service as a means of supporting employees with mental health concerns.
Decision-making milestones
| Step | Description | Responsibility | Timing |
| 1 | Identify the need for an Employee Assistance Program (EAP) and obtain management approval. | HR/Management | As needed |
| 2 | Research and select a suitable EAP provider or design an in-house program. | HR | 1-2 weeks |
| 3 | Develop the EAP introduction letter outlining program benefits, services, and how to access support. | HR | 1 week |
| 4 | Review the letter with management for approval. | HR/Management | 2-3 days |
| 5 | Issue the EAP introduction letter to all employees, ensuring confidentiality and sensitivity. | HR | Within 1 day |
