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View full libraryUse this script to guide managers and HR professionals through a consultation meeting with an employee about proposed changes to their terms and conditions of employment. It provides a structured approach to explaining the proposal, listening to concerns, exploring alternatives, answering questions and recording the discussion before any final decision is made.
Use this template to:
If you are changing employee terms and conditions, the toolkit brings together practical HR templates covering proposals, consultation, agreement, communication and documentation.
Purpose of meeting
To explain the proposed change to the employee's terms and conditions, discuss the business reasons, understand the employee's views, explore alternatives and record the discussion before a decision is made.
Meeting details
| Employee name | |
| Job title / department | |
| Manager conducting the meeting | |
| HR representative, if applicable | |
| Date and time | |
| Location / meeting format | |
| Proposed contractual change |
Section A: Preparation before the meeting
Before the meeting, the manager and HR representative should:
[ ] Review the existing contractual terms and identify precisely what is proposed to change.
[ ] Understand the business reasons for the proposal and the intended benefits.
[ ] Identify who is affected and whether collective consultation or representative involvement is required.
[ ] Prepare clear information about the proposed terms, possible impact and intended timescale.
[ ] Consider alternative options and the potential consequences of not making the change.
[ ] Check whether the employee needs documents in advance, additional time to prepare or any reasonable adjustments to participate.
[ ] Arrange for an appropriate note-taker where necessary.
Section B: Opening the meeting
Suggested wording
“Thank you for attending this meeting. The purpose of today's discussion is to explain a proposed change to your terms and conditions of employment, explain why the business is considering it and hear your views before any final decision is made.
This
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A Consultation Meeting on Proposed Contract Variation Script helps managers and HR professionals conduct structured, respectful discussions with employees about potential changes to their terms and conditions of employment. It provides a practical framework for explaining why a change is being considered, understanding the employee's perspective and exploring alternatives before a decision is made.
Good consultation begins before the meeting takes place. Employers should identify the proposed changes, explain the business reasons, understand who may be affected and prepare relevant information about the practical implications. Managers should also consider whether the employee needs documents in advance, additional time to prepare or any reasonable adjustments to participate effectively.
The meeting should distinguish between a proposal and a final decision. The manager should explain what is being considered, why it is being considered and when the change might take effect if ultimately agreed or lawfully implemented. Employees should have sufficient information to understand the proposal and its potential effect on matters such as pay, hours, duties, location or working patterns.
Consultation should be a genuine two-way discussion rather than a presentation of a decision that has already been made. The script prompts managers to ask open questions, listen carefully, clarify concerns and explore practical alternatives. Any suggestions should be considered properly, with further information or follow-up discussions arranged where necessary.
A written record helps ensure that employee feedback, management responses and outstanding questions are not overlooked. The meeting should conclude with a summary of the points raised, any additional information to be provided and the anticipated next steps. The employer should explain how feedback will be considered and avoid implying that agreement has been reached unless it has genuinely been obtained.
This script can support consultation about changes to working hours, pay arrangements, duties, work location or other contractual terms. It should be adapted to the circumstances and used alongside the employment contract, relevant policies and any applicable collective consultation arrangements.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Consultation meeting on proposed contract variation script, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
This Contract Variation Agreement Letter provides a clear written record of an agreed change to an employee's terms and conditions of employment.
Use these best practice actions, recommended timescales and process stages to understand when and how the Consultation meeting on proposed contract variation script 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.
It is a meeting in which an employer explains proposed changes to an employee's terms and conditions, discusses the reasons for the proposal and gives the employee an opportunity to raise concerns and suggest alternatives before a decision is made.
No. Consultation is an opportunity for genuine discussion and consideration of feedback. Employers will generally need agreement to change contractual terms unless a lawful contractual provision or other legal basis permits the change.
The manager should explain the proposal and the decision-making process accurately. If no final decision has been made, they should say so and explain how feedback will be considered. The manager should not promise a particular outcome before the consultation is complete.
The manager should listen carefully, ask questions to understand the concern and consider any alternative suggestions. If further information or management input is required, this should be recorded and followed up before the employer reaches a decision.
Refusal does not automatically justify dismissal. Employers should explore alternatives and seek to reach agreement. Dismissal and re-engagement carries significant legal risks and must be handled in accordance with the applicable statutory Code of Practice and other legal obligations.
HRDocBox provides practical, customisable HR templates designed for UK employers. This script gives managers a structured framework for explaining proposed changes, listening to employees and documenting consultation consistently.
HRDocBox combines practical HR document structures with UK employment-law context and implementation guidance. The script provides a repeatable starting point for your consultation process while allowing you to tailor the questions and wording to the proposed change and employee circumstances.
How this content is developed and reviewed
The Consultation meeting on proposed contract variation script 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 terms and conditions 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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