Managers guide to varying terms and conditions of employment
A manager’s guide showing how to propose and implement contract variations fairly and compliantly with UK employment law.
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- Instantly download as Word / PDF / plain text, or send by email.
- 12 months’ access, with all updates to this page provided free of charge and notified to you.
- 2 pages / 280 words.
- Last updated 09/11/2025.
- UK-specific accuracy.
- Suitable for use in other territories; check local laws first.
Managers guide to varying terms and conditions of employment
Varying an employee’s contract is a sensitive and structured process. This guide provides step-by-step instructions for proposing, consulting on, and implementing changes to terms and conditions, ensuring fairness, transparency, and compliance with UK employment law.
General Principles
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Fairness: Proposed variations must be reasonable, justified, and comply with employment law.
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Consultation: Employees must be fully consulted, in line with ACAS guidelines.
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Documentation: Record all communications, meeting notes, and decisions to demonstrate procedural fairness.
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Risk Mitigation: Consider
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This guide provides managers with practical, step-by-step instructions for proposing, consulting on, and implementing variations to employee contracts, ensuring fairness, transparency, and compliance with UK law.
It highlights the importance of thorough documentation, effective employee engagement, and risk mitigation, recognising that contract variations are complex but achievable.
By following this guide, managers can implement changes while protecting employee rights, maintaining trust, and reducing the likelihood of disputes or legal challenges.
Compliance
Compliance
This Managers guide to varying terms and conditions of employment incorporates relevant UK laws and HR standards, including those listed below:
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Employment Rights Act 1996 – governs contractual rights and protections.
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Equality Act 2010 – ensures variations do not discriminate against protected groups.
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Working Time Regulations 1998 – affects changes to working hours or patterns.
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ACAS Code of Practice on Disciplinary and Grievance Procedures – informs consultation and fair process.
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Data Protection Act 2018 / UK GDPR – ensures documentation and personal data handling complies with law.
Broader workflow
Broader workflow
Check which resources should be implemeted before and/or after the Managers guide to varying terms and conditions of employment, to understand the workflow.
Contract variation proposal letter
If you wish to vary an employee's contract / terms and conditions, issue this model letter template as a proposal of the variation, and to request a meeting to discuss.
Timings
Timings
Follow these best practice actions to get the most from the Managers guide to varying terms and conditions of employment, guiding you before, during, and after implementation:
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| Step | Description | Responsibility | Timing |
| 1 | Identify Need for Variation: Determine the reason for the proposed contract change and potential impacts. Prepare a written proposal outlining the variation and business rationale. | Manager / HR | Day 1 |
| 2 | Issue Consultation Letter: Send the formal letter to the employee explaining the proposed change, consultation process, and invite them to a meeting to discuss. Include time for written feedback. | HR / Manager | Day 1–2 |
| 3 | Consultation Meeting: Hold a formal discussion with the employee to explore the proposal, consider alternatives, and gather feedback. Document the meeting carefully. | Manager / HR | Within 3–5 days of letter issuance |
| 4 | Review Feedback and Decide: Assess the employee’s input, consider adjustments, and determine the appropriate course of action. Prepare a formal outcome letter summarising the decision. | Manager / HR | By Day 7 |
| 5 | Implement Agreed Variation / Outcome Options: Possible outcomes include:
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HR / Manager | Following outcome letter issuance |
Practical example
Practical example
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Example in Practice
At "BrightTech Ltd", the Operations Manager proposed a change to standard shift start times for their support team. The variation required consultation due to potential impact on employee routines.
The HR Manager arranged one-to-one meetings with affected staff, listened to concerns, and explored alternatives. After amendments, a mutually agreed schedule was implemented, with signed contract updates and a three-month trial period.
This careful, documented approach ensured compliance with employment law, maintained trust, and avoided any disputes or grievances.
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Managers guide to varying terms and conditions of employment is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.
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Is this template compliant with 2025 UK employment law?
Absolutely. All of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.
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Can I customise it for my organisation?
Yes, we highlight the areas that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
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Do I get instant access?
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
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What if I need more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include this template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
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Why should I use this, and not AI to generate this template?
The risk of using a free AI-generated template 'without review' includes your legal exposure, missing context, and no awareness of the wider process. Purchasing from us mitigates that risk.
