Contract variation agreement (with adjustment to original proposal) letter template
Letter confirming agreement to a contract variation after consultation, including adjustments to the original proposed changes.
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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.
- 1 page / 122 words.
- Last updated 09/11/2025.
- UK-specific accuracy.
- Suitable for use in other territories; check local laws first.
Contract variation agreement (with adjustment to original proposal) letter
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Contract variation – agreement after consultation
Following our recent consultation regarding the proposed change to your terms and conditions of employment, we have carefully considered your feedback and discussed potential adjustments.
We are pleased to confirm that we have agreed the following
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This template allows employers to formally confirm that a contract variation has been agreed following a consultation period. It includes details of the original proposal and the adjustments made to accommodate employee feedback.
The letter provides clarity on the effective date, review periods, and ensures both parties understand the new terms. It serves as an official record of the agreed changes.
Using this template helps maintain compliance with employment legislation, demonstrates good HR practice, and supports transparent communication during contract variations.
It is usually sent/actioned by the Employer / HR to the Employee .
Compliance
Compliance
This Contract variation agreement (with adjustment to original proposal) letter template incorporates relevant UK laws and HR standards, including those listed below:
- Employment Rights Act 1996 – protection of employee terms and conditions
- Employment Act 2002 – consultation obligations for contractual changes
- Equality Act 2010 – ensuring variations do not discriminate
- ACAS Code of Practice – handling contractual changes fairly
- Working Time Regulations 1998 – where working hours are affected
Broader workflow
Broader workflow
Check which resources should be implemeted before and/or after the Contract variation agreement (with adjustment to original proposal) letter template, to understand the workflow.
Consultation meeting on proposed contract variation script
Use this if you require a robust and practical Consultation meeting on proposed contract variation script.
Timings
Timings
Follow these best practice actions to get the most from the Contract variation agreement (with adjustment to original proposal) letter template, guiding you before, during, and after implementation:
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| Step | Description | Responsibility | Timing |
| 1 | Identify Need for Variation: Review original proposal and feedback to determine suitable adjustments. | Manager / HR | Day 1 |
| 2 | Consult with Employee: Discuss adjustments to the original proposal and explore agreement options. | Manager / HR | Days 2–3 |
| 3 | Document Agreed Variation: Draft the letter confirming the agreed changes and adjustments. | HR / Manager | Day 4 |
| 4 | Issue Agreement Letter: Send the letter to the employee for signature, including clear effective date and review period. | HR / Manager | Day 5 |
| 5 | Implement and Monitor: Apply the agreed changes, obtain signed acknowledgement, and review after the specified period. Possible outcomes: agreed adjustment, no change, or further discussion if required. | HR / Manager | Following letter issuance |
Practical example
Practical example
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At “BrightTech Ltd”, HR proposed changing Oliver Hunt’s working hours to start at 8:45am on a third weekday. After consultation, they agreed a compromise: 8:40am start each requested day, with the usual 5:45pm finish. The agreement letter confirmed the adjustment, effective immediately, and noted a three-month review.
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Contract variation agreement (with adjustment to original proposal) letter template 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.
