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Policies, contracts, letters, guidance and HR support tools for UK employers.
View full libraryPolicies, contracts, letters, guidance and HR support tools for UK employers.
View full libraryOur model employee letter templates help to ensure clarity, legal compliance, accountability, professionalism, and record-keeping.
Employee letter templates letters are an important part of HR management and have several benefits, including:
Clarity: Employee letters provide a clear and concise record of important information, such as job offers, job descriptions, performance reviews, disciplinary actions, promotions, and terminations. They help to ensure that all parties involved have a common understanding of the situation and the expectations moving forward.
Legal Compliance: Employee letters can help to ensure that you comply with relevant laws, regulations, or company policies. By documenting important employment decisions and communications, you can reduce the risk of legal disputes and demonstrate that you have followed established procedures.
Accountability: Employee letters help to hold both employees and employers accountable for their actions and decisions. They serve as a reminder of the commitments made by both parties and provide a basis for evaluating performance, enforcing policies, and resolving disputes.
Professionalism: Employee letters help to maintain a professional tone and demeanor in HR communications. By using a standardised format and language, you can convey important information in a respectful and professional manner, even in difficult situations.
Record-Keeping: Employee letters provide a valuable record of HR activities and decisions. They can be used to track employee performance, monitor compliance with policies and procedures, and provide evidence in the event of a legal dispute.
In summary, employee letters help to ensure clarity, legal compliance, accountability, professionalism, and record-keeping. By using employee letters effectively, HR professionals can help to promote a positive and productive workplace culture and reduce the risk of legal disputes.
Interview invitation letter template for UK employers to confirm interview dates, times, locations, format, preparation requirements and candidate information.
Rejection after interview letter template for UK employers, providing a professional way to confirm an unsuccessful interview outcome and thank candidates.
Post-interview rejection letter for UK employers confirming an unsuccessful application where another candidate's qualifications more closely matched the role.
Post-interview rejection letter for UK employers where another candidate's skills, experience or background more closely matched the requirements of the role.
Pre-interview rejection letter template for UK employers to professionally notify unsuccessful job applicants, thank them for applying and provide optional feedback.
Use this model rejection after interview letter to inform candidates that they have not been selected for interview, specifically due to other candidates being a closer match.
A welcome letter to a new employee gets them excited for their first day, prepares them for orientation and gives necessary first-day info.
An internal applicant offer letter is essential to confirm the terms of a new position, avoiding any misunderstandings and ensuring a smooth transition.
Offer of Employment Letter covering role details, salary, start date, working arrangements, conditions of offer and next steps for successful candidates.
Our Offer of Employment Withdrawal Letter Template formally and respectfully notifies a candidate that their job offer is being withdrawn, maintaining professionalism and clarity in communication.
An offer of fixed term employment letter clearly outlines the terms of a temporary role, including the duration, expectations, and compensation, providing both parties with legal protection and avoiding potential misunderstandings.
Offer of permanent employment letter from an employment agency for offering an agency worker a permanent role, including key employment terms, start date and conditions.
Offer of work experience or internship letter template for UK employers, covering worker status, unpaid internships, National Minimum Wage exemptions and when interns must be paid.
An Application Acknowledgement Letter confirms receipt of a job application, expresses appreciation, and sets expectations for further communication.
If you receive a job application but there are no suitable vacancies, send this model letter to acknowledge receipt and that you will retain their details for one year.
Application acknowledgement letter template for candidates you have been unable to contact.
If you receive a job application for a suitable vacancy but the vacancy is on hold, send this model letter to acknowledge receipt and confirm the next steps.
If you need to inform a candidate that they didn't pass to the next interview stage, send this model letter to provide feedback and thank them for their time.
If you receive a graduate application but you have no vacancies, send this model letter to confirm receipt and that there are no current opportunities.
A professional welcome letter template that introduces new employees to company values, day one plans, and the onboarding process.
Our Probation Complete Confirmation Letter Template formalises successful probation periods, providing reassurance and acknowledgment to employees.
Our Probation Extension Confirmation Letter Template addresses extended probation, ensuring clarity and communication for both employer and employee.
Our Probation Extension Due to Absence Letter Template addresses prolonged absence during probation, ensuring fair and documented extension communication.
Our Probation Extension Due to Behaviour Concerns Letter Template formalises extension decisions, addressing performance issues professionally.
Probation extension letter template for UK employers where performance concerns remain.
Our Probation Extension Due to Training Letter Template offers additional time and support, ensuring employees can improve and meet performance expectations.
Our Probation Introduction Letter Template clarifies probation terms, setting expectations for both employer and new employee with ease.
Probation review meeting invitation letter template for UK employers.
Acknowledgement of Reference Received Letter template for UK employers confirming receipt of an employment reference and how it will be handled.
If you are recruiting a new employee and wish to request a reference from a previous employer, send this this model letter template to request confirmation of their employment.
Non-executive Director appointment letter for UK companies covering board responsibilities, time commitment, remuneration, confidentiality, conflicts and term.
Our Working Time Regulations Opt-Out Letter template enables employees to formally opt out of certain working time regulations, maintaining legal compliance and clear communication.
New Apprentice Welcome Letter template for UK employers welcoming an apprentice, confirming start arrangements, induction, training and what to expect.
Our Criminal Records Check Consent letter template simplifies obtaining employee consent for background checks, ensuring compliance and efficient record keeping.
Proof of Right to Work Request Letter template for UK employers to request right to work evidence, explain verification requirements and confirm response deadlines.
Our Skilled Worker Visa Sponsorship Confirmation Letter ensures clear, compliant confirmation of sponsorship, supporting employees through the visa application process.
Right to work termination letter for UK employers confirming failure to provide proof, checks undertaken, termination, notice, final pay and appeal rights.
Agency worker job assignment confirmation template for UK employers.
Our Concern about Conduct Letter Template helps address behavioural issues promptly, promoting a harmonious and professional workplace.
Concern about lateness letter template for UK employers.
Our Disciplinary Appeal Hearing Invitation Letter Template facilitates transparent communication, ensuring a structured process for appeal hearings.
Disciplinary appeal hearing outcome letter for UK employers confirming appeal decisions, revised warnings, dismissal outcomes, reasons and final disciplinary conclusions.
Our Disciplinary Decision Appeal Letter Template supports fair processes, providing a platform for employees to address concerns and seek resolution.
Disciplinary Hearing Invitation Letter template for UK employers setting out allegations, hearing arrangements, evidence, right to be accompanied and potential outcomes.
Our Disciplinary Hearing Result Letter Template ensures clear communication of outcomes, promoting transparency and fair resolution.
Our Disciplinary Outcome Appeal Letter Template empowers employees to seek fair resolution, addressing concerns and ensuring procedural fairness.
The Final Written Warning Letter Template provides a clear and formal way to confirm the outcome of a disciplinary process where an employee's conduct, performance or behaviour warrants a final written warning.
Our First Written Warning for Lateness Letter Template addresses punctuality issues formally, encouraging improved time management.
Our First Written Warning Letter Template addresses performance issues formally, promoting improvement and setting clear expectations.
Our First Written Warning for Lateness Letter Template addresses punctuality issues, fostering accountability and improving time management.
Our Invitation of Witness to Disciplinary Hearing Letter Template ensures a fair and transparent process, securing essential testimony for a comprehensive hearing.
Our no further action letter template offers a clear and fair way to inform employees of the outcome of an investigation, providing them with closure and transparency.
Our Notice of Suspension Letter Template ensures a formal and clear communication during employee suspension, preserving procedural fairness.
Postponement of disciplinary hearing due to sickness letter template for UK employers, confirming revised arrangements and explaining the next steps if an employee remains unfit to attend.
Our Termination of Employment Following Previous Warnings Letter Template formalises dismissal after repeated warnings, ensuring compliance and clarity.
Verbal informal warning letter template for UK employers to confirm conduct, attendance or performance concerns, expected improvements and future consequences.
Our Verbal Warning for Excessive Absence Letter Template addresses attendance issues professionally, promoting improved attendance and accountability.
Our Verbal Warning for Lateness Letter Template addresses lateness concerns promptly, emphasising the importance of punctuality and improvement.
Our Employee Appeal Letter Template provides a structured format for employees to appeal decisions, ensuring clarity and fairness in the process.
Our Employee Appeal Acknowledgment Letter Template confirms receipt of employee appeals, ensuring transparency and procedural fairness in the resolution process.
Facilitation meeting outcome letter for confirming discussions, agreed actions, workplace expectations and next steps following a facilitated meeting.
If an employee wishes to raise a grievance about a workplace issue, they can submit this model letter template to you.
Grievance appeal letter template to help employees formally challenge a grievance outcome.
If a grievance appeal hearing has been held, send this model letter template for confirmation of the outcome.
Our Grievance Decision Appeal Letter template empowers employees to present well-structured appeals, facilitating a fair and efficient grievance resolution process.
Grievance hearing invitation letter template for UK employers.
If a grievance hearing has been held, send this model letter template for confirmation of the outcome, and a right of appeal.
Our Grievance Investigation Confirmation Letter ensures a transparent process, confirming receipt and initiation of grievance investigation promptly.
Our Mediation Meeting Invitation Letter Template facilitates conflict resolution by inviting parties to engage in a structured dialogue process.
Our Outcome of Mediation Meeting Letter Template streamlines documenting mediation outcomes, preventing disputes, and ensuring clear understanding for both parties.
Notice of a Dispute letter template for UK employees or representatives to formally set out a workplace dispute, concerns, requested action and response.
Our Acknowledgement of Intention to Return from Maternity Leave Letter template enables employers to formally recognise employees' return plans, fostering a supportive and organised transition process.
Use this model adoption leave acknowledgement letter to confirm the employees intention to commence Adoption Leave, what there entitlement is, and whether they are eligible or not for Adoption Pay.
Our Confirmation of Sickness Absence during the Last Four Weeks Before Expected Week of Childbirth Letter template assists employers in validating maternity-related absences, ensuring support for employees.
Our Keep in Touch (KIT) Days Request Letter Template enables employees to formally request KIT days, ensuring smooth communication and planning during parental leave periods.
If an employee has notified you that they intend to take maternity leave, issue this model letter template as acknowledgement, and to inform them that they are eligible for Maternity Pay.
If an employee has notified you that they intend to take maternity leave, issue this model letter template as acknowledgement, and to inform them that they are not eligible for Maternity Pay.
Maternity leave notification letter for UK employees confirming pregnancy, expected week of childbirth, maternity leave start date and pay notification.
If you have an employee on maternity leave, they can use this model letter template as notification that they will return to work as planned.
Our Maternity Leave Return to Work Reminder Letter template streamlines communication, reducing employee confusion and facilitating a smooth transition back to work.
Our Maternity Suspension on Medical Grounds Letter template helps employers navigate the process, ensuring clear, compassionate, and compliant communication with employees.
A clear letter template for acknowledging employee requests for Neonatal Care Leave and outlining next steps, pay eligibility, and available support.
Our Notification of Intention to Take Shared Parental Leave Letter Template allows employees to formally communicate their intention to take shared parental leave, fostering clarity and compliance with legal requirements.
If an employee has provided notice of them taking parental bereavement leave, issue this model letter template as confirmation.
Parental Leave Confirmation Letter template for UK employers confirming parental leave dates, return arrangements and key employee and employer responsibilities.
Parental Leave Postponement Letter template for UK employers explaining why parental leave is postponed, alternative dates and the employee's statutory rights.
Our Paternity Pay Confirmation Letter template enables employers to communicate approved paternity pay, ensuring transparency and positive relations.
Pregnancy-related absence acknowledgement letter confirming maternity leave and pay, 52-week entitlement, return date and early return notice requirements.
A simple unpaid parental leave request letter template for employees to formally apply for leave while meeting legal and policy requirements.
Our Shared Parental Leave Acknowledgement Letter template assures prompt receipt of requests, enhancing transparency and leave coordination.
Our Shared Parental Leave Extension Approval Letter Template formally approves an employee's request to extend their shared parental leave, maintaining professionalism and ensuring alignment on the extension terms.
Our Agreement to Employee Request to Take a Second Job Letter Template acknowledges and approves an employee's request to take on a second job, ensuring clarity and mutual understanding of expectations.
Our Career Break Agreement Letter template streamlines the process, making it easy to establish the terms and conditions for a successful career break.
Career break request letter for employees requesting an agreed period away from work, including proposed dates, reasons and return-to-work arrangements.
Changes to Terms and Conditions of Employment Letter for UK employers to explain proposed or agreed contractual changes, reasons, effective date and new terms.
Our Job Transfer Confirmation Letter template assures a clear and formal communication, fostering employee confidence in successful transitions.
This Contract Variation – No Change After Consultation Letter template allows employers to formally communicate the outcome of a contractual consultation process, confirming that the employee’s existing terms and conditions will remain unchanged.
Contract variation agreement letter for UK employers confirming agreed changes to employment terms, effective dates and continuing contractual conditions.
Contract variation agreement for UK employers recording an adjusted proposal, agreed employment terms, effective date and continuing contractual conditions.
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.
If discussions further to consultation have not resulted in an agreement, issue this model letter template to terminate the employee and offer re-engagement on the new terms.
Our Dismissal and Re-Engagement Proposal Letter Template assists in proposing changes while complying with UK employment regulations.
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Our internal job opportunity notification letter template facilitates seamless communication about internal job openings, enhancing employee mobility and engagement.
Our Manager Change Notification Letter Template facilitates seamless communication during managerial transitions, ensuring clarity and continuity.
Promotion notification letter for UK employers confirming an employee's new role, salary, responsibilities, effective date and revised employment terms.
Our Promotion to interim role confirmation letter template ensures clear communication of interim responsibilities, reducing confusion and enhancing role transition.
Our Proposal to Increase Notice Period Letter Template helps you navigate requesting longer notice periods for smoother transitions.
Reporting lines change notification letter template for UK employers.
Temporary Promotion Letter template for UK employers confirming a temporary promotion, additional responsibilities, pay, duration, reporting line and return arrangements.
Our Flexible Working Agreed Decision Extension Letter Template streamlines extension requests, ensuring efficient communication and flexibility.
Our Flexible Working Application Meeting Invitation Letter template invites employees to discuss flexible work arrangements, promoting work-life balance and open communication.
Our flexible working compromise arrangement letter template simplifies finding mutually beneficial solutions while considering both employee and company needs.
Our flexible working appeal letter template can help employees formally challenge a rejected flexible working request.
Flexible working rejection appeal outcome letter template for UK employers.
Our Flexible Working Request Letter Template simplifies the process, enabling employees to request flexible arrangements with confidence and clarity.
Use this model letter to provide an employee with formal acceptance of their flexible working request.
Use this model letter to notify the employee that their flexible working request has been received and that a meeting will be set up to discuss it with them.
Flexible working rejection letter template explaining business reasons clearly and compliantly.
Our Flexible Working Trial Period Confirmation Letter template formally confirms the upcoming trial period, outlining expectations and terms for the flexible work arrangement.
Our Hybrid Working Move Confirmation Letter Template ensures clarity, guiding seamless transition and expectations for employees.
Hybrid working confirmation letter for confirming permanent home and office working arrangements following a successful hybrid working trial.
Our Hybrid Working Trial Period Announcement Letter Template formally informs employees about the upcoming trial period for hybrid work arrangements, outlining the details and expectations clearly.
Hybrid working trial period progress update letter for UK employers to review performance, communication, collaboration, concerns and agreed actions during a trial.
Our Invitation to Discuss Hybrid Working Application Letter Template formally invites an employee to discuss their hybrid work application, promoting open communication and alignment on expectations.
Absence Review Meeting Invitation Letter for UK employers to review sickness absence, attendance concerns, medical information and possible next steps.
Our Concern about absence Letter template is used to notify an employee that you have a concern over their level of absence, that may warrant disciplinary action should it happen again.
Our End of Company Sick Pay confirmation Letter Template notifies employees of the cessation of company sick pay, maintaining transparency and clarity in benefits communication.
Our Fit Note First Request Letter Template streamlines the process of requesting a fit note from an employee, ensuring compliance with UK employment regulations.
Our Fit Note Second Request Letter Template helps efficiently address unsubmitted fit notes, ensuring timely completion.
Our Long Term Sick Absence Review Meeting Invitation Letter template invites employees to a meeting to discuss extended absences, ensuring a supportive and structured approach.
If you need to contact an employee's GP to obtain a medical report, issue this model letter to request their consent.
If you need a medical report from an employee's GP for guidance on their condition or capability, send this model request letter template.
Our requirement for employee to take annual leave letter template ensures employees use their full annual leave entitlement within a specified period to comply with legal obligations.
Short-term absence review meeting outcome letter for UK employers to confirm sickness absence discussions, support, attendance expectations and next steps.
Suspension on Medical Grounds Letter for UK employers to confirm health and safety suspension, pay arrangements, medical assessment, review and return to work.
Our Sympathy for Illness (Employee at Home) Letter template expresses support and care for employees facing illness at home, maintaining a compassionate tone.
Our Sympathy for Illness (Employee in Hospital) Letter template extends sincere support to employees hospitalized due to illness, offering understanding and comfort.
Our Termination of Employment (Long-Term Sick) Letter template communicates the termination due to extended sickness, maintaining professionalism and clarity in the process.
Use this model uncertified sick leave letter to request that an employee submits a medical note for their absence, and highlight that their sick leave is unauthorised without it.
Our Appeal Hearing Invitation Letter template formally invites employees to appeal hearings, maintaining transparency and adhering to procedural fairness.
Our Appeal Hearing Outcome Letter Template provides clear communication of decisions following appeal hearings, ensuring transparency and procedural fairness.
Our Change of Line Manager Confirmation letter template provides clear communication to avoid confusion and ensure a smooth transition for all parties involved.
Commendation letter template for UK employers to recognise employee achievements, exceptional performance, positive behaviour and valuable contributions.
External training sponsorship confirmation letter for confirming employer-funded training, course costs, conditions, employee responsibilities and agreed arrangements.
Our Invite to Professional Development Session Letter Template invites employees to valuable sessions, fostering skill growth and professional advancement with a clear and engaging invitation.
Use this template to notify individuals / grades of a training event that it has been deemed to be beneficial to them.
Training cost recovery on resignation letter for confirming repayment of agreed training costs and any deduction from final pay following an employee's resignation.
If you are sponsoring training, use this model letter to inform an employee that repayment of the cost is required if they resign before or shortly after it is complete.
If you have agreed to an employee request to sponsor external training or study, issue this model letter template to confirm the agreement.
Our Training or Study Request Refusal Letter template communicates respectfully when training requests cannot be approved, offering clear reasoning and professionalism.
If an employee requests approval to attend external training or development, issue this model letter as invitation to a meeting to discuss it further.
Bonus Payment Letter template for UK employers confirming an employee bonus, payment amount, performance period, calculation and payment arrangements.
A clear template to formally confirm the end of an employee’s statutory sick pay entitlement, ensuring compliance and clarity.
Our Loan Repayment Agreement Letter template simplifies the process of documenting loan terms, ensuring clarity and legal compliance.
This letter should be given to an employee informing them of a pay increase due to an increase in the National Minimum or Living Wage rates.
National Living or Minimum Wage age change letter template for UK employers, confirming an employee's new statutory pay rate and effective date.
Notification of No Bonus Payable Letter for UK employers confirming why an employee has not qualified for a bonus and explaining the relevant scheme terms.
Overpayment notification letter template for UK employers.
Our P45 Replacement Letter Template ensures prompt resolution of P45 errors, minimising confusion and inconvenience for both employees and the company.
Our Pay or Salary Freeze Notification Letter Template helps communicate temporary freezes in employee compensation, fostering transparency during challenging times.
Pay or salary increase notification letter template for UK employers, confirming an employee's new salary or hourly rate, effective date and pay increase.
Our Pension Contribution Increase Letter template notifies employees about upcoming pension contribution adjustments, ensuring transparency and compliance with regulations.
Our Pension Enrolment Letter template formally notifies employees about their enrolment in the pension scheme, outlining benefits and providing essential information.
Our Salary Sacrifice Employee Announcement Letter template communicates the introduction of a salary sacrifice program, outlining benefits and clarifying the process to employees.
Our Total Reward Statement Letter template communicates employees' comprehensive rewards, including benefits, bonuses, and more, highlighting their total package value.
Use this model letter to notify an employee that you have a concern over their performance, that may warrant disciplinary action should it happen again.
Use this model letter to arrange the final formal performance improvement plan meeting after the second meeting has not led to any progress.
First Performance Improvement Plan PIP meeting notification letter for UK employers, covering performance concerns, meeting arrangements, improvement objectives and support.
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Use this model letter to notify an employee that they have been successful in meeting the standards agreed at any stage within the Performance Improvement process.
Use this model letter to arrange the second formal performance improvement plan (PIP) meeting after the first meeting has not led to any progress.
Investigation meeting invitation letter template for UK employers.
Investigation meeting invitation witness letter template for UK employers.
Our investigation outcome for witness (no further action) letter template provides clear, respectful communication to employees when no further action is taken, ensuring transparency.
Our Employee Appreciation Letter template expresses gratitude for outstanding contributions, acknowledging the employee's dedication and fostering positive morale.
Our Employee of the Month Award Letter template celebrates exceptional performance, recognising the recipient's outstanding contributions and motivating continued excellence.
Our Long Service Thank You Letter Template expresses gratitude, boosting employee morale and acknowledging their dedication.
Our Profit Sharing Scheme Introduction Letter template introduces the scheme, outlining the benefits and fostering transparency about sharing company profits with employees.
Our Recognition Award Congratulatory Letter template celebrates employees' achievements, expressing congratulations and appreciating their outstanding contributions.
Our Spot Award Letter template acknowledges exceptional performance with immediate recognition, showcasing appreciation and motivating ongoing dedication.
Our Team Incentive Plan Letter template outlines the team incentive structure, fostering collaboration and encouraging collective efforts towards shared goals.
Our Employee Share Scheme (ESS) Introduction Letter Template informs employees about participation, promoting engagement and understanding of the scheme's benefits and processes.
Use this Share Scheme Annual Statement to provide employees with an annual statement detailing their share scheme holdings, vested shares, and potential future benefits.
Our Share Scheme FAQs Letter Template addresses common queries, ensuring clarity and understanding among employees about the share scheme's operation and benefits.
Use this Share Scheme Trustee Appointment letter template to appoint a trustee for your company's share scheme.
Employee Assistance Programme introduction letter explaining confidential employee support, how to access the EAP, available services and confidentiality.
Reasonable adjustment confirmation letter template for UK employers.
This template acknowledges receipt of the SAR, confirms the initiation of the request process, and provides an estimated timeline for response.
In cases where more time is needed to respond to a SAR, this template informs the individual of the extension and provides an updated timeline for completion, along with an explanation for the delay.
If certain exemptions apply, and the organisation is unable to fulfill the SAR in full, this template outlines the reasons for refusal and provides information on how the individual can appeal the decision.
This template provides a formal response to the SAR, confirming the information that will be provided, any exemptions applied, and details of how the information will be delivered (e.
Confirms the dismissal of an employee following a capability process and provides key details, next steps, and appeal rights.
Invites an employee to a final capability hearing and outlines performance concerns, possible outcomes, and their right to be accompanied.
Confirms that no formal action is being taken after a capability hearing due to improved performance or insufficient grounds for action.
Capability Meeting Formal Stage 1 invite letter for UK employers, covering performance concerns, meeting arrangements, evidence, possible outcomes and right to be accompanied.
Confirms the outcome of a Stage 1 capability meeting and outlines the next steps, including improvement plans, warnings, or appeal rights.
A template to invite an employee to an informal capability meeting where initial concerns about performance are addressed.
Our Agreement to Anticipate Annual Leave template streamlines advance leave requests, ensuring clarity and compliance with employment regulations.
Annual leave request declined letter template for UK employers.
Deferral of jury service request letter for employers explaining business difficulties and requesting that an employee's jury service is postponed.
Our Excess Holiday Recovery Letter template helps employers address overpaid holiday pay issues professionally and transparently.
A formal intended unauthorised absence letter template to address potential no-shows and set clear expectations with employees.
Our no show at disciplinary hearing for unauthorised absence letter template helps address employee failure to attend a hearing regarding their unauthorised absence.
Annual leave purchase letter template for UK employers offering employees the opportunity to buy additional holiday, covering cost, deductions, application and approval.
Annual leave sell-back letter template for UK employers offering employees the opportunity to exchange eligible contractual annual leave for payment, subject to company rules and approval.
Sabbatical agreement letter confirming approved leave dates, pay, benefits, employment arrangements, contact requirements and return-to-work arrangements.
Sabbatical request letter template for UK employees to request extended leave, covering proposed dates, reason, handover arrangements and return to work.
Sabbatical request refused letter for employers confirming a declined sabbatical request and explaining the decision clearly and professionally.
Sympathy following accident letter for UK employers to express concern, offer support and maintain contact with an employee after a workplace injury.
Final unauthorised absence AWOL reminder letter template for UK employers, giving an employee a final opportunity to respond before formal action is considered.
Unauthorised absence AWOL first reminder letter template for UK employers, requesting immediate contact, explaining concerns and setting out potential further action.
Unauthorised absence AWOL second reminder letter template for UK employers, setting a firm deadline for contact and explaining potential formal disciplinary action.
If you need to conclude consultation with a provisionally selected employee, send this model redundancy consultation final meeting invitation letter template.
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.
Our Invitation for Voluntary Redundancy Applications letter template encourages employees to apply for voluntary redundancy while maintaining a fair process.
If you receive an application for voluntary redundancy, send this model letter to an employee as an invitation to a meeting to discuss it.
If you are considering a possible redundancy, send this model letter template to provide notice of the situation and the reasons why it is under consideration.
If you can offer suitable alternative employment for an employee in a redundant role, issue this model letter to them to offer the new role to them.
Redundancy appeal letter template to help employees clearly set out grounds for appeal.
Our Redundancy Appeal Meeting Invitation Letter template ensures fairness, inviting employees to discuss appeals with transparency and professionalism.
Redundancy at risk letter template for UK employers, covering the reasons for proposed redundancies, consultation, alternatives and next steps.
If, after consultation, the decision has been made to confirm the redundancy of a role, send this model confirmation letter template to the employee affected .
If redundancy is confirmed and you wish to include unfair dismissal claim protection, send this model letter to the employee to propose a settlement agreement.
A letter confirming redundancy while offering suitable alternative employment, including trial period terms and next steps.
When you commence redundancy consultation, send this model letter to an employee to explain the redundancy process from start to finish.
If, following consultation, it is determined that a role is no longer at risk of redundancy, send this model letter to an employee to confirm the decision.
If you have proposed a salary reduction as an alternative to redundancy, send this model letter to them to confirm the proposal and request their agreement.
Successful Alternative Employment Trial Period Confirmation Letter template for UK employers confirming a successful trial, new role, pay and ongoing employment terms.
Our Unsuccessful Alternative Employment Trial Period Redundancy Confirmation letter notifies employees of an unsuccessful trial, ensuring clarity and compliance.
This template outlines the terms and conditions of a voluntary redundancy agreement, including any relevant financial compensation, notice periods, and other considerations.
If you have accepted an application for voluntary redundancy, send this model letter to the employee to confirm the outcome.
If you wish to reject an application for voluntary redundancy, send this model letter to the employee to confirm the outcome.
Retirement acknowledgement letter template for UK employers confirming an employee's retirement date, notice arrangements, handover and final employment details.
Our Retirement Arrangements Meeting Invitation Letter template invites employees to discuss retirement plans, providing a supportive and organised approach to the transition.
Retirement notification letter for employees to formally notify their employer of their intention to retire, confirm their retirement date and notice arrangements.
Our Retirement Thank You and Gift Letter Template helps express gratitude to retiring employees and accompanies a thoughtful retirement gift.
Request for information about TUPE measures letter for outgoing employers seeking details of proposed changes by the incoming employer of a business transfer.
TUPE confirmation of consultation letter for employee representatives, covering the Transfer of Undertakings (Protection of Employment) Regulations 2006, transfer details, measures and consultation.
TUPE confirmation of proposed measures letter template for UK employers, confirming proposed transfer measures to employee representatives and supporting compliant TUPE consultation.
TUPE confirmation of proposed measures letter template for UK employers, helping explain transfer measures to employees and support effective TUPE information and consultation.
If TUPE is proposed, send this model letter to the incoming employer to provide them with liability information for transferring employees.
If TUPE is proposed, send this model letter to affected employees to confirm the results of an election for employee representatives.
TUPE goodbye letter for employees transferring to a new employer, covering the transfer, continuity of employment, practical arrangements and a positive farewell.
TUPE measures letter template for UK employers covering proposed changes, employee consultation, working arrangements, reasons for measures and next steps.
If nominations for TUPE representatives has closed with more volunteers than required, issue this model letter template to provide notification of a ballot.
If TUPE is proposed, send this model letter to affected employees to them of an upcoming election process to determine representatives for consultation.
TUPE notification of possibility of transfer letter template for UK employers.
TUPE employee liability information request letter template for incoming employers requesting employee information from the outgoing employer before a TUPE transfer.
If TUPE is confirmed, send this model letter to any affected employee to request that they check their personal information before you send it to the incoming employer.
TUPE Transfer Confirmation Letter to Employee Representatives covering the transfer date, implications, employee rights, measures and information required for consultation.
TUPE Transfer Confirmation Letter for UK employers confirming an employee's transfer, continuity of employment, new employer details, terms and relevant TUPE measures.
TUPE welcome letter template for UK employers to welcome transferring employees, confirm the transfer date and provide key information about joining the new employer.
Our Reference Completed Letter Template streamlines the process of providing detailed and accurate employee references, saving time and effort.
Our Response to Reference Request Letter Template ensures prompt, accurate, and professional responses to reference requests, streamlining the process.
Exit Interview Meeting Invitation Letter for UK employers to invite departing employees to discuss their experience, reasons for leaving and feedback.
This letter confirms an employee’s rejection of a settlement offer and notifies them that disciplinary or capability proceedings will continue.
Settlement Agreement Cover Letter for UK employers explaining proposed terms, independent legal advice, confidentiality, consideration period and next steps.
Settlement agreement proposal letter template for UK employers.
If you wish to notify a former employee's new employer that the employee is obliged to not share confidential information with them, send this model letter.
Send this letter if a former employee is alleged to be sharing confidential information, reminding them that their confidentiality obligations continue after employment.
Our Restrictive Covenant Enforcement Letter Template safeguards against violations, protecting business interests and maintaining contractual agreements.
Confirmation of end of fixed term contract letter template for UK employers confirming the end date, final pay, holiday, notice and leaving arrangements after an extension.
Our Dismissal After Performance Improvement Hearing Confirmation Letter template formally confirms the decision, maintaining professionalism and outlining the terms of dismissal.
Our dismissal appeal letter template can help you formally challenge your dismissal.
If an ex-employee has appealed against their dismissal, issue this model letter template as invitation to an appeal hearing.
If a former employee has appealed against their dismissal and an appeal hearing has been held, send this model letter as confirmation of the outcome.
Dismissal for Some Other Substantial Reason (SOSR) Letter covering business reorganisation, changed terms, conflicts, relationship breakdown, notice and appeal.
End of fixed term contract letter template for UK employers confirming the contract end date, final pay, holiday entitlement, benefits and next steps.
If an allegation of gross misconduct is upheld, send this model letter to the employee to confirm their dismissal without notice or payment in lieu of notice.
If an allegation of gross misconduct for intoxication is upheld, send this model letter to the employee to confirm their dismissal without notice or payment in lieu of notice.
If an employee is sacked in the heat of the moment, send this model dismissal withdrawal letter to ask them to return to work so that any issues can be resolved.
Dismissal confirmation letter template for employees with under two years’ service.
Long term absence dismissal letter for UK employers confirming capability dismissal, medical evidence, reasonable adjustments, notice, final pay and appeal rights.
Our Persistent Short-Term Absence Dismissal Letter template communicates the decision to dismiss an employee due to recurrent absences, maintaining professionalism and clarity.
If an employee has previously been warned about poor performance but they have not improved, send this model letter to confirm dismissal.
Our Probation Termination Letter template streamlines the process, ensuring compliance and effective communication with professionalism.
Director resignation letter template for UK companies, confirming a director's decision to resign, effective date, notice arrangements and formal handover.
Heat of the moment resignation response letter template for UK employers.
Our resignation letter template can be used by an employee as a formal method of submitting notice that they intend to resign from their employment.
Resignation Acceptance Letter template for UK employers confirming resignation, notice period, termination date, holiday, final pay and leaving arrangements.
Resignation Acceptance with Garden Leave Letter confirming resignation, notice period, garden leave, pay, benefits, confidentiality and termination arrangements.
Resignation early release agreement letter template for UK employers.
Our Resignation While on Suspension Confirmation Letter Template acknowledges an employee's resignation during suspension, ensuring formal closure and clarity in the employment relationship.
Our Stress Management Workshop Invitation Letter template invites employees to attend a workshop, promoting wellbeing and providing tools for managing stress effectively.
Occupational Health Assessment referral letter template for UK employers.
How this content is developed and reviewed
The Employee letter templates | UK HR letters 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 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.
Professionally written and fully compliant with UK employment law
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