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Recruitment, dismissal, contracts, maternity... (650)

Letter appointing a disciplinary investigation manager
Where disciplinary allegations are made against an employee, the first stage is to appoint a manager to conduct an investigation, the purpose of which is to ascertain whether or not there is a potential disciplinary case for the employee to answer. Use our letter to do this.Role of the investigating... Read more
DOWNLOAD March 2020
Type: Letter
Statement of changes to employment particulars
If any of the terms in the written statement of employment particulars change, you must give the employee a written statement of that change within one month.Statutory provisionS.4 Employment Rights Act 1996 states that if any of the mandatory terms contained in a written statement of employment particulars... Read more
DOWNLOAD March 2020
Type: Letter
GDPR rectification of data request form
The GDPR provides the right for individuals to make a request to you for the rectification of their personal data, which they can do if they wish by completing our form.The statutory rightThe GDPR provides the right for individuals to require you to rectify any inaccurate personal data that you hold... Read more
DOWNLOAD March 2020
Type: Form
Letter providing NMW statement
If you employ any staff who are paid at national minimum or national living wage levels, it's good employment relations practice to advise them in writing of the government's annual increases.Annual increasesYou must pay your workers at least the national minimum wage (NMW) or national living wage (NLW).... Read more
DOWNLOAD March 2020
Type: Letter
Written statement of employment particulars
Issuing at least a basic statement of the main terms and conditions of employment is a legal requirement. But the use of a full-blown contract with clauses tailored to suit your needs offers you far greater opportunities in terms of flexibility and control.Legal minimumAs an absolute minimum, the law... Read more
DOWNLOAD March 2020
Type: Clause
Casual worker agreement
If you use casual workers where there's no guarantee you'll offer them work and the worker won't generally be expected to accept any work offered, you can use our casual worker agreement. Whilst our agreement is drafted to confer worker status, and not employee status, an employment tribunal will always... Read more
DOWNLOAD March 2020
Type: Agreement
Holidays policy
Workers have a statutory right to a minimum of 5.6 weeks' (28 days') paid leave per annum. Whilst you'd think granting holidays and holiday pay is a relatively straightforward exercise, disputes over holiday pay are one of the most common claims brought before an employment tribunal. Having a holidays... Read more
DOWNLOAD March 2020
Type: Policy
Acknowledgement of single period of SPL
If an eligible employee has requested a single, continuous period of shared parental leave (SPL), they're entitled to take that leave on the dates they have notified. Use our acknowledgement letter to set out the legal position on various matters related to SPL.Employee's choiceIt's up to the two parents... Read more
DOWNLOAD February 2020
Type: Letter
Pay secrecy clause
There's no general implied term that employees must keep details of their salary confidential. So if maintaining confidentiality of salary and benefits information is important, you need an express contractual clause to cover the point. Be aware though of the Equality Act exception to the enforcement... Read more
DOWNLOAD February 2020
Type: Clause
Unmeasured worker daily average agreement
Where a worker performs unmeasured work for the purposes of the national minimum (NMW) and national living wage (NLW), you can enter into a daily average agreement of hours with them.What's unmeasured work?For NMW and NLW purposes, unmeasured work is any other work that's not time, salaried hours or... Read more
DOWNLOAD February 2020
Type: Agreement
Letter chasing statement of fitness for work
Use our letter to notify an employee who has failed to respond to a previous request to provide a statement of fitness for work, or fit note, for sickness absence lasting more than seven days of the consequences of not doing so.A missing fit noteWhere an employee has been absent from work due to sickness... Read more
DOWNLOAD February 2020
Type: Letter
Reporting procedure
It's worth including a short reporting procedure in employment contracts in order to put positive reporting duties on employees. Clause benefitsIf you place an employee under a contractual duty to regularly report what they're doing to their line manager, it means the manager is then able to properly... Read more
DOWNLOAD February 2020
Type: Procedure
Bribery report form
As part of your adequate procedures to prevent bribery, you should be actively encouraging staff to report any suspected incidents of bribery. Our bribery report form enables them to easily do this.The corporate offenceUnder the Bribery Act 2010, there's a corporate criminal offence of failing to prevent... Read more
DOWNLOAD February 2020
Type: Form
Change of adoption leave request
Employees who are proposing to adopt a child and who have selected an adoption leave start date have the statutory right to subsequently vary their selected date.A change of dateIf, having given you notification of their adoption leave plans using our Adoption Leave Request Form, an employee subsequently... Read more
DOWNLOAD February 2020
Type: Letter
Anti-bribery policy
Your business can be guilty of a criminal offence under the Bribery Act 2010 where it has failed to prevent bribery by a person associated with it. However, you have a defence if you can show you had adequate procedures in place which were designed to prevent bribery. Implement our anti-bribery policy... Read more
DOWNLOAD February 2020
Type: Policy
Letter confirming an increase in hours request
Use our letter to issue to an employee once it's been agreed they can increase their hours of work. It sets out the relevant changes to their contractual terms consequent on such a request.Statutory provisionSection 4 of the  Employment Rights Act 1996 states that where changes are made to any of the... Read more
DOWNLOAD January 2020
Type: Letter
Renewal of fixed-term employment letter
Our renewal of fixed-term employment letter is for use when what you're offering an employee on the expiry of their current fixed-term contract is a further fixed term but in a different job role - so it's a new fixed-term contract not an extension of the current one.Options availableWhen an employee's... Read more
DOWNLOAD January 2020
Type: Letter
Job share particulars
This letter may be used to record an agreed job share arrangement, for example following a flexible working request.  Legal positionA job share occurs where two (or possibly more) employees share the duties and responsibilities of one full-time position. There are a number of ways in which the post... Read more
DOWNLOAD January 2020
Type: Letter
Letter confirming a reduction in hours request
Use our letter to issue to an employee once it's been agreed they can reduce their hours from full-time to part-time work. It sets out the relevant changes to their contractual terms consequent on such a request.Statutory provisionSection 4 of the Employment Rights Act 1996 states that where changes... Read more
DOWNLOAD January 2020
Type: Letter
GDPR privacy notice for staff
The GDPR sets out a list of detailed information that must be included in a privacy notice. Our GDPR privacy notice complies with this.Privacy notice requirementsA compliant privacy notice for the processing of personal data under the General Data Protection Regulation (GDPR) is essential. The GDPR says... Read more
DOWNLOAD January 2020
Type: Notice
Letter extending apprenticeship
If an apprentice hasn't reached the standard necessary for completion of their apprenticeship by its end date, but you believe they'll meet it within a further reasonable time period, you might want to agree to extend the end date using our letter.A successful apprenticeshipBoth our Approved English... Read more
DOWNLOAD January 2020
Type: Letter
Statement of employment particulars checklist
Our checklist contains a table which sets out all the employment particulars that must be included in a written statement from 6 April 2020.Statutory provisionsUnder the Employment Rights Act 1996 (ERA), a written statement of employment particulars must contain mandatory information covering such matters... Read more
DOWNLOAD January 2020
Type: Checklist
GDPR erasure of data response letter
You can use our letter to set out your reply to an individual's request, made under the GDPR, for erasure of some or all of their personal data that you hold about them. Erasure of personal dataWhere any of the grounds for making a request are met, the GDPR enables individual data subjects to submit... Read more
DOWNLOAD January 2020
Type: Letter
Key information document for agency workers
If you're an employment business, you must supply a key information document to each of your agency workers before you reach an agreement on terms with them.LegislationFrom 6 April 2020, regulation 13A Conduct of Employment Agencies and Employment Businesses Regulations 2003 requires employment businesses... Read more
DOWNLOAD January 2020
Type: Document
Absence management appeal meeting response
After you've held an absence management appeal meeting, you will need to formally notify the employee in writing of the outcome, and your decision here is usually final.Confirming the appeal decisionUse our Notice of Absence Management Appeal Meeting to arrange an appeal meeting in circumstances where... Read more
DOWNLOAD January 2020
Type: Letter
Employee warranties
Our warranties ask the employee to warrant that they have both the freedom to work and specific professional qualifications.Freedom to workOur Employee Warranties are drafted as a clause for insertion into a senior employee's employment contract. There are two different warranties. The first provision... Read more
DOWNLOAD December 2019
Type: Clause
Confidentiality clause
An employee owes a duty of confidentiality to you, which continues during the period of employment and, to a more limited extent, after termination. The extent of the duty depends on the facts and circumstances of each case but the more senior the employee, probably the greater the duty owed. A confidentiality... Read more
DOWNLOAD December 2019
Type: Clause
COT3 clause
 Acas will normally draw up the agreement using a standard form known as a "COT3" when the settlement of a dispute between you and an employee is reached through Acas. This is an example of the wording that can be used on the form in relation to such a settlement.  Note that this is an example only... Read more
DOWNLOAD December 2019
Type: Clause
GDPR erasure of data request form
The GDPR enables individuals to make a request for the erasure of the personal data that you hold about them. You can use our form to assist them with making a request.The statutory rightUnder the GDPR, individual data subjects (including employees and workers) have the right to require you to erase... Read more
DOWNLOAD December 2019
Type: Form
Grievance investigation report
Our report enables the investigation manager to summarise the grievance investigation they carried out, together with an explanation of their findings.Investigation summaryA fair grievance procedure doesn't absolutely require that a written investigation report is produced but many investigations will... Read more
DOWNLOAD December 2019
Type: Form
Stress and mental wellbeing policy
Use our statement to set out your policy on stress at work and on providing a working environment which supports employees' mental health and wellbeing. It also provides for you to offer a professional stress counselling service. This will help in your defence of any personal injury claim should an employee... Read more
DOWNLOAD December 2019
Type: Policy
Dignity at work policy
You're not legally obliged to put in place a dignity at work policy. However, harassment on the grounds of age, disability, gender reassignment, race, religion or belief, sex and sexual orientation are all unlawful and implementing a dignity at work policy statement will help demonstrate that you took... Read more
DOWNLOAD December 2019
Type: Policy
Notice of absence management appeal meeting
Where an employee appeals against a warning for unsatisfactory attendance or a decision to dismiss them under your attendance procedure, use our letter to arrange an appeal meeting.Appeal processOnce you've made your decision to formally warn an employee about their unsatisfactory attendance record or... Read more
DOWNLOAD December 2019
Type: Letter
Settlement agreement
When you want to prevent an employee from issuing proceedings in relation to the infringement of their statutory employment rights on termination of their employment, consider going down the settlement agreement route. This is an alternative to going through time-consuming dismissal procedures. In addition,... Read more
DOWNLOAD December 2019
Type: Agreement
Settlement agreement meeting proposal letter
Where you wish to propose a settlement agreement to an employee to terminate their employment on agreed terms, ideally start this with a meeting, but don't spring this on the employee. Our letter arranges an initial meeting to discuss your proposal and can be used for either "without prejudice" meetings... Read more
DOWNLOAD December 2019
Type: Letter
Electronic signatures clause
If you put a suitable online platform in place, employees can sign their employment contracts using e-signatures, whether that means typing their name or a unique code into the contract or using a stylus pen. Use our clause in employment contracts to make clear that e-signatures have the same legal effect... Read more
DOWNLOAD November 2019
Type: Clause
Grievance investigation plan
Creating an investigation plan for an appointed grievance investigation manager can provide them with a structured approach to follow when conducting their investigation. Appointment of investigation managerWhere an employee has raised a grievance, you'll need to appoint an investigation manager to... Read more
DOWNLOAD November 2019
Type: Form
Internal announcement of employee's return to work
Use our statement to announce to other staff that an employee is returning to work following long-term absence due to either sickness or maternity, adoption or shared parental leave or a career break.Internal team statementWhilst you don't have to formally let other staff know when an employee is returning... Read more
DOWNLOAD November 2019
Type: Letter
Menopause policy
Employees transitioning through the menopause may be experiencing symptoms that can adversely impact their work life, so put in place our policy to set out how you'll support them.Legislative settingThe menopause will affect a significant proportion of your workforce, so it's essential for you to provide... Read more
DOWNLOAD November 2019
Type: Policy
Election for quarantine period for agency worker
Instead of paying a transfer fee or opting for an extended hire period where you want to directly employ a temporary agency worker, you could stop using the worker and wait for the quarantine period to end.Quarantine periodUnder the Conduct of Employment Agencies and Employment Businesses Regulations... Read more
DOWNLOAD November 2019
Type: Letter
Right to work checklist
Don't risk a £20,000 civil penalty for employing an illegal worker. Check all new employees' right to work in the UK before they start work for you using our checklist, record the date of your check and take copies of the relevant documents (or keep a clear copy of the response if you used the Home... Read more
DOWNLOAD November 2019
Type: Checklist
Letter requesting basic disclosure certificate
You can ask an employee to voluntarily apply for a basic disclosure certificate for any job role, provided you have a lawful basis for processing criminal convictions personal data, but it's best to only request it where the information is directly relevant to the particular role. Use our letter to ask... Read more
DOWNLOAD November 2019
Type: Letter
Letter confirming a career break
If you grant an employee time off work for a career break or sabbatical, you should confirm the provisions relating to it in writing, even if you already have a policy in place governing the situation. In particular it's important to confirm the situation regarding the employee's contract of employment... Read more
DOWNLOAD October 2019
Type: Letter
Driving whilst on company-related business policy
From time to time, employees who don't have company cars may use their own vehicles on company-related business, such as attending client meetings or site visits. Our driving whilst on company-related business policy sets out the provisions you need to include.Not your concern?You may think that if an... Read more
DOWNLOAD October 2019
Type: Policy
Extra bank holidays clause
If the government announces an extra bank holiday, whether employees are then entitled to an additional day's holiday will depend on the wording of their employment contracts.   Extra bank and public holidaysOccasionally, the government grants special or extra bank or public holidays on a one-off basis... Read more
DOWNLOAD October 2019
Type: Clause
Trial flexible working arrangement extension letter
If an employee has a trial flexible working arrangement in place, occasionally you may need to extend that trial period before you make your final decision on whether to confirm or revoke the flexible working arrangement.Trial periodIt's acceptable under the flexible working provisions for you to agree... Read more
DOWNLOAD October 2019
Type: Key Data
Election for extended hire period for agency worker
As an alternative to paying a transfer fee where you want to directly employ a temporary agency worker, you can instead opt for an extended hire period.Statutory provisionsThe Conduct of Employment Agencies and Employment Businesses Regulations 2003 state that transfer fees can't be enforced against... Read more
DOWNLOAD October 2019
Type: Letter
Record of home visit with sick employee
Where you've arranged to visit a long-term sick employee at home to discuss their current state of health and any potential adjustments to support their return to work, make sure you keep a meeting record.  Purpose of home visitUnder the terms of our Sickness Absence Policy, you can request a home... Read more
DOWNLOAD October 2019
Type: Form
Sick pay clause
You're obliged to include any provisions for sick pay as part of the written statement of employment particulars. However, it's entirely up to you whether you only pay statutory sick pay (SSP), whether you operate a discretionary sick pay scheme or whether you want to tie yourself in to a contractual... Read more
DOWNLOAD October 2019
Type: Clause
Leaves of absence policy
In addition to annual leave, sickness absence and the various statutory rights to time off (for example, maternity leave, parental leave, paternity leave, time off for dependants, etc.), employees might ask to take time off work for a variety of other reasons, including jury service, public duties, armed... Read more
DOWNLOAD October 2019
Type: Policy
Training feedback form
Where you hold internal training events, you should always ask attendees to complete a training feedback form.  Why ask for feedback?You don't have to hold internal staff training, unless it's a legal, regulatory or continuing professional development requirement, but where you do, make sure you ask... Read more
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Type: Form
Pool car policy
If you provide pool cars that your staff can ask to use when they need to carry out business-related journeys, it's important to have a policy in place covering the provision and use of your pool cars.What are pool cars?A pool car is essentially a company vehicle that's available for occasional use by... Read more
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Type: Policy
Election to pay transfer fee for agency worker
An agency supplying you with a temporary worker can normally charge you a transfer fee where you then offer that worker permanent direct employment with you. If you agree to pay that fee, use our letter to confirm your position.Transfer feeWhen entering into an agreement with a temporary agency (called... Read more
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Type: Letter
Pregnancy-related absence form
If an employee is absent wholly or partly because of pregnancy in the four weeks before her expected week of childbirth, she must notify you of this as soon as is reasonably practicable.  Automatic triggerEmployees can generally choose when they want their maternity leave to start. However, this is... Read more
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Type: Form
List of gross misconduct offences
As part of your disciplinary procedure, it's wise to insert a list of the offences that you regard as potential gross misconduct and which could therefore render the employee liable to summary dismissal, i.e. dismissal without notice.Drawing up a listWhilst it's obvious to most employees that certain... Read more
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Type: Miscellaneous
Disciplinary procedure
Dealing with conduct and other disciplinary matters is one of the most difficult challenges for any employer. Make a wrong move and an employee can exact a high price. And even if you've a good reason to take action, tribunals demand that you follow the right procedure to the letter. Our disciplinary... Read more
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Type: Procedure
Capability procedure
Dealing with an employee's poor performance can be particularly difficult where you know they are simply incapable of fulfilling the tasks and duties expected of them in their role, so they aren't really to blame. Our capability procedure ensures you deal with the problem both fairly and sympathetically.What... Read more
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Type: Procedure
Grievance procedure
Your grievance procedure should play a crucial role in how you deal with staff complaints. Use our procedure to set out the steps that an employee with a grievance relating to their employment should take, but be aware that they can still issue employment tribunal proceedings against you even where they... Read more
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Type: Procedure
Attendance procedure
Our attendance procedure provides a process for dealing with genuine but persistent short-term sickness absence. It's not suitable for long-term incapacity cases.ApplicationA dismissal due to persistent short-term sickness absence could either be due to conduct, capability or some other substantial reason... Read more
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Type: Procedure
Collective redundancy information and consultation checklist
Redundancy is a potentially fair reason for dismissal but you must still act reasonably. This means that you must properly explore other options to redundancy, fully consult with the affected employees, adopt a fair selection procedure and offer suitable alternative employment to the redundant employees... Read more
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Type: Checklist
Letter to accompany settlement agreement
Once you have negotiated a settlement with the employee in principle, you will need to draft an agreement and give it to them with a covering letter explaining the requirement that they seek independent legal advice in connection with its content.The negotiation processWhen you produce a draft Settlement... Read more
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Type: Letter
Letter rejecting time off for elective medical procedure
Use our letter to reject an employee's request for time off to undergo an elective medical procedure, such as breast augmentation or liposuction. Unless you contractually provide for time off work in this scenario, you're perfectly within your rights to do this. Our letter advises the employee to use... Read more
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Type: Letter
Disciplinary hearing order of proceedings
Where managers are asked to chair disciplinary hearings, if they're new to the whole experience, it's helpful to give them guidance on how the hearing should be conducted. Our document will assist in ensuring they conduct hearings appropriately and cover all the matters that need to be dealt with in... Read more
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Type: Miscellaneous
Letter triggering maternity leave due to absence for pregnancy-related reasons
If a pregnant employee is absent from work wholly or partly because of pregnancy after the beginning of the fourth week before her expected week of childbirth, her maternity leave will be automatically triggered.Pregnancy-related illnessAs a general rule, employees can choose when they want their maternity... Read more
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Type: Letter
EU Settlement Scheme reminder letter
EU, EEA and Swiss nationals need to apply for either settled or pre-settled status under the EU Settlement Scheme if they wish to remain in the UK post-Brexit. Use our letter to remind them to do this.Scheme summaryThe EU Settlement Scheme is open for applications from EU, EEA and Swiss nationals living... Read more
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Type: Letter
Employee weekly timesheet
Use our document to enable you to accurately measure and record the actual daily working hours of each of your workers.Legal positionEU law requires you to put in place an objective, reliable and accessible system enabling the duration of time worked each day by each of your workers to be measured. Although... Read more
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Type: Form
Petty cash policy
If you hold a petty cash float at work for the reimbursement of small items of expenditure, it's worth putting in place a petty cash policy to outline when and how it can be used.Use of petty cash floatNormally, when employees incur work-related expenses, they will claim them back through your reimbursement... Read more
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Type: Policy
Internal statement announcing employee's departure
Use our statement to make an internal announcement to other members of staff that an employee is leaving, or has left, your employment.Communication of departureWhen an employee leaves your employment, you can use our Letter Advising Employee Has Left to let external third parties, such as your clients... Read more
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Type: Letter
Reply to request to carry over holiday
Our letter exceptionally approves the carrying over of some of the employee's unused annual leave entitlement from one holiday year to the next. Holidays policy provisionsOur Holidays Policy is clear that employees can't carry their annual leave entitlement over into the next holiday year unless there... Read more
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Type: Letter
Notice of birth for paternity leave
As well as giving notice to request paternity leave, employees must give a further notice confirming the date on which the child was born or placed for adoption. Use our notice to make it easy for them to do this.Notice of paternity leaveYour employee must inform you that they wish to take paternity... Read more
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Type: Form
GDPR data protection policy
Our data protection policy statement reiterates the important data protection principles set out in the GDPR, outlines out how you intend to comply with them and clarifies what rights and obligations an employee has both in relation to their own personal data and when handling other people's personal... Read more
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Type: Policy
Medical and dental appointments policy
Use our medical and dental appointments policy to set your rules on time off work to attend health-related appointments. Special rules apply to antenatal appointments and you need to take care with disabled employees but, other than that, there's no legal right for an employee to either take time off... Read more
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Type: Policy
Equal opportunities policy
There's no specific legal requirement for you to have an equal opportunities policy. However, discrimination because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation are all unlawful and implementing... Read more
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Type: Policy
Director's service agreement
Any director who is also an employee of the company should always be given a service contract. As well as ensuring there are no arguments over their status it should also minimise the possibility of any other misunderstandings arising. The enclosed agreement is all encompassing and addresses all the... Read more
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Type: Agreement
Other benefits in kind clause
Our benefits in kind clause specifically covers private medical and permanent health insurance, pension schemes and life assurance, as these are the most common benefits after company cars. However, you can also include any other benefits that you provide for your employees.Insurance termsWith private... Read more
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Type: Clause
Employee contract pay in lieu of notice clause
In the absence of an express payment in lieu of notice clause, you don't have the contractual right to terminate employment summarily upon making such a payment. This doesn't mean you can't do it, but you do need to weigh up all the pros and cons.PILON or damages?In the absence of an express Employee... Read more
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Type: Clause
Public statements clause
If you're concerned about employees giving interviews to or writing articles to be published in the media, or about ex-employees making disparaging statements to the media once they've left employment, insert our public statements clause into their written statement of employment particulars.Limiting... Read more
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Type: Clause
Suspension clause
Where you have a reasonable belief that an employee may have committed an act of gross or very serious misconduct, you should give consideration to suspending them during the investigation and pending a formal disciplinary hearing. A suspension clause will enable you to do this safely. Our suspension... Read more
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Type: Clause
Alternative disciplinary sanctions letter
It's possible to impose a disciplinary sanction other than a formal warning or dismissal on an employee provided you've the contractual right to do so and the sanction is only temporary.Usual disciplinary sanctionsThe Acas Code of Practice on Disciplinary and Grievance Procedures indicates that the usual... Read more
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Type: Letter
Suspension letter
In cases of gross or very serious misconduct, you should give careful consideration to suspending the employee for a brief period during your disciplinary investigation and pending a formal disciplinary hearing. Use our suspension letter for this purpose.Suspension from dutyIf there's an allegation... Read more
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Type: Letter
Homeworking checklist
Where you've agreed that an employee can work from home, there are various matters you should consider before the arrangement is finalised. Our checklist will ensure you have everything in place.Setting up homeworkingOnce you've agreed in principle to an employee's request for homeworking, you then need... Read more
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Type: Checklist
Itemised pay statement
Use our statement at or before you pay wages or salary to a worker to set out the breakdown of the amount paid and any deductions.Statutory provisionsThe Employment Rights Act 1996 requires that you issue every worker with a written itemised pay statement, or payslip, at or before the time at which any... Read more
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Type: Document
Disability agreed adjustments record
Our document records what reasonable adjustments have been agreed by a disabled worker's line manager. The record is "owned" by the worker and whenever they move roles, are relocated or change manager, they can give it to their new manager so that they're aware of the position without the need for the... Read more
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Type: Form
Preventing illegal working letter
It's important to check all new recruits are eligible to work in the UK, or you could find yourself committing an offence. Use our preventing illegal working letter to enable you to carry out the necessary checks on prospective employees' eligibility to work in the UK - it's important you do this before... Read more
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Type: Letter
Offer of appointment letter
Once you have taken the decision on the successful candidate, a job offer can be made, either in writing or over the telephone. If you make an offer verbally, always confirm it in writing using our offer of appointment letter.Verbal agreementsWhilst it's fairly common for job offers to be made verbally,... Read more
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Type: Letter
Adoption leave and pay policy
Taking time off for adoption leave is still a relatively rare occurrence but it's worth having a policy to let employees know their entitlements. In most cases, this will be by reference to the statutory rights.Adoption leaveOur Adoption Leave and Pay Policy statement reflects the statutory provisions.... Read more
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Type: Policy
Adoption leave request form
Both male and female employees are entitled to take adoption leave and may be entitled to statutory adoption pay where they adopt a new child. However, only one partner is eligible to take adoption leave and they must provide you with essential information in order to take it.Adoption leave entitlementEmployees... Read more
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Type: Miscellaneous
Acknowledgement of notification of adoption leave letter
You must formally respond in writing to an employee who has notified an intention to take adoption leave. If you fail to do so, you can't complain if the employee then returns early from adoption leave without letting you know in advance.Formal acknowledgementOnce an employee formally notifies you that... Read more
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Type: Letter
Adoption leave and pay policy
Taking time off for adoption leave is still a relatively rare occurrence but it's worth having a policy to let employees know their entitlements. In most cases, this will be by reference to the statutory rights.Adoption leaveOur Adoption Leave and Pay Policy statement reflects the statutory provisions.... Read more
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Type: Policy
GDPR legitimate interests assessment
If you intend to rely on legitimate interests as your lawful basis for processing certain personal data, you should first conduct a GDPR legitimate interests assessment.Lawful basis for processingTo process personal data, under the GDPR you always need a lawful basis for processing. The three most relevant... Read more
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Type: Form
Job trial offer letter
If you're not sure whether to offer a job applicant the role they applied for, one option would be to run a short job trial to see how they perform before you make your decision. You can offer a trial, but you will probably need to pay the individual the relevant national minimum or national living wage... Read more
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Type: Letter
Dismissal due to unsatisfactory attendance
When you want to implement a dismissal on the ground of unsatisfactory attendance levels, use our dismissal letter. This is the final sanction under our attendance procedure.Potentially fair dismissal reasonIf you dismiss an employee due to their poor attendance record caused by their recurring short-term... Read more
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Type: Letter
Job description and person specification
A job description sets out the main details of the job, including job title, job duties and responsibilities. A person specification describes the level of qualification, knowledge, skills and competencies required of the successful candidate. Make sure you have drawn these up using our forms before... Read more
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Type: Miscellaneous
Invitation to attend interview letter
When you have decided which candidates you will be inviting to attend an interview, use our invitation to attend interview letter to contact them to arrange it. Interview invitationIt's advisable for at least two managers (or one manager and a member of the Human Resources department if you have one)... Read more
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Type: Letter
Medical questionnaire
A problem for many employers is the risk of hiring a new employee only to find they have long-term health problems that could lead to periods of sickness absence. Use our questionnaire to find out if there's a problem but only use it after a job offer has been made.Medical questionnaireThis is a document... Read more
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Type: Miscellaneous
Reply to keeping in touch day request
If an employee asks to work a "keeping in touch" day during their maternity or adoption leave, you can either agree to their request or decline it; it's entirely your choice and our letter covers both options. Statutory provisionsAn employee can agree with you to work for up to ten "keeping in touch"... Read more
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Type: Letter
Period of leave notice for shared parental leave
An employee must give not less than eight weeks' written notice of each block of shared parental leave (SPL) they intend to take by submitting a period of leave notice for shared parental leave.Notice requirementsAn employee must give you not less than eight weeks' written notice of each block of SPL... Read more
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Type: Notice
Parental leave request form
Both male and female employees are entitled to take unpaid parental leave to look after a child under 18 in respect of whom they have parental responsibility. This could involve the employee taking up to 18 weeks off work, although the default provisions limit this to a maximum of four weeks in any... Read more
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Type: Form
Maternity leave plan
Female employees are entitled to take maternity leave and may be entitled to statutory maternity pay where they are expecting a child, provided they comply with important notification requirements.Maternity leave entitlementFemale employees benefit from the right to maternity leave. There are two categories:... Read more
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Type: Procedure
GDPR consent to use of employee's image
Normally, you can't rely on an employee's consent as the lawful basis for processing their personal data. However, using their image in marketing materials can be an exception if they have a genuine choice about whether to consent.Personal dataObtaining an individual's written consent to the processing... Read more
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Type: Letter
GDPR data protection impact assessment
A data protection impact assessment is required where a new type of processing is likely to result in a high risk to the rights and freedoms of data subjects. Use our document as your starting point.What's a DPIA?A data protection impact assessment (DPIA) is a risk assessment tool which can help you... Read more
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Type: Document
Grievance drafting guidance
Employees can sometimes be unclear about whether they're raising a written grievance or what exactly it's about. Our grievance drafting guidance is intended to steer them in the right direction.Clear grievance formulationYou'd thinking raising a formal written grievance should be easy, but you'd be surprised... Read more
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Type: Document
Retention bonus letter
A retention bonus is a payment offered as an incentive to keep a key employee in your employment during a particularly crucial business cycle. Our letter sets out the amount of the bonus and outlines when, and in what circumstances, it will be paid. Retention bonus definedA retention bonus is a one-off... Read more
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Type: Letter
Computer policy
It's important in all office-based workplaces to have policy statements on the use of computers, e-mail and the Internet at work and on using the telephone. Our policy covers the essentials to protect your computer systems and networks.Computer usage and securityOur Computer Policy sets out strict rules... Read more
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Type: Policy
Warning/final warning of unsatisfactory attendance
Following an absence management meeting, if you want to formally warn the employee about their unsatisfactory attendance, use our warning letter. It can also be adapted for use as a final warning.Fair warningThe warning should set out the employee's unsatisfactory sickness absence record and what improvements... Read more
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Type: Letter
Auto-enrolment postponement letter
You can postpone auto-enrolling employees in your workplace pension for up three months. This might mean that you never have to include temporary workers. Postponement can also be used in other situations, such as for new employees who work for a probationary period before they're taken on permanently.When... Read more
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Type: Letter
Letter for entitled workers
If you have any new entitled workers, you must write to them letting them know they have a right to join a pension scheme, but be aware this can be a different scheme to your qualifying workplace pension scheme.Entitled workersEntitled workers don't have to be automatically enrolled into your qualifying... Read more
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Type: Letter
Letter for workers already in a qualifying pension scheme
Where you already have a qualifying workplace pension scheme in place for your workers and they are active members of that scheme, other than writing to them using our letter, there is no action for you to take in connection with auto-enrolment.Qualifying schemeIf some or all of your workers are already... Read more
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Type: Letter
Eligible jobholders' automatic enrolment letter
The Pensions Acts 2008 and 2011 require every employer to automatically enrol their workers into a qualifying workplace pension scheme, if they are not already in one, and to mandatorily contribute to that pension. Our letter enables you to write to those workers that have to be automatically enrolled... Read more
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Type: Letter
Letter for non-eligible jobholders
Some of your workers may be non-eligible jobholders either because of their age or their low level of earnings. They don't have to be automatically enrolled into a qualifying workplace pension scheme but they do have the right to opt in and are then entitled to employer contributions. In this case, you... Read more
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Type: Letter
Redundancy payments ready reckoner
Statutory redundancy pay is the minimum payment that must be made to an employee who is to be made redundant. It is calculated according to age, length of service and their gross weekly pay.Redundancy paymentsIf the employee that you're making redundant has been employed by you for two years or more,... Read more
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Type: Document
Paternity leave policy
Paternity leave essentially enables eligible employees (usually fathers) to take up to two weeks off work following the birth or adoption of their child. Our policy statement sets out the employee's statutory rights to paternity leave.Paternity provisionsThe right to paternity leave is available to the... Read more
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Type: Policy
Paternity leave request form
Paternity leave entitles eligible employees to take either one or two weeks' paid time off work following the birth of their child (or following the placement of a child for adoption) to care for that child or to support the mother. Even though it's called paternity leave, it is available to same-sex... Read more
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Type: Form
Paternity leave policy
Paternity leave essentially enables eligible employees (usually fathers) to take up to two weeks off work following the birth or adoption of their child. Our policy statement sets out the employee's statutory rights to paternity leave.Paternity provisionsThe right to paternity leave is available to the... Read more
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Type: Policy
Transgender action plan
You can use our transgender action plan to set out the steps that you'll need to consider taking when supporting an employee who is transitioning. Managing the processOur Transgender Equality Policy sets out how you prevent discrimination against transgender staff in the workplace and how you support... Read more
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Type: Form
Policy version form
Our form provides historical data about each update made to a policy, including the nature of the amendment, the date of it and who it was approved by, as well as a policy version number. That way, you can keep track of amendments and when they were implemented, and your employees can ensure they're... Read more
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Type: Form
Notice of absence management meeting
It's potentially fair to dismiss an employee because of an unsatisfactory attendance record caused by persistent but genuine short-term sickness absences, provided a proper procedure is followed which is fair and reasonable in all the circumstances and you act reasonably in treating the employee's poor... Read more
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Type: Notice
Change of maternity leave request
An employee can vary her chosen maternity leave start date, but she must give at least 28 days' notice. You can require any notice to change the start date to be in writing, so provide our form for this purpose.All changeIf, having given you notification of her maternity leave plans, a pregnant employee... Read more
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Type: Letter
Consultancy agreement (clause)
Consultancy agreementIf you hire a self-employed consultant for their expertise in an area that your employees may be lacking, you should put in place an agreement that not only sets out the arrangements between you but also goes as far as possible in ensuring there is no employment relationship. Categories... Read more
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Type: Agreement
Employment of ex-offenders policy
The Rehabilitation of Offenders Act 1974 provides that, after a stipulated period of time, individuals who have been convicted of criminal offences and who have served their sentences are, with some exceptions, not obliged to disclose those convictions to a prospective employer. The conviction becomes... Read more
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Type: Policy
Making a job offer checklist
 Use this checklist to help you make a job offer to your chosen candidate.Making an offerYou should consider whether to make your chosen candidate a conditional or unconditional offer.  Job offers are often conditional on the receipt of satisfactory references, documentary evidence of a right to work... Read more
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Type: Checklist
Return from maternity leave letter
All pregnant employees have the right to take up to 26 weeks' ordinary maternity leave and up to a further 26 weeks' additional maternity leave and to resume work afterwards. An employee who decides to return at the end of her 52-week entitlement isn't required in law to give you notice of her return... Read more
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Type: Letter
Governing law and jurisdiction clause
Our clause says that the contract is governed by the laws of England and Wales and the courts of England and Wales have jurisdiction to settle disputes. Whilst you can select the governing law, you can't contract out of "mandatory rules". There's also little benefit in having a jurisdiction clause because... Read more
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Type: Clause
Letter rejecting repeated grievance
Where an employee raises a new grievance which simply repeats issues that have already been raised, and dealt with, in their earlier grievance, you can use our letter to reject it as you don't need to go over the same issues again.Grievance procedureYour grievance procedure enables employees to raise... Read more
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Type: Letter
Right to work clause
Our right to work clause ensures employees must immediately notify you if they cease to have the right to work in the UK and you have the right to dismiss them for illegal working, subject to complying with fair dismissal rules. This may become more important post-Brexit if restrictions are placed on... Read more
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Type: Clause
Religious observance policy
Our policy explains how you will support employees who observe certain religious practices. Refusing to accommodate a request for time off for religious observance might amount to indirect religious discrimination, unless you can justify your decision. Equality Act 2010The Equality Act 2010 protects... Read more
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Type: Policy
Letter withdrawing conditional offer of appointment
If you make a conditional job offer and the conditions are not satisfactorily fulfilled within a reasonable period of time, you should be safe in withdrawing the job offer on that basis and you can use our letter to assist you. However, be careful when considering withdrawing unconditional accepted job... Read more
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Type: Letter
Letter to next of kin on death of employee
Use our letter to offer your condolences to the deceased's next of kin on the death of an employee. It also raises the issue of final salary and other payments which may be due to the estate or other beneficiaries.Personal contactAs our Death of Employee Policy sets out, once you are notified of an employee's... Read more
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Type: Letter
Severe disruption policy
Our severe disruption policy will help you set out your position when an employee is unable to attend work, or is late, as a result of genuinely extreme weather conditions or disruptions to public transport or road networks, such as train strikes, road traffic accidents, road closures, etc.A balancing... Read more
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Type: Policy
Employed or self-employed checklist
 This checklist sets out the main factors which may indicate whether an individual is employed or self-employed. Some pointers in considering relevant factors There is no exhaustive list of the factors that are relevant. Consequently, you can't just run through this checklist as a mechanical exercise,... Read more
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Type: Checklist
E-mail and Internet policy
Email and internet policyIt's important in all office-based workplaces to have policy statements on the use of computers, email and the internet at work and on using the telephone. Our email and internet policy includes provisions on acceptable use, social networking sites, downloading from the internet... Read more
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Type: Policy
Maternity policy
Our policy statement sets out the statutory rules relating to maternity leave and pay. It ensures employees fully understand their rights and entitlements, as well as their obligations in relation to notifying you of their pregnancy, their expected date of childbirth and when they want their maternity... Read more
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Type: Policy
Maternity policy
Our policy statement sets out the statutory rules relating to maternity leave and pay. It ensures employees fully understand their rights and entitlements, as well as their obligations in relation to notifying you of their pregnancy, their expected date of childbirth and when they want their maternity... Read more
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Type: Policy
Whole agreement clause
Insert our whole agreement clause into all new contracts of employment, to make clear that any previous oral or written agreements, discussions, negotiations, promises, correspondence, assurances, representations or understandings between you and the employee are superseded by the terms of the contract... Read more
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Type: Clause
GDPR data processor clauses
If you use any third-party processors to handle employees' personal data, you must by law include a number of key written terms governing data protection in the commercial contracts you enter into with them.Processor obligationsAs an employer, you're a "controller" in relation to your employees' personal... Read more
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Type: Clause
Letter confirming pension contribution increase
Use our letter to advise workers of the increases in the minimum contributions that must be made to automatic enrolment workplace pension schemes.Effective dateThe minimum contributions that you and your workers pay into your automatic enrolment workplace pension scheme are increasing again. The first... Read more
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Type: Letter
Transgender equality policy
Transgender staff are protected under the Equality Act 2010. Put in place our transgender equality policy to sit alongside your equal opportunities and dignity at work policies.The lawTrans people are protected against discrimination under the Equality Act 2010 as "gender reassignment" is one of the... Read more
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Type: Policy
Letter requesting return of contract of employment
Use our letter to chase an employee where they've failed to sign and return their contract of employment within a week or so of you issuing it. It enables you to put a system in place to stop unsigned contracts slipping through the net. Then, place a copy of the employee's signed contract on their personnel... Read more
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Type: Letter
Reminder to take holiday
To be able to rely on statutory provisions enabling accrued but untaken annual leave to be lost if it's not taken in the current holiday year, you must have given your workers the effective opportunity to take that annual leave and this includes actively encouraging them to do so and diligently warning... Read more
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Type: Letter
Part-time employee clauses
Our clauses extend to hours of work, pay and benefits and holidays. They have regard to the pro rata principle which states that a part-time worker must receive not less than the proportion of pay or a benefit that the number of their weekly hours bears to the number of weekly hours of their full-time... Read more
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Type: Clause
Third party rights clause
Third party rights potentially enable someone who isn't a party to the employment contract to directly enforce a term of that contract against you, but not against your employee. If you don't want to risk conferring rights on third parties such as an employee's spouse or family members, use our clause... Read more
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Type: Clause
Response to invalid flexible working request
A flexible working application can be invalid for various reasons including if it's not dated, doesn't specify the change being applied for and the effective date, or doesn't explain the effect of the change on your business and how any such effect might be dealt with. Our letter covers all the invalidity... Read more
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Type: Letter
Conduct whilst on company business policy
You're limited in the restrictions you can place on an employee's behaviour in their own private time but you can try to control what they get up to at work-related social events by having a policy statement on unruly or offensive behaviour. In fact, you need this to try and protect yourself against... Read more
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Type: Policy
Resignation policy
When an employee resigns, in most cases you'll want to know the reason why so it's useful to conduct an exit interview or ask the employee to complete an exit questionnaire. In addition, it's important for the employee to know the arrangements for their departure, including how their resignation will... Read more
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Type: Policy
Resignation policy
When an employee resigns, in most cases you'll want to know the reason why so it's useful to conduct an exit interview or ask the employee to complete an exit questionnaire. In addition, it's important for the employee to know the arrangements for their departure, including how their resignation will... Read more
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Type: Policy
Notice of SOSR or statutory bar appeal meeting
An employee has no statutory right to appeal against an SOSR or statutory bar dismissal. However, you should still give them an opportunity to appeal as part of an overall fair procedure. Use our letter when an employee appeals against an SOSR or statutory bar dismissal decision, to inform them of the... Read more
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Type: Letter
Letter following SOSR or statutory bar appeal meeting
After holding an appeal against the decision to dismiss an employee on some other substantial reason (SOSR) or statutory bar grounds, you need to formally notify them in writing of the outcome. The decision on an appeal is final.A final decisionAfter hearing what the employee has to say as part of their... Read more
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Type: Letter
Letter confirming payment in lieu of notice
Where you've stated an employee isn't required to work out their notice period and instead will be paid in lieu of notice, use our letter to confirm the PILON payment. You need to work out whether it's a contractual payment or not.Contractual payment or damages?Where there's an express clause in the... Read more
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Type: Letter
No oral variation clause
A no oral variation clause is one which states that any contract amendments or variations must be in writing, so oral agreements are ineffective. If you include it in employment contracts, it can give certainty, but make sure you don't also require the employee to sign to agree any variations as you're... Read more
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Type: Clause
Commission clause
The salaries of employees who are in sales roles is often comprised of a basic element plus guaranteed commission which is calculated according to the number of successful sales made. In this situation, the employee's written statement of employment particulars will need to specify how the commission... Read more
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Type: Clause
Time off for dependants policy
Employees have a statutory right to unpaid time off work to deal with certain unexpected or sudden events or situations involving a dependant. Our time off for dependants policy statement sets out the employee's statutory rights in this respect and it makes clear the procedure the employee must follow... Read more
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Type: Policy
Time off for dependants policy
Employees have a statutory right to unpaid time off work to deal with certain unexpected or sudden events or situations involving a dependant. Our time off for dependants policy statement sets out the employee's statutory rights in this respect and it makes clear the procedure the employee must follow... Read more
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Type: Policy
GDPR personal data breaches register
The General Data Protection Regulations (GDPR) requires you to document all personal data breaches, whether they're notifiable to the Information Commissioner's Office (ICO) or not. Use our register to do this.Mandatory registerUnder the GDPR, you must record all personal data breaches in a register,... Read more
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Type: Form
Letter informing employee of grievance against them
Where a grievance has been raised by one employee against another, you'll need to notify the latter employee of the grievance allegations and that they're to be investigated.Grievance processEmployees can raise grievances about a variety of matters in the workplace. This can include making allegations... Read more
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Type: Letter
Letter following poor performance appeal meeting
After the poor performance appeal meeting, you will need to formally notify the employee in writing of the outcome. The decision on an appeal is normally final unless your capability procedure specifically contains a right of further appeal to a higher level of management.Notification of the outcomeUse... Read more
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Type: Letter
Letter following disciplinary appeal hearing
After the disciplinary appeal hearing, you need to formally notify the employee in writing of the outcome. The decision on an appeal is normally final unless your disciplinary procedure specifically contains a right of further appeal to a higher level of management.Uphold or rejectAfter hearing the employee's... Read more
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Type: Letter
Medical examination request to independent doctor
It's possible to fairly dismiss an employee on the ground of lack of capability due to ill health but first you must take all reasonable steps to find out the current medical position. This involves obtaining a medical report. A strong alternative to approaching the employee's own GP, specialist or consultant... Read more
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Type: Letter
Deputising letter
Where you ask an employee to act as a deputy supervisor or manager on a temporary basis to cover their supervisor's or manager's absence, use our letter to confirm the agreed terms of the deputising arrangement. Temporary promotionWhen a supervisor or manager is absent due to maternity or other family-related... Read more
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Type: Letter
Ineligible for flexible working letter
An employee is ineligible to request flexible working if they don't have 26 weeks' continuous service or they've already made a statutory flexible working request in the previous twelve months. Our letter confirms their ineligibility.Eligibility criteriaOur Ineligible for Flexible Working Letter enables... Read more
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Type: Letter
Real living wage increase advice letter
The real Living Wage is an hourly rate which is calculated independently according to the real cost of living in the UK and London. It's entirely voluntary. If you do pay the real Living Wage, our letter can be used to notify your staff of their pay rise following the annual updating announcement. What... Read more
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Type: Letter
Sickness absence policy
Our policy statement sets out a detailed reporting procedure for both short-term and long-term sickness absence, including the provision of evidence of incapacity, consideration of statements of fitness for work, "return-to-work" interviews and home visits. It's always worth expressly setting out these... Read more
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Type: Policy
Alcohol and drugs policy
A policy statement outlining your position on alcohol and drug abuse is a must, particularly if your business is in an industry where health and safety concerns are paramount. You owe a duty to your employees and to third parties to protect their health, safety and welfare as far as reasonably practicable... Read more
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Type: Policy
Sickness absence policy
Our policy statement sets out a detailed reporting procedure for both short-term and long-term sickness absence, including the provision of evidence of incapacity, consideration of statements of fitness for work, "return-to-work" interviews and home visits. It's always worth expressly setting out these... Read more
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Type: Policy
Letter to doctor requesting medical report
It's possible to fairly dismiss an employee on the ground of lack of capability due to long-term ill-health but first you must take all reasonable steps to find out the current medical position. This will involve obtaining a medical report. Also, be aware of the Equality Act 2010.Medical evidenceBefore... Read more
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Type: Letter
Time off for jury service letter
Use our letter confirming time off for jury service to set out the position on pay during their absence. Juries Act 1974Under the Juries Act 1974, individuals may be required to carry out jury service if they are at least 18 years old and not over the age of 75 on the day they start their jury service,... Read more
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Type: Letter
TUPE provision of proposed measures letter
If you're the transferee in a TUPE transfer situation, you must provide the transferor with information about what measures you intend to take in relation to affected employees who are to transfer to your employment. The transferor needs this information to be able to inform and consult with the appropriate... Read more
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Type: Letter
GDPR letter notifying personal data breach
As well as notifying the Information Commissioner's Office (ICO), certain personal data breaches must also be notified to affected data subjects. Your notification to them must, as a minimum, describe the nature of the data breach, the likely consequences of it and the measures you've taken or are taking... Read more
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Type: Letter
Letter enclosing Form SSP1
You must provide Form SSP1 to an employee when their SSP is coming, or has come, to an end as the information you give on it will help the government to decide on the employee's benefit claim. If you know in advance that the employee's SSP is to end before their incapacity does, make sure you issue the... Read more
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Type: Letter
Fixed-term contract clause
When you wish to set up a fixed-term contract with an employee that's to come to an end on a specified date or when a specific project or task is completed, you will need to insert a clause into their written statement of employment particulars.In a fixA contract of employment will be treated as being... Read more
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Type: Clause
Listening to music policy
Our policy prohibits staff from listening to music at work without your prior permission, whether this is personally or publicly. You'll need a public performance licence, called TheMusicLicence, if you permit music to be played publicly at work.Pros and consWith the advent of open working environments,... Read more
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Type: Policy
Extension of flexible working decision period
When an employee applies for flexible working, normally you must notify them of your decision within three months. However, you can agree with them to extend that period and use our letter to confirm this agreement.Flexible working entitlementAll employees benefit from the statutory right to request... Read more
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Type: Letter
Letter rescheduling grievance meeting
Use our letter if you need to postpone a scheduled grievance meeting or if you're agreeing to an employee's own request to postpone. It's reasonable to reschedule either if you need to do so for business reasons or if the employee has valid grounds for their postponement request, e.g. their companion... Read more
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Type: Letter
Invitation to absent employee to work-related event
Our letter enables you to invite absent employees, such as those on long-term sick leave or maternity leave, to any work-related events. It sets out the details of the event but makes clear that the employee's attendance is entirely optional. Make sure you invite absent employees to key events, such... Read more
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Type: Letter
Withdrawal of resignation acceptance
There are a few reasons why an employee might want to withdraw their resignation and the law says you don't always have to accept that withdrawal. However, if you do, use our letter. It covers three situations. Improved termsWhen an employee resigns, sometimes you might want to try and persuade them... Read more
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Type: Letter
Zero-hours contract clause
A zero-hours contract is generally one where you're not obliged to provide the worker with any work at all and the worker is not obliged to accept any hours offered. There are no guaranteed minimum hours of work. Therefore, in a particular week, the worker may work "zero" hours. No guaranteesIt's for... Read more
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Type: Clause
Proposal to dismiss and re-employ on new terms
It may be possible to introduce new employment terms by terminating an employee's existing contract on notice and immediately offering to re-employ them on the new terms. Use our letter to invite an employee to a consultation meeting to discuss dismissal and re-employment. Only send it after conducting... Read more
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Type: Letter
GDPR register of data subject access requests
The GDPR requires you to demonstrate that you're complying with the data protection principles. Maintaining a GDPR register of data subject access requests can help you show that you're observing subject access rights.AccountabilityThe General Data Protection Regulation (GDPR) requires you to demonstrate... Read more
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Type: Form
Reply to retraction of grievance
If an employee raises a formal grievance, it's ultimately their choice whether to pursue it. If they withdraw it, your two options are either to confirm you won't be taking any further steps or to state that you nevertheless intend to conduct a wider investigation into the matter. Adopt the latter approach... Read more
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Type: Letter
Letter to wider workforce about redundancy situation
It's good practice to inform the wider workforce about a redundancy situation as it can stop rumours and ease unrest. They don't need to know all the details about your redundancy programme but do let them know what parts of the business are affected and that you're to begin consultation with "at risk"... Read more
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Type: Letter
Redundancy policy
Whilst redundancy is a potentially fair reason for dismissal, you are still obliged to follow a fair procedure when implementing a redundancy programme. Our policy statement helps get you started with this.A fair redundancyRedundancy is a potentially fair reason for dismissal, but you must still act... Read more
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Type: Policy
Selection criteria
In deciding whom to select for redundancy, you need to consider your pool for selection, the objective criteria that you are going to apply and the adoption of a fair marking system. An unfair selection for redundancy can result in an unfair dismissal.Fair selectionThe Selection Criteria which you use... Read more
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Type: Procedure
Redundancy policy
Whilst redundancy is a potentially fair reason for dismissal, you are still obliged to follow a fair procedure when implementing a redundancy programme. Our policy statement helps get you started with this.A fair redundancyRedundancy is a potentially fair reason for dismissal, but you must still act... Read more
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Type: Policy
References policy
Every employer is asked for a reference at some stage. But how should you respond - if indeed you choose to respond at all? How should you give the reference? What sort of detail should it contain? Our policy provides the answers.ReferencesMany employers get hung up on the whole issue of giving references... Read more
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Type: Policy
References policy
Every employer is asked for a reference at some stage. But how should you respond - if indeed you choose to respond at all? How should you give the reference? What sort of detail should it contain? Our policy provides the answers.ReferencesMany employers get hung up on the whole issue of giving references... Read more
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Type: Policy
Rejection of candidate after interview letter
After the recruitment process has concluded, reject the unsuccessful interviewees and then destroy their personal information after a reasonable period of time, e.g. six months, and in accordance with the terms of your privacy notice for job applicants. The rejected candidatesAfter the recruitment process... Read more
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Type: Letter
Medical examinations clause
Even with the contractual power to do so, you can't force an employee to undergo a medical examination. To do so would amount to a breach of their privacy and, if the doctor doesn't have the patient's consent, a civil trespass and a criminal assault. However, there are still benefits to having a medical... Read more
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Type: Clause
Letter to ex-employee threatening to contact ICO
Use our letter where you believe a former employee has taken personal data with them on leaving employment, such as client records, without your permission. Unlawfully obtaining personal data is a criminal offence prosecuted by the Information Commissioner's Office (ICO), so threatening to contact the... Read more
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Type: Letter
Incapacity checklist
 Use this checklist to help you manage employees who are absent for a long period or are persistently absent for short periods due to sickness or injury.  Your procedure for managing sickness should be separate from your disciplinary procedure for all cases of ill health as opposed to misconduct. However,... Read more
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Type: Checklist
Social media policy
Use our social media policy to set out your rules on employees accessing social media websites during work time. Whilst you can't prohibit employees accessing such sites in their own time using their own equipment, such as on their tablets and smartphones, you can try to ensure they don't adversely damage... Read more
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Type: Policy
Telephone policy
It's important in all office-based workplaces to have policy statements on the use of computers, e-mail and the Internet at work and on using the telephone. Our policy sets out useful provisions both on using the telephone for private calls (including company mobile phones) and on having personal mobile... Read more
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Type: Policy
Recruitment policy
It's important that managers have guidelines when it comes to recruitment, so that they know the relevant procedure to be followed. Our recruitment policy also serves as a useful reminder to managers of their equal opportunities obligations during the recruitment process.Recruitment procedureOur Recruitment... Read more
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Type: Policy
Letter of consent to medical examination pre-appointment
Use this letter when you need to obtain the consent of a successful job applicant to a medical examination.  Note that the wording set out after the letter should be printed on the reverse of this letter if the medical report will be prepared by the applicant's own GP, or another medical practitioner... Read more
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Type: Letter
Equal opportunities monitoring form
Our equal opportunities monitoring form enables you to gather personal information about job applicants in order to ensure that your recruitment process is being carried out fairly and in a non-discriminatory way.Keep a monitorMonitoring can be by gender, marital status, age, sexual orientation, disability,... Read more
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Type: Miscellaneous
Recruitment checklist
 This checklist covers matters to be considered when considering recruiting new staff and during the recruitment process.  Getting the right candidatesYou may need to balance the most effective means of seeking good candidates with the need to ensure that the recruitment process is non-discriminatory.... Read more
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Type: Checklist
Letter confirming membership of professional body
You probably take up references on a prospective employee but do you check the other information they've provided on their CV or in an application form, such as their membership of professional bodies and organisations? It's not unknown for applicants to lie or to cite out-of-date information. Our letter... Read more
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Type: Letter
Character reference questionnaire
It's advisable to take up at least two written references in relation to a prospective employee and three is even better.  Use our character reference request to seek a non-work-related personal reference.Of previous good character?Always ensure you seek at least two written references, one of which... Read more
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Type: Miscellaneous
Previous employment confirmation request
In an ideal world a previous employer would happily provide you with a reference in respect of a candidate that you've offered a job to. But what if they don't? Use our previous employment confirmation request form to at least check the basics.The referee who won't play ball These days getting a reference... Read more
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Type: Letter
References consent form
Our references consent form enables the prospective employee to provide the names and contact details of their referees and then asks them to sign a consent to secure the release of references from their referees. For future referenceAlways take up references, regardless of how ideal for the job a prospective... Read more
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Type: Form
Reference request
Always take up references, regardless of how "perfect" for the job a prospective employee appears to be. It's not unknown for candidates to lie on application forms or at interview or to have overstated their abilities. Use our reference request to seek a reference from a previous employer.For future... Read more
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Type: Letter
Verification of qualifications consent form
If you intend to check qualifications listed on an applicant's CV or application form, use our consent form to secure the release of documents or information from a third party. It's a data protection requirement that the applicant is aware of your verification process and has consented to the release... Read more
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Type: Form
Professional qualifications request
You probably take up references on a prospective employee but do you take steps to check the other information they've provided on their CV or in an application form, for example, their academic and professional qualifications? Our request letter should assist you with checking professional qualifications.VerificationWith... Read more
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Type: Letter
Recruitment policy
It's important that managers have guidelines when it comes to recruitment, so that they know the relevant procedure to be followed. Our recruitment policy also serves as a useful reminder to managers of their equal opportunities obligations during the recruitment process.Recruitment procedureOur Recruitment... Read more
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Type: Policy
Response to unsolicited CV
Our response to unsolicited CV letter contains a number of alternative options for dealing with unsolicited CVs sent in by individuals or recruitment agencies. Make sure you set out the correct position for rejection and don't be tempted to lie.  Recruitment agenciesWhilst they do have their uses, recruitment... Read more
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Type: Letter
Letter requesting attendance at a medical examination and medical examination consent form
As an alternative to requesting a medical report from an employee's own GP or consultant, there is the option of the employee undergoing a medical examination by an independent doctor that you've appointed.  You will still need the employee's consent, so you should write to them enclosing a form for... Read more
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Type: Letter
Consent to medical report follow up letter
Use our letter where an employee has either declined to consent to your seeking a medical report on them or to its subsequent disclosure to you by their doctor. The sanction is that you may have no choice but to make a decision about their ongoing employment without the benefit of that medical information,... Read more
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Type: Letter
Letter requesting consent to obtain medical report and medical report consent form
When you require a medical report from an employee's GP or consultant, you will first need their written consent in order to comply with the Access to Medical Reports Act 1988. You should write to the employee with an explanation of their rights under this Act and enclose a consent form for them to sign... Read more
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Type: Letter
Self-certification of sickness absence form
Where an employee has been absent from work due to illness for seven days or less, you should ask them to complete a self-certificate form on their first day back at work. This should include a section to record the reason for their absence.Record-keepingIt's important to keep proper records of sickness... Read more
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Type: Miscellaneous
Health questionnaire for night workers
All night workers are legally entitled to a free health assessment before starting night work and then at regular intervals. Ask your night workers to complete our health questionnaire on an annual basis. It's aimed at establishing whether the worker suffers from a health condition which might be affected... Read more
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Type: Form
Change of circumstances form
Sometimes employees forget, or deliberately fail, to disclose an important change in their personal circumstances. Our change of circumstances form covers this situation and helps you meet your legal obligations under the General Data Protection Regulation.General Data Protection RegulationThe General... Read more
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Type: Miscellaneous
CCTV policy
If you have CCTV cameras installed at work, or are thinking of installing them, you should have a CCTV policy in place and you should also read the Information Commissioner's Office Code of Practice for Surveillance Cameras and Personal Information. Our CCTV policy will help you get over the first hurdle.Data... Read more
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Type: Policy
Bring your own device policy
With the rise of the bring your own device (BYOD) culture, use our BYOD policy to set your rules on employees using their own personal mobile devices to access your IT systems for work purposes. Be particularly alive to security, confidentiality and data protection concerns here.IssuesBYOD is where employees... Read more
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Type: Policy
Application form
Only seek personal information on an application form that is relevant to the recruitment decision. Our application form ensures you ask all the right questions.Of relevant applicationIf you require candidates to fill in an application form rather than send in their CV, be careful what questions you... Read more
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Type: Form
Academic qualifications request
Use our letter to check the academic qualifications a prospective employee has provided on their CV or on an application form. Make sure you have obtained a signed consent form to secure the release of documents or information from a third partyVerificationAs 10% of applicants lie about their academic... Read more
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Type: Letter
Fitness for work self-declaration form
Our form is for employees to declare their own fitness to return to work following a period of medically certificated sickness absence. Use it where an employee returns to work following sickness absence in circumstances where there are genuine doubts over their fitness. No confirmation requiredThere's... Read more
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Type: Form
Rest periods and rest breaks clause
Use our rest periods and rest breaks clause to confirm the minimum statutory entitlements to rest under the Working Time Regulations 1998. You need to ensure that staff working hours don't contravene these provisions.Daily and weekly rest periodsUnder the Working Time Regulations 1998, adult workers... Read more
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Type: Clause
GDPR data breach policy and response plan
Use our document to ensure the prompt and effective detection, investigation, reporting and resolution of personal data breaches.Personal data breachUnder the General Data Protection Regulation (GDPR), certain personal data breaches must be notified to the Information Commissioner's Office (ICO) and... Read more
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Type: Policy
GDPR data subject access response letter
Use our GDPR data subject access response letter to set out your reply to a data subject access request that's been made under the GDPR.Response requirementsThe General Data Protection Regulation (GDPR) enables individuals to access the personal data that you hold about them by making a data subject... Read more
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Type: Letter
GDPR employee monitoring clause
Insert our clause into employees' employment contracts to reserve the right to monitor their use of your communications and computer systems. You'll need a lawful basis for processing and you must limit monitoring to the minimum amount necessary to achieve your aims.ConsentUnder the General Data Protection... Read more
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Type: Clause
Letter informing agency worker of rights after twelve weeks
This letter is for you to give directly to agency workers to inform them of any changes that may occur to their terms and conditions after they have completed twelve weeks on assignment. There is no legal requirement for you to provide this letter, but it can be a useful tool in ensuring compliance.... Read more
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Type: Letter
Agency workers policy
The Agency Workers Regulations 2010 require you to give agency workers the same access to your collective facilities and relevant job vacancies as direct recruits. After twelve weeks, they have additional rights to the same basic working and employment conditions as if recruited directly. We've covered... Read more
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Type: Policy
Unsuccessful trial period in alternative work
Where an employee accepts an alternative post during a redundancy programme, if the terms and conditions differ from those of their current post, there's a statutory trial period for both parties to establish whether the post is suitable for the employee. If the trial period is unsuccessful, the position... Read more
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Type: Letter
GDPR privacy notice for job applicants
The GDPR sets out a list of detailed information that must be included in a privacy notice. Our GDPR privacy notice complies with these requirements.Privacy notice requirementsA compliant privacy notice for the processing of personal data under the General Data Protection Regulation (GDPR) is essential.... Read more
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Type: Notice
GDPR employee data processing checklist
Our checklist sets out the various tasks you'll need to undertake to ensure GDPR compliance. Whilst some involve producing documents, others are geared towards checking your current processing operations and the security of your systems and training your staff.Compliance checklistCompliance with the... Read more
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Type: Checklist
GDPR data protection clause
Our clause draws attention to your data protection policy and puts the employee under a contractual obligation to comply with any requirements or restrictions in that policy in their personal data-handling activities. It also refers them to your privacy notice for further information concerning the personal... Read more
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Type: Clause
GDPR data subject access clarification/refusal
Before responding to a data subject access request, the GDPR says that you can use reasonable means to verify the individual's identity, or you can ask them to be more specific about the data sought where you process large quantities of personal data about them. You can also request a fee, or refuse... Read more
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Type: Letter
GDPR time extension for subject access response
You can extend the one-month period for compliance with a GDPR data subject access request by a further two months where requests are complex or numerous. Two-month extensionUnder the General Data Protection Regulation (GDPR), the time limit for responding to a data subject access request (DSAR) is one... Read more
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Type: Letter
GDPR data subject access request form
The GDPR enables individuals to gain access, on request, to personal data that you hold about them. There's no particular format in which such a request should be made, but you can use our form to assist them with making a request. Form of requestUnder the General Data Protection Regulation (GDPR), individual... Read more
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Type: Form
Successful trial period in alternative work
Where an employee accepts an alternative post during a redundancy programme, if the terms and conditions differ from those of their current post, there's a statutory trial period for both parties to establish whether the post is suitable for the employee. If the trial period is successful and employment... Read more
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Type: Letter
Response to retirement notification
Where an employee has notified you of their intention to retire, you should acknowledge receipt of their notice and arrange a meeting with them so that you can discuss the retirement arrangements. Our letter also covers whether the employee has given you sufficient notice to terminate their employment.A... Read more
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Type: Letter
Approved English apprenticeship agreement
Employers are allowed to employ apprentices on contracts of employment, rather than on contracts of apprenticeship, subject to complying with specified conditions. Our approved English apprenticeship agreement complies with those conditions.   Development of approved English apprenticeshipsWhilst the... Read more
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Type: Agreement
Disciplinary investigation report
Our disciplinary investigation report will help an investigating officer summarise the investigation that was carried out, including the evidence gathered, what it shows (and doesn't show) and their recommendations for the next step.Investigation summaryA fair disciplinary procedure doesn't absolutely... Read more
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Type: Form
Secondment agreement
 This agreement is intended to be used where an agreement is reached between an employer, employee and a third party that the employee will work for that third party under contract while continuing in the employment of their original employer. If the employer or the secondee company are part of a group... Read more
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Type: Agreement
Letter confirming expiry of a warning
It's worth letting an employee know when a warning has expired so that they're aware the disciplinary or performance management paperwork has been removed from their file in compliance with data protection obligations, but that you've kept a summary of the action and sanction as you might need it in... Read more
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Type: Letter
Clear desk policy
A clear desk policy aims to reduce the amount of clutter that is allowed to build up on employees' desks. As well as the fact that a tidy working environment looks good to clients, it also prevents confidential information from falling into the wrong hands. Use our policy to set out your clear desk requirements.PurposeA... Read more
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Type: Policy
Right to search policy
If you search an employee without their consent, it not only amounts to the civil offence of trespass but may also constitute a criminal assault. You therefore need to ensure you have a contractually binding right to search policy statement if you do want to conduct staff searches. This doesn't get round... Read more
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Type: Policy
Cars and car allowances policy
If you provide your employees with a car you can use a policy to set the terms and conditions of its use. If only a couple of employees have company cars, you might find it easier to include the provision in their contracts of employment rather than a policy in a staff handbook. A company carWhen providing... Read more
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Type: Policy
Homeworking policy
With an increasing trend towards homeworking arrangements, if you grant this benefit to any of your staff, whether on a part-time or full-time basis, you need to ensure you set out in the staff handbook how the scheme will operate in practice. Otherwise, you could end up finding you have created a... Read more
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Type: Policy
Record of personal data processing activities
Use our document to keep a written record of your processing activities for employee-related personal data as required by the GDPR. Your record must incorporate certain minimum information.Processing recordThere's a specific obligation in the General Data Protection Regulation (GDPR), to maintain a written... Read more
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Type: Form
Time off to look for work on redundancy letter
An employee who has been given notice of redundancy and who has two years' continuous employment is entitled to reasonable time off work during their notice period to look for a new job or arrange training for future employment. However, pay is limited to two-fifths of one week's pay. Use our letter... Read more
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Type: Letter
Response to request to cancel or amend holiday
Where an employee has had their request for annual leave approved but then they subsequently request to either cancel it completely or amend their leave dates, use our letter to reply to them. It includes five response options. Statutory rightsUnder the Working Time Regulations 1998, workers are entitled... Read more
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Type: Letter
Whistleblowing at work training notes
Use our training notes to assist with providing whistleblowing training to your workers. You'll need to do this if you want to avail yourself of the statutory reasonable steps defence to avoid being vicariously liable for detrimental treatment of whistleblowers by your workers.Vicarious liabilityYou... Read more
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Type: Miscellaneous
Whistleblowing training record
Use our whistleblowing training record to show that you've provided training on this subject to your workers. You'll need to do this to avoid being vicariously liable for detrimental treatment of whistleblowers by your workers.Vicarious liabilityYou can be vicariously liable for any acts of victimisation... Read more
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Type: Form
Written warning and final written warning
Following a disciplinary hearing, if you want to formally warn the employee you will need to issue either a written warning or a final written warning. These are important documents so you should ensure you draft them carefully; a one-liner simply telling the employee you are giving them a "written warning"... Read more
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Type: Letter
Letter to sick employee requesting contact
Our letter asks your employee to get in touch with you where they're on long-term sick leave and you've been unable, for whatever reason, to get hold of them to check on their progress and to discuss a possible return to work. Long-term absenceOnce sickness absence goes into a second calendar week, you... Read more
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Type: Letter
Tribunal preparation checklist
 If litigation cannot be avoided, the parties should prepare themselves as thoroughly as possible in order to bring or defend the case effectively. This checklist will help you prepare in the event that no resolution has been achieved and the claim is set to be heard by the employment tribunal.  Bundle... Read more
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Type: Checklist
Employee grievance record
It's advisable to keep a brief summary of an employee's grievance history on file, even if full details of any grievances have been removed because the information is now historical. Our grievance record includes the dates of grievances and grievance meetings, summaries, outcomes, actions taken and details... Read more
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Type: Form
Reply to request to convert holiday to sickness absence
Use our response letter where an employee requests to convert holiday to sickness absence after falling ill on annual leave. Our letter approves the request if they've followed your sickness absence reporting procedure and provided evidence of incapacity. There are also options to decline it if there's... Read more
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Type: Letter
Breastfeeding arrangements letter
Send our letter to an employee returning from maternity leave to confirm the arrangements that you've made to support them in breastfeeding their baby after their return to work. The law states that you must provide a place for a nursing mother to rest, but you don't have to provide facilities for her... Read more
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Type: Letter
Letter confirming flexible working request withdrawn
 Use this letter when an employee has withdrawn their statutory flexible working request.    It also enables you to notify an employee that their flexible working request is being treated as withdrawn. You can do this if they've failed to attend two meetings at the initial stage, or two appeal meetings... Read more
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Type: Letter
Cashback websites policy
Some of your staff might be exploiting cashback websites for their own advantage when making business purchases or bookings. Our policy prohibits the use of cashback websites when ordering goods, facilities or services online for the business and it makes breach a disciplinary offence.Online shoppingTopCashback,... Read more
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Type: Policy
Notification of probation period review meeting
At the end of an employee's probationary period, you'll need to decide whether to confirm their appointment, extend probation or dismiss them. You're not obliged to have a review meeting with the employee but it's useful to enable both parties to give constructive feedback, and it could even mean you... Read more
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Type: Letter
First redundancy consultation letter
Redundancy law is much more complex than paying an employee off. There must be a genuine redundancy situation and you must treat the employee fairly in the procedure you use prior to the dismissal decision being taken. The starting point is to explore whether compulsory redundancies can be avoided, for... Read more
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Type: Letter
Opt-out clause
As an alternative to an opt-out agreement, use our opt-out clause in employment contracts to disapply the average weekly working time limit but, if you do, make sure workers sign their contracts and that their consent to the provision is entirely voluntary. Our clause recommends they take independent... Read more
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Type: Clause
Letter explaining time off for fertility treatment
There's no statutory right to time off for fertility appointments but don't treat them any less favourably than other medical appointments. Our letter assumes you'll grant at least some time off and thereafter the employee can apply for paid annual leave. When undergoing IVF, the employee is classed... Read more
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Type: Letter
Requirement to live near work clause
Use our clause in relation to those job roles that reasonably require the employee to live near work, such as office keyholders or certain "on call" workers. It's better not to use the clause across the board as, really, it's up to employees where they live and how they get to work. Our clause includes... Read more
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Type: Clause
Letter asking about secondary work
If an employee is undertaking secondary work without your knowledge or permission, it could put them in breach of their employment contract and you in breach of the 48-hour maximum average weekly working time limit. If you believe an employee is working elsewhere, our letter asks them to provide details... Read more
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Type: Letter
Letter to new employer enforcing restrictive covenants
Where you believe an ex-employee is in breach of restrictive covenants, you might consider taking legal action. You may also have a claim against their new employer. Our letter informs an ex-employee's new employer that you've been advised of breaches of restrictive covenants. It specifies what the covenants... Read more
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Type: Letter
Outside business interests clause
Use our outside business interests clause to restrict the ability of an employee to take on other jobs or outside business interests, both during and outside their normal working hours.All work and no playIt's quite reasonable to require an employee to devote their whole time to your business during... Read more
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Type: Clause
Internal fraud policy
It's definitely worth having an internal fraud policy statement to communicate your zero-tolerance attitude and approach to the threat of fraud and that this is likely to involve reporting fraudsters to the police. It can even help you to invoke the statutory defence to the corporate criminal offence... Read more
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Type: Policy
Restrictive covenant clauses
We recommend that most employers use a restrictive covenant of some description for senior or key employees. However, ensure you carefully tailor them to the particular needs of your business and the role that the employee carries out. Don't be tempted to adopt a "one size fits all" approach.A protectionary... Read more
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Type: Clause
Holiday pay on termination clause
Employees frequently leave employment having taken more annual leave than they've accrued during the holiday year and it's safe to assume that you'll want to recoup the excess from any final salary payment due. However, without a holiday pay on termination clause, you can't do this.No clause, no deductionIn... Read more
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Type: Clause
Expenses claim form
To claim back expenses incurred whilst working on your lawful business, insist that employees provide full details of the expenditure on our expenses claim form, including the date that the expenditure was incurred, the amount and a description of it. You should also require them to provide original... Read more
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Type: Form
Letter acknowledging whistleblowing disclosure
If a worker has blown the whistle on wrongdoing at work, you'll need to promptly investigate the matter. Start by using our letter to confirm receipt of their disclosure and to advise them of what the next steps will be.Follow your policyUnder the terms of your disclosures in the public interest or "whistleblowing"... Read more
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Type: Letter
Preserving staff dignity statement
Our preserving staff dignity statement is essentially a stand-alone policy for you to give to third parties with whom you do business setting out your zero tolerance approach to aggressive behaviour, violence, bullying and harassment towards your staff. This all helps ensure you're providing them with... Read more
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Type: Agreement
Whistleblowing policy
A whistleblowing policy statement will provide your employees with a route for them to raise qualifying disclosures under the Public Interest Disclosure Act 1998. Without it, you might find that the employee runs straight to the relevant authorities to report their concerns, giving you no opportunity... Read more
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Type: Policy
Time off for public duties
As employees have a statutory right to take reasonable unpaid time off to carry out certain designated public duties, our letter agrees to grant time off on specified dates and sets out two alternative positions on pay. Statutory rightUnder the Employment Rights Act 1996, employees have the right to... Read more
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Type: Letter
Letter following receipt of medical certificate during suspension
It's not uncommon for employees who are suspended from work pending a disciplinary hearing to get themselves signed off sick with anxiety, stress or depression. As the employee can't now come to work because they're apparently too sick, they don't need to be suspended any more. So, use our letter following... Read more
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Type: Letter
Misconduct checklist
Use this checklist to help you deal with an employee's misconduct. This will involve carrying out an investigation and then, if there is a case to answer, proceeding to a disciplinary hearing, after which you will need to consider the penalty and communicate your decision to the employee.What is misconduct?Misconduct... Read more
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Type: Checklist
Dealing with poor performance checklist
 This checklist is intended for cases where performance cannot be managed by the normal appraisal system, and the outcome may be dismissal if performance is not improved. Potentially fair dismissal reasonUnder the Employment Rights Act 1996 one of the five potentially fair reasons for dismissal is capability,... Read more
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Type: Checklist
Bonus payment clause
Only include a bonus payment clause in your contract of employment if you actually intend to pay a bonus to the particular employee. It's also always safer to make bonus payments discretionary rather than contractual entitlements, although be aware that your discretion is not absolute.Only if necessaryIf... Read more
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Type: Clause
TUPE employee liability information letter
On a TUPE transfer, the transferor is obliged to notify to the transferee in writing the "employee liability information" of any employee who is assigned to the undertaking that is the subject of the transfer. Our letter enables a transferor to do this.TUPE provisionsUnder Regulation 11 of the Transfer... Read more
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Type: Letter
Personal statement review helpsheet
Our personal statement review helpsheet will assist you in sorting out the good personal statements on job applicants' CVs from the poor ones. You can go through the two lists as part of your recruitment process when assessing CVs and drawing up an interview schedule.What's a personal statement?Most... Read more
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Type: Checklist
Offer of paid internship letter
Our offer of paid internship letter is for use where you're offering paid work experience when the intern is a worker but isn't an employee. It's not suitable where the intern is, in reality, an employee. At the other end of the scale, if all that you're offering is a simple work shadowing placement,... Read more
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Type: Letter
Letter of dismissal on long-term incapacity grounds
Use our letter when dismissing an employee due to long-term sickness absence. You must first have followed a fair dismissal procedure, including obtaining medical evidence and consulting with the employee and considering the severity of the impact that the employee's continued absence is having on your... Read more
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Type: Letter
Letter proposing a change of holiday year
If you want to change your holiday year, you'll need to consult with your staff using our letter, with a view to obtaining their agreement. Our letter suggests transitional arrangements under which the changeover holiday year will either be longer or shorter than the normal twelve months, resulting in... Read more
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Type: Letter
Interview expenses claim form
Our interview expenses claim form is for a job applicant to claim travel expenses for attending an interview. You'll need details of their journey and the expenses incurred, or mileage if they drove. You can then check that you're satisfied with this information, and that it's consistent with any receipts... Read more
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Type: Form
Notices clause
Use our notices clause to include express provisions in the employment contract on how notices may be given and when they're deemed to have been received for contractual purposes. In the absence of an express contractual term, your written notice to terminate the employment contract will otherwise only... Read more
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Type: Clause
Training costs agreement
If you invest in external training for staff and are worried they might leave as soon as they've obtained their certificate, qualification or whatever, consider asking your employees to sign a training costs agreement. But do note that it must be signed before commencement of the training.Out of pocketWithout... Read more
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Type: Agreement
Letter acknowledging harassment complaint
Where an employee reports a complaint of harassment or bullying under the terms of your dignity at work policy, use our letter to acknowledge their complaint and to outline your policy and procedure for handling it. It confirms that the employee will need to be interviewed as part of the investigation... Read more
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Type: Letter
Agreement for loan repayment
Our agreement for loan repayment is designed to enable you to recover payment of a loan or season ticket loan made to the employee from their wages. You must have a proper written agreement in place for repayment of the loan that covers both deductions from wages and what happens if the employee leaves... Read more
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Type: Agreement
Staff toilet upkeep memo
Our staff toilet upkeep memo includes basic rules reminding staff of their personal duty to keep toilet and washroom facilities clean and tidy, covering everything from proper use of the toilet to replenishing loo roll supplies. You have health and safety obligations to provide clean and orderly sanitary... Read more
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Type: Document
Bereavement policy
Our bereavement policy goes further than the statutory right to reasonable unpaid time off for dependants. As well as providing for paid or unpaid bereavement leave following the death of an immediate or wider family member, our policy covers other leave that might be available, support for the employee... Read more
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Type: Policy
Deductions from wages clause
A deductions from wages clause enables you to make deductions from an employee's pay in the event that the employee fails to work out their notice period or where they otherwise owe you money. Unauthorised deductionsSubject to certain exceptions (for example, income tax and National Insurance deductions),... Read more
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Type: Clause
Dress and appearance policy
You will no doubt want your employees to dress appropriately to project a good image for your business. Whatever dress code you adopt, it must not be unreasonable or place unnecessarily restrictive demands on your employees. However, it's reasonable to impose clothing rules in order to comply with essential... Read more
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Type: Policy
IT security induction helpsheet
As cybercrime and cyber security attacks are two of the biggest business threats you face, it's advisable to cover IT security as part of your induction programme for new employees. Key areas to include are password security, e-mail attachments, website downloads, cloud computing and remote working dangers.... Read more
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Type: Document
Reply to resignation during lay-off or short time working
To claim a statutory redundancy payment (SRP) during lay-off or short time working, an employee must have two years' continuous employment, have been laid off or on short time working for at least four consecutive weeks, or at least six weeks in any 13-week period, must serve written notice of their... Read more
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Type: Letter
Paternity rights following loss of pregnancy letter
Where an employee's wife or partner suffers either a miscarriage or a stillbirth, only if their wife or partner was more than 24 weeks' pregnant will the employee be eligible for paternity leave. Send our paternity rights following loss of pregnancy letter to advise your employee of their entitlements... Read more
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Type: Letter
Settlement agreement proposal checklist
Use our checklist for proposing a settlement agreement to ensure you have all bases covered when contemplating and then subsequently negotiating a settlement with an employee. It's always best to get legal advice here to stay on the right side of the law.Before offerThere are a lot of matters to think... Read more
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Type: Checklist
Probation period review form
At the end of an employee's probationary period, your three options are to confirm their appointment, extend probation or dismiss them. Our probation period review form allows you to formally assess their performance and conduct to assist you in taking a decision. Only extend probation if you've a contractual... Read more
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Type: Form
Letter declining a career break
If you refuse to grant an employee time off work for a career break or sabbatical, you should ideally confirm your position in writing, even if you already have a policy in place which sets out the grounds on which you can decline an application. Use our letter to set out your reasons for rejection of... Read more
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Type: Letter
Notice to take holiday during notice period
Our notice can be used to require an employee to take some, or all, of their remaining annual leave entitlement during their notice period on resignation or dismissal. As well as removing them from the workplace, it limits what you'll need to pay them in respect of outstanding holiday pay on termination... Read more
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Type: Letter
Loan application form
Our loan application form asks the employee to specify the type and purpose of loan requested from you, the amount they wish to borrow and the date it's required. They also need to provide further information relating to their previous loan applications and current company loans. If you do agree to grant... Read more
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Type: Form
Reimbursement of expenses policy
Use our reimbursement of expenses policy statement to set out your rules on expenses. Make sure you're as unambiguous and comprehensive as possible to avoid abuse and prevent confusion by your staff on when they can incur expenses and how they go about claiming them back.Expenses claimsOur Reimbursement... Read more
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Type: Policy
Employee referral scheme policy
Our employee referral scheme policy creates a set of detailed eligibility criteria for entitlement to an introduction bonus where an existing employee successfully recommends someone for employment. Referral schemes can, however, create a lack of workplace diversity and will seriously limit your pool... Read more
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Type: Policy
Letter discussing removal of health risks during pregnancy
If your risk assessment identifies health and safety risks for a pregnant employee, use our letter to arrange a meeting with her to discuss removing or reducing those risks. If that proves not to be possible, the next stages to consider are temporarily altering the employee's working conditions or hours... Read more
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Type: Letter
Shared parental leave and pay policy
Our policy statement sets out the statutory rules relating to shared parental leave and pay. It ensures employees fully understand their rights, as well as their obligations, in relation to ending their maternity or adoption leave early, notifying you of their entitlement and intention to take shared... Read more
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Type: Policy
Shared parental leave and pay policy
Our policy statement sets out the statutory rules relating to shared parental leave and pay. It ensures employees fully understand their rights, as well as their obligations, in relation to ending their maternity or adoption leave early, notifying you of their entitlement and intention to take shared... Read more
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Type: Policy
Letter notifying of employer change of name
If you're planning to change the name of your business but there's to be no change in its identity, you'll need to issue a written statement of the name change to your employees at the earliest opportunity and within one month of it taking effect. Use our letter to do this.A new business nameIf you're... Read more
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Type: Letter
Intellectual property clause
An intellectual property clause is particularly useful where, for example, employees design software programs, perform development work in laboratories, invent things or write articles, books, plays, etc. However, you are unlikely to need an intellectual property clause for all your staff.Belongs to... Read more
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Type: Clause
Salary sacrifice form
Use our form to record an employee's written agreement to a reduction in their salary in return for the provision of a non-cash benefit in kind, such as additional annual leave or childcare vouchers. Be aware that HMRC will have an interest where the non-cash benefit qualifies for an exemption from income... Read more
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Type: Form
Letter confirming charity cake bake rules
Our letter sets out a series of rules to be complied with where you've agreed to let an employee host a cake sale day at work to raise money for a nominated charity. Make sure you're clear about what your requirements are regarding promoting the event, the arrangements on the day itself and collecting... Read more
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Type: Letter
Work outside the UK clause
If an employee is to be posted overseas for more than a month, as part of their written statement of employment particulars, you must provide details of the duration of the posting, the currency their salary will be paid in, any additional pay and benefits to be provided and any terms and conditions... Read more
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Type: Clause
Apprenticeship agreement
Employers are allowed to employ apprentices on contracts of employment, rather than on contracts of apprenticeship, subject to complying with a number of specified conditions. Our apprenticeship agreement complies with those conditions.  Benefit of contract of employmentA worker employed under a contract... Read more
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Type: Agreement
Garden leave clause
A garden leave clause enables you to place an employee on leave during the notice period following either their resignation or dismissal with notice. It is used as an alternative to the employee working out their notice period or paying them in lieu of notice.What is garden leave?Essentially, garden... Read more
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Type: Clause
Letter withdrawing SSP
Use our letter where you're not going to pay SSP either because of the employee's failure to comply with your sickness absence reporting requirements or you have good reason to doubt that the employee's incapacity is genuine. If your employee disagrees with you, they're entitled to seek a formal decision... Read more
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Type: Letter
Letter to discuss resignation
Use our letter to set up an informal meeting to discuss an employee's reasons for leaving where they've resigned. It's particularly useful if you want to persuade a key employee to change their mind. Act swiftly, consider what the root cause of any problem is and then decide if you can address it.Swift... Read more
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Type: Letter
Acknowledgement of notification of maternity leave letter
You must formally respond in writing to an employee who has notified her intention to take maternity leave. If you fail to do so, you can't complain if the employee then returns early from maternity leave without letting you know in advance.Formal acknowledgementOnce an employee formally notifies you... Read more
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Type: Letter
Advance notice of cash shortages and stock deficiencies
 Workers in retail employment have special additional protection in respect of deductions from their wages to recoup cash shortages and stock deficiencies. An employer may not deduct more than one-tenth of the gross wages payable to the worker on a particular pay day and must make the deduction not... Read more
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Type: Letter
Letter withdrawing offer of appointment
Use our letter to withdraw a job offer because of business reasons unconnected to the candidate. If the job offer has already been accepted, there's a valid employment contract in place and a withdrawal with immediate effect is a breach of contract. So our letter optionally allows you to pay damages... Read more
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Type: Letter
Reply to request for early return from maternity leave
 This letter may be used by an employer where an employee gives notice that they wish to return early from maternity leave. If insufficient notice is given, you may choose to accept the date for early return, but you are not obliged to do so and you can postpone the employee's return until the notice... Read more
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Type: Letter
Reply to request for early return from adoption leave
 This letter may be used by an employer where an employee gives notice that they wish to return early from adoption leave. If insufficient notice is given, you may choose to accept the date for early return, but you are not obliged to do so and you can postpone the employee's return until the notice... Read more
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Type: Letter
No disciplinary action letter
Use this letter when no disciplinary action is to be brought against an employee after an initial investigation.  No case to answerFollowing an investigation into disciplinary allegations, you might conclude that there is no case to answer, with the result that no formal disciplinary action will be... Read more
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Type: Letter
Performance review meeting order of proceedings
Performance review meetings need to be conducted in a constructive manner, with a view to putting measures in place to help the employee to improve their performance. If dismissal is being contemplated, redeployment should be explored as an alternative option. Our performance review meeting order of... Read more
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Type: Document
Letter rejecting time off for religious festival
Use our letter to reject an employee's request for special time off for a religious festival or holiday. Unless you contractually provide for time off work in this situation, you're within your rights to turn the request down, provided you act consistently across all of the religions. Our letter advises... Read more
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Type: Letter
Letter notifying change to maternity leave dates
This letter may be used where an employee wishes to change the start date of their maternity leave. The letter must be sent within 28 days of the employee's notice to change the start date and sets out the new maternity leave end date. You can require any notice to change the start date to be in writing.... Read more
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Type: Letter
Letter notifying change to adoption leave dates
This letter may be used where an employee wishes to change the start date of their adoption leave. The letter must be sent within 28 days of the employee's notice to change the start date and sets out the new adoption leave end date.  Employee changing start dateYou can require any notice to change... Read more
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Type: Letter
Employment contract variation flow chart 1
Use this flow chart to assist you when you need to vary an employee's terms and conditions of employment.   Things to considerYou may need to vary the terms for various reasons, including the need to react to economic circumstances, to respond to changes in the marketplace and/or technological advances,... Read more
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Type: Flow chart
Employment contract variation flow chart 2
 Use this flow chart when attempting to impose a contractual variation that requires employee consent. See the employment contract variation flow chart 1 to help you determine if employee consent is needed.   Employee agreesWhere the employee has agreed to the change, you should get them to sign an... Read more
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Type: Flow chart
Pre-employment checklist
 This checklist may be used where a job offer has been accepted to assist in checking that any pre-conditions and checks have been satisfied or carried out and lists the main things to think about when a new employee starts their job with you.   Practical considerationsSee also our New Starter Checklist... Read more
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Type: Checklist
Maternity checklist
This checklist sets out the main issues to be considered when an employee is pregnant. You can give enhanced contractual maternity leave and pay if you wish, for example, you may be willing to pay more than statutory maternity pay (SMP) during maternity leave. Note too that eligible parents may now choose... Read more
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Type: Checklist
Performance progress record
Use our performance progress record to track the improvements, or lack of improvement, in an employee's performance during the review period following the issuing of a formal performance warning. You should use it at regular intervals, such as fortnightly or monthly.Performance management processWhere... Read more
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Type: Form
Grievance meeting order of proceedings
Managers need to conduct grievance meetings in a constructive and fair manner, allowing the employee to fully explain their grievance and state how they think it should be resolved. Our document will help managers ensure they cover everything that needs to be dealt with in a logical and fair order.Acas... Read more
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Type: Document
Varying TUPE terms checklist
Use our varying TUPE terms checklist to help identify if the variation you are seeking to impose is permissible.  When TUPE appliesUnder the Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE), where a relevant transfer of an undertaking takes place, those employees who are employed... Read more
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Type: Checklist
TUPE information and consultation checklist
 Under the Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE), where a relevant transfer of an undertaking takes place, those employees who are employed by the transferor employer, e.g. the seller of the business, immediately before the transfer automatically become the employees... Read more
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Type: Checklist
Licence to occupy
This agreement is for use in conjunction with a clause requiring an employee to live on site for the better performance of their duties (see our accommodation clause).  We recommend that you seek specialist advice on the rights of an employee occupying tied accommodation.  As a benefitProvision of... Read more
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Type: Policy
Information and consultation flow chart
This flow chart highlights the various situations where you may be legally obliged to inform and consult with a variety of employee representatives.   Overview of main obligationsHealth and safety: You must consult with employees or their representatives on health and safety matters. Safety representatives... Read more
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Type: Flow chart
Schedule of loss checklist
This checklist covers information to assist in preparing a schedule of loss, principally for unfair dismissal cases, although some aspects are relevant to discrimination claims. Employment tribunals frequently ask claimants to prepare a schedule of loss to assist with assessing compensation. Time well... Read more
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Type: Checklist
Compulsory trade union recognition flow chart 1
This flow chart may be used when a compulsory recognition request is received to assess whether the request is valid. This is a complex area and the flow chart is for general guidance only. Specialist advice may be needed where a recognition request is received. Statutory recognitionThe statutory recognition... Read more
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Type: Flow chart
Compulsory trade union recognition flow chart 3
This flow chart indicates the requirements for a ballot for approval of recognition under the compulsory recognition procedures where the parties have failed to reach agreement. Other documentsSee our Compulsory Trade Union Recognition Flow chart 1 for a flow chart covering the validity of a request... Read more
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Type: Flow chart
Compulsory trade union recognition flow chart 2
 This flow chart covers the steps involved when a compulsory recognition request is received and an application to the Central Arbitration Committee (CAC) is required because the parties have not reached agreement. Other documents See our Compulsory Trade Union Recognition Flowchart 1 for a flow chart... Read more
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Type: Flow chart
Trade union recognition agreement
 Use this agreement where you have voluntarily agreed to recognise a union.  Although not strictly necessary to have a written document, it is useful to do so and will make it clear what has been agreed.  Enforceability It would be unusual (and generally inadvisable) for the parties to make the agreement... Read more
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Type: Agreement
Confirming extension of time for next step of time off for training request
Use this letter to confirm an extension of time with regard to a stage of the right to train request procedure.  Most procedural time limits under the right to request time off for training can be extended by agreement. If a time extension is agreed, you must make a dated written record of the extension. Who... Read more
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Type: Letter
Confirmation of time off for training request withdrawal
Use this letter when an employee orally withdraws their application for time off for training as you must give written confirmation that the request has been withdrawn. As well as confirming that the employee has withdrawn their request, this letter sets out to the employee that they will not be eligible... Read more
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Type: Letter
Invitation to nominate as employee representative in TUPE situations
 Under the Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE), where a relevant transfer of an undertaking takes place, those employees who are employed by the transferor employer, e.g. the seller of the business, immediately before the transfer automatically become the employees... Read more
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Type: Letter
Pre-dismissal checklist
This checklist covers matters to be considered prior to dismissing employees and can help to ensure compliance with the various legal requirements surrounding dismissals. Fair reason for dismissalMake sure you have a fair reason to dismiss and that you have followed a fair procedure as employees who... Read more
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Type: Checklist
Post-dismissal checklist
This checklist should be used following all dismissals to assist in compliance with legal requirements. RestraintsAlso see our Pre-Dismissal Checklist and its introduction for matters to be considered prior to dismissing employees including those relating to restrictive covenants and garden leave. Providing... Read more
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Type: Checklist
Lay offs and short-time working checklist
Short-time work or a temporary lay off can be a solution to short term problems such as a temporary downturn in business. This checklist is useful where employees may be entitled to a guarantee payment or a redundancy payment on the grounds that you have laid them off or put them on short-time working. When... Read more
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Type: Checklist
Dismissal or dismissal under consideration after receipt of resignation
Use this letter if an employee resigns when a decision to dismiss them is under consideration. Should you still continue with the disciplinary proceedings?If the alleged misconduct is serious it may still be necessary to go ahead and hold a full disciplinary hearing.  Even if the employee has resigned,... Read more
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Type: Letter
Dismissal for taking part in industrial action
This letter covers situations where the taking part in an unofficial industrial action has led to a serious breach of contract equivalent to gross misconduct which justifies you dismissing the employee without notice. When can you fairly dismiss?Each case must be treated on its own merits and this letter... Read more
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Type: Letter
Permission for employee to have second job while on sick pay clause
 Insert this permission clause into your sickness absence policy or contract of employment. Why clause is usefulThis will give you protection if one of your employees either has or wishes to start a second job for someone else while they are on sick leave and are receiving sick pay (including statutory... Read more
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Type: Clause
Accepting resignation during disciplinary process
This letter is for use before a disciplinary procedure has been completed. If the disciplinary process is continued, and a decision is made to dismiss, use our dismissal after receipt of resignation letter.  What happens to the disciplinary procedure that has been started?If the employee has resigned,... Read more
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Type: Letter
Accepting resignation during grievance process
Use this letter when an employee resigns while there is an ongoing grievance process which has resulted from a grievance that they have raised. Should you continue to look at the grievance?It is prudent to continue any grievance process started before the employee gave notice, unless and until they... Read more
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Type: Letter
Confirmation of juror's loss of earnings
 This letter may be used as an alternative to the standard form provided by HM Courts & Tribunals Service. When to use the letterThere is no obligation to pay an employee who is absent for jury service, but if the employee loses pay they may recover all or part of their lost earnings from HM Courts... Read more
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Type: Letter
Sunday working opt-in letter
 There are specific statutory provisions in place relating to shop and betting workers and Sunday trading. Use this letter for shop or betting workers who wish to opt in to Sunday working.Opting out and back in to Sunday workShop and betting workers who are or may be required to work on Sundays (but... Read more
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Type: Letter
Letter explaining opt-out rights for betting workers
 There are specific statutory provisions in place relating to betting workers and Sunday trading. This letter may be used for new betting workers and should be given to them within two months of starting work as a betting worker.  Statutory rights statementYou are required by law to give those betting... Read more
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Type: Letter
Notifying end date after automatic commencement of maternity leave
 This letter may be used in various situations where an employee's maternity leave has started automatically. When to use the letterThe employee's maternity leave may have started automatically because she has already given birth or is absent wholly or partly because of her pregnancy in the four weeks... Read more
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Type: Letter
Standard paternity leave checklist
 This checklist sets out the main issues to be considered by an employer when an employee wishes to take paternity leave following the birth of a child. Unless more preferable terms are given, this will be one or two weeks.Antenatal appointmentsNote that prospective fathers (and partners of pregnant... Read more
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Type: Checklist
Adoption leave checklist
 This checklist sets out the main issues to be considered by an employer when an employee wishes to take adoption leave. Adoption appointmentsNote that prospective adopters who have been notified that an adoptive child is (or is expected) to be placed with the family for adoption are also entitled to... Read more
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Type: Checklist
Change of job letter
This letter is for use when an employee changes job within the organisation. ConsentWhere an employee has agreed to a variation to one or more of the terms of their contract of employment, you need to ensure this is properly recorded in writing. If the change is to a less responsible or prestigious job,... Read more
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Type: Letter
Accommodation clause
This clause may be inserted where an employee is required to live on site for the better performance of their duties. Further informationProvision of accommodation will be regarded as a benefit, and therefore part of remuneration. However, if the employee is required to live on site for the better performance... Read more
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Type: Clause
Checklist of information needed to draft restrictive covenants
This checklist covers matters to be considered when drafting restrictive covenants.   When is it useful to have restraints in place?You may wish to restrict an employee's activities (particularly in the case of a senior employee), both before and/or for a period after they leave, by way of restrictive... Read more
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Type: Checklist
Information and consultation checklist - occupational and personal pension schemes
Use this checklist if you have 50+ employees before certain changes are made to their occupational pensions or personal pension schemes which you contribute to.  Legal obligationsIn line with the Information and Consultation of Employees (ICE) Regulations, separate parallel pension regulations apply... Read more
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Type: Checklist
Checklist of practical steps to protect businesses from breaches of confidentiality
This checklist provides practical guidance and tips on how to best protect your business from breaches of confidentiality.  It covers things to consider and do in relation to pre-employment, day-to-day management and when termination notice has been given.   Legal clauses to assistYou may wish to... Read more
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Type: Checklist
Probation checklist
This checklist will help you successfully operate probationary periods to ensure that new recruits are up to the job.  It contains two sections; the first deals with setting up a probationary period, while second covers its operation.Why are probationary periods useful?When taking on new employees you... Read more
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Type: Checklist
Notice periods policy
Our policy set out the employee's rights and obligations during their notice period, including not working elsewhere and continuing to work at normal capacity. It also helps protect your business interests at this difficult time and dovetails with our written statement of employment particulars and a... Read more
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Type: Policy
Retraction of grievance form
Our form enables you to obtain written evidence of the retraction of an employee's grievance and it asks them to state their reasons for withdrawal, as well as making clear to them that you still reserve the right to continue with your investigation where you believe this to be necessary.A U-turnThere... Read more
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Type: Form
Redundancy payment calculation
On making a redundancy payment, you're under a statutory duty to supply a written statement indicating how the amount of the payment has been calculated, and this is based on the employee's age, length of employment and gross weekly wage. Our redundancy payment calculation will ensure you comply with... Read more
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Type: Form
Notice of poor performance appeal meeting
If you deny an employee the right to appeal against a poor performance warning or dismissal, you will be acting unfairly and in breach of the Acas Code of Practice on Disciplinary and Grievance Procedures. Use our notice of poor performance appeal meeting letter when an employee appeals against your... Read more
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Type: Letter
Instruction to supply temporary worker
Use our letter as your instruction to an employment business where you are seeking a temporary agency worker to fill a short-term position. Make sure you then carefully read the terms of business supplied.Employment agency or business?The Conduct of Employment Agencies and Employment Businesses Regulations... Read more
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Type: Letter
Client handover sheet
Use our client handover sheet to facilitate arranging cover for annual leave. It provides all the essential information about the client and the work that's being done for them, so that another employee can easily pick up the file during the holidaying employee's absence.A SMOOTH HANDOVERIf an employee... Read more
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Type: Form
Offer of alternative work during family leave
Use our letter to offer a suitable and appropriate alternative vacancy to a provisionally redundant employee who's absent on maternity, adoption or shared parental leave. They have an absolute statutory right to be offered the job role, even if other redundant staff are stronger candidates.Preferential... Read more
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Type: Letter
TUPE employee rep role explanation letter
Where you need to commence TUPE consultation with appropriate representatives, it's helpful to start by letting them know what their role is in the process by using our letter. Your duty is to inform and, where any measures are proposed to be taken, to consult with them. A TUPE transferWhere you're involved... Read more
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Type: Letter
Notice to discuss dress policy breach
If an employee turns up to work dressed in clothing that breaches your dress and appearance policy, speak to them to explain the problem and send them home to get changed if necessary. After that, use our notice to arrange a meeting to discuss their breach, warning them that disciplinary action will... Read more
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Type: Letter
Appraisal policy
Our appraisal policy will assist you in setting out your approach to appraising your staff on an annual basis. This should be a formal evaluation when a review of an employee's past performance takes place and an action plan is agreed for the future. You can decide when you want the process to take place... Read more
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Type: Policy
Job vacancy letter during parent-related leave
Ensure that you notify all employees who are absent on parent-related leave of any internal job vacancies that might arise within your business and give them the opportunity to apply. Our letter ensures you provide them with all the necessary information and you can adapt it to suit the role available.Maternity... Read more
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Type: Letter
Agency worker day one right response letter
Where an agency worker has made a written request for information about their day one rights, use our letter to formally respond within 28 days. If you fail to do so or your reply is evasive, an employment tribunal is entitled to draw adverse inferences.Legal entitlementsAgency workers are entitled to... Read more
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Type: Letter
Employee rep role explanation letter
Where you're about to start collective consultation on redundancy with appropriate representatives, you might find it useful to let them first know what their role is in the process, particularly if it's a new experience for them. You can use our letter for this purpose.A helping handWhere you propose... Read more
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Type: Letter
Dismissal due to poor performance
When you want to confirm a dismissal on the ground of poor performance, you will need our dismissal letter. This is the final sanction for a lack of capability that isn't the employee's fault. Potentially fair dismissal reasonUnder the Employment Rights Act 1996 one of the five potentially fair reasons... Read more
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Type: Letter
Notification of disciplinary investigation
Use our notification of disciplinary investigation letter to inform an employee in writing of the allegations against them and that an investigation will be carried out. If necessary, hold an investigatory meeting with them as part of the investigation.Not suspendedOur Suspension Letter advises an employee... Read more
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Type: Letter
Rights following loss of pregnancy letter
Where a pregnant employee suffers either a miscarriage or a stillbirth, send our letter to advise her of her entitlements to maternity and/or sick leave. Only employees who are more than 24 weeks pregnant will be eligible for maternity leave.MiscarriageA woman who has a miscarriage before the end of... Read more
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Type: Letter
Letter requesting employee work longer notice period
Use our letter when an employee has resigned and you want to ask them to agree to work a longer notice period than their contractual notice. Make sure it's made clear that they will be paid their full salary and benefits if they do consent to extend their notice period.A resignation dilemmaWhen an employee... Read more
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Type: Letter
Anti-slavery and human trafficking policy
Certain larger commercial organisations are required to publish an annual slavery and human trafficking statement under the Modern Slavery Act 2015. As this may include information on the organisation's policies relating to modern slavery, our policy is a useful one to put in place.Annual statementUnder... Read more
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Type: Policy
English only policy
It's acceptable to have an English only policy which says that only English must be spoken in the workplace but it shouldn't extend to breaks, non-work duties and casual conversations. Our policy strikes a balance to enable you to meet your reasonable business and safety needs whilst still allowing staff... Read more
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Type: Policy
Compassionate leave rejection letter
You're entitled to reject an employee's request for compassionate leave, unless it falls within the circumstances covered by the statutory right to unpaid time off for dependants. If you do so, use our letter to help set out your reasons.Time off for dependantsUnder statutory provisions employees are... Read more
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Type: Letter
Promotion letter
Use our letter to confirm an employee's promotion. Consider making the newly promoted position subject to a probationary period to enable you to assess the employee's performance and conduct in their new role.Promotion termsIf you promote an employee, usually their job title, job duties and salary will... Read more
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Type: Letter
Time to train application form
Eligible employees who work in businesses that employ 250 or more employees have a statutory right to request time off for the purposes of study or training.  Our time to train application form will ensure that the employee includes the required information when making their request.Time to trainThe... Read more
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Type: Miscellaneous
Job-share clause
If two employees share a full-time role on a job-share basis, it's worth inserting our job-share clause into both of their contracts of employment. Be aware that if one job sharer leaves, you can't just dismiss the other one.Legal positionA job share occurs where two (or possibly more) employees share... Read more
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Type: Clause
Return of company property clause
It's advisable to insert a clause obliging an employee to return all company property on the termination of their employment. This is particularly the case if the employee has office keys, company credit cards, expensive IT equipment or confidential documents.Bring it backWhen an employee leaves, returning... Read more
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Type: Clause
Restrictions on authority clause
Our clause ensures that an employee is aware of the restrictions on their authority, particularly when it comes to entering into contracts with third parties and hiring and firing staff. It's useful to have in contracts with line managers and also any employees who deal with suppliers, contractors, etc.Binding... Read more
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Type: Clause
Retirement clause
Our retirement clause states that you do not operate a normal retirement age and therefore employees will not be compulsorily retired on reaching a particular age. Instead, employees can choose to voluntarily retire whenever they wish. This follows on from the abolition of the default retirement age.... Read more
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Type: Clause
Limiting disciplinary procedure clause
If you don't want to get bogged down by your disciplinary warnings procedure in respect of short-serving employees, our limiting disciplinary procedure clause might be just what you're looking for. An unfair dismissal?Employees who have sufficient continuous employment with you (two years) have the right... Read more
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Type: Clause
Overtime and time off in lieu clause
If you require an employee to work overtime hours from time to time, use our overtime and time off in lieu clause. It's then up to you whether you are going to pay overtime payments, grant time off in lieu or give nothing for additional hours worked. Additional working hoursIn the employee's written... Read more
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Type: Clause
Shift work clause
As we move towards a 24-hour a day culture, it will become more and more common for employees to undertake shift work. Shift workers don't usually have normal hours of work. Rather, they work hours according to a shift rota and these shifts can vary from day to day or week to week. In this scenario,... Read more
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Type: Clause
Flexitime clause
Permitting employees to work flexitime boosts morale and commitment and can result in increased productivity and better performance. However, it won't be suitable for all businesses and, even if you do want to introduce such a system, you need to carefully set out rules on how it will operate in practice.... Read more
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Type: Clause
Warning-final warning of poor performance
Warning/final warning of poor performanceFollowing a review meeting, if you want to formally warn the employee about their performance, you will need to issue a performance warning. This should give the employee a reasonable period of time in which to improve and warn them that a failure to do so could... Read more
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Type: Letter
Letter following grievance appeal meeting
After the grievance appeal meeting, you need to formally notify the employee in writing of the outcome. The decision on an appeal is normally final unless your grievance procedure specifically contains a right of further appeal to a higher level of management.A final decisionAfter hearing the employee's... Read more
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Type: Letter
Letter notifying outcome of grievance meeting
Use our letter to inform the employee of your decision in relation to their grievance and of their right of appeal against that decision. This is not only part and parcel of complying with your own grievance procedure but it's also a requirement of the Acas Code of Practice on Disciplinary and Grievance... Read more
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Type: Letter
Letter advising of NMW rate freeze
Where the government imposes a freeze on any of the national minimum wage (NMW) rates, it's still worth writing to the affected employees to notify them that there will be no increase to their hourly rate of pay. Use our letter for this purpose.Informing staffStrictly speaking, where a freeze on NMW... Read more
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Type: Letter
Letter advising of NMW rate increase - due to legislation
Letter advising of NMW rate increase (due to legislation)All employers must pay their employees at least the national minimum wage (NMW). It is reviewed annually and, so far, it has always risen. When this happens, you should notify any staff affected that their hourly rate will rise due to changes in... Read more
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Type: Letter
Bonus payment letter
Where you decide to pay a discretionary bonus to an employee, use our bonus payment letter to notify them of this and the amount.Fair exercise of discretionWhere the payment of a bonus is expressed to be discretionary, you still have to exercise your discretion fairly and not irrationally, arbitrarily... Read more
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Type: Letter
Salary review letter
Most contracts of employment don't give employees an express contractual right to a pay increase each year but many do contain a discretionary provision for salary to be reviewed annually, or you may do this anyway even though the contract is silent. Use our salary review letter to advise your staff... Read more
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Type: Letter
Letter advising of NMW rate increase - due to age
Letter advising of NMW rate increase (due to age)The national minimum wage (NMW) is paid according to an employee's age. So a birthday can mean that they're entitled to a present from you in the shape of a pay rise! You should always write to them about the change and why it's happened. Use our letter... Read more
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Type: Letter
Retirement policy
Our retirement policy provides that you do not operate a compulsory retirement age and instead you operate a flexible retirement policy that permits employees to voluntarily choose to retire at any time. This follows on from the abolition of the default retirement age.Abolition of the DRAWhere you wished... Read more
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Type: Policy
Season ticket loans policy
Travelling to work by public transport is costly and therefore many employers provide season ticket loans. This enables the employee to buy an annual travel ticket paid for by their employer but with the cost then deducted from their wages in equal, usually monthly, instalments.A repayable loanOur Season... Read more
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Type: Policy
Collections, sponsorship and selling of goods policy
Use our policy to ensure consistency of approach across your organisation when it comes to employee-organised collections to mark events such as birthdays, weddings and retirements. It also covers charitable sponsorship from fellow employees, charitable fancy dress days, lottery syndicates and a prohibition... Read more
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Type: Policy
Personal relationships at work policy
In drafting and implementing a policy statement on personal relationships at work, you need to strike a balance between protecting your legitimate business interests and the right of your employees to have a private life. Our personal relationships at work policy statement does exactly that, although... Read more
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Type: Policy
Cash handling policy
Good cash-handling policies and procedures are critical to any business that works with cash on a day-to-day basis. They can help prevent fraud in the workplace, as well as ensuring you have proper security and auditing arrangements in place. Use our policy as your starting point. Policy provisionsEvery... Read more
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Type: Policy
Unauthorised absence policy
Our policy statement makes it clear that unauthorised absences will not be tolerated and will be dealt with under the disciplinary procedure. Whilst this may seem obvious, including it in the staff handbook makes the position crystal clear.AwolIt is more common than you might think for employees to... Read more
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Type: Clause
No smoking policy
The smoking ban that applies to most enclosed or partially enclosed workplaces and public premises is now well established. Use our template to make sure that your policy complies across the UK.What's  covered?Smoke-free legislation varies between England, Wales, Scotland and Northern Ireland. Our No... Read more
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Type: Policy
Staff handbook introduction
Where you put a number of our policies and procedures together to form a staff handbook, it's common for that handbook to have a short introduction covering what it is, its legal status and the provisions for varying its terms and communicating any changes to the staff. You can use our staff handbook... Read more
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Type: Miscellaneous
Reference reply
If you're asked to provide a reference to a future employer for an employee or ex-employee, consider providing a basic reference only using our reference reply. This limits your exposure to possible negligence claims.Provision of referencesFirstly, there is no general legal obligation on you to provide... Read more
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Type: Letter
Letter inviting employees to elect employee representatives
If, having asked for nominations for election as employee representatives to enable you to collectively consult on redundancy or to consult in a TUPE transfer situation, there are more nominations than the number of representatives proposed, use our letter inviting employees to elect employee representatives... Read more
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Type: Letter
Dismissal on notice due to redundancy letter
Dismissal on notice letter due to redundancy letterYou should only use this letter where the employee has been employed for less than two years and you are making less than 20 redundancies within a 90-day period. This is because longer-serving employees have unfair dismissal rights so they need to be... Read more
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Type: Letter
Invitation to nominate as employee representative in redundancy situations
The law imposes far-reaching obligations on employers to notify and consult with appropriate representatives about proposed collective redundancies. Where there is no recognised trade union and no current employee representatives who have authority to act for this purpose, use our letter to start the... Read more
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Type: Letter
Voluntary redundancy termination notice
Once you've completed your consultation procedure, which you still need to follow even in the case of any volunteers for redundancy, you must issue staff with a formal notice of termination of employment. In the case of voluntary redundancy, the notice will be slightly different to that issued to those... Read more
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Type: Letter
Collective consultation letter
Before collective consultation on redundancy can begin, you have to disclose in writing a specified set of information to the appropriate representatives. Use our collective consultation letter to comply with your legal obligations here and you can also use it arrange a first consultation meeting with... Read more
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Type: Letter
Redundancy termination notice
Once you've completed your consultation procedure and you need to make an employee redundant, you must issue them with a formal  notice of termination of employment.Notice of redundancyAfter the completion of your full and fair consultation procedure, you then need to decide whether or not an employee... Read more
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Type: Letter
Retirement policy
Our retirement policy provides that you do not operate a compulsory retirement age and instead you operate a flexible retirement policy that permits employees to voluntarily choose to retire at any time. This follows on from the abolition of the default retirement age.Abolition of the DRAWhere you wished... Read more
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Type: Policy
Confirmation of dismissal for some other substantial reason
After you've had a meeting with the employee to discuss the proposal to dismiss due to "some other substantial reason", if you do decide to go ahead with the dismissal, use our confirmation of dismissal for some other substantial reason to effect it.Dismissal in writingAfter you have had a meeting with... Read more
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Type: Letter
Notification of potential dismissal meeting (SOSR or statutory bar)
Notification of potential dismissal (SOSR or statutory bar)It is potentially fair to dismiss an employee for "some other substantial reason" capable of justifying dismissal. This is the "catch all" acceptable reason for dismissal. It is also potentially fair to dismiss an employee where otherwise keeping... Read more
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Type: Letter
Special leave request form
Employees have a number of statutory rights to take time off work for various reasons, but there's no entitlement to simply take "special leave". It's important to keep a log of time taken off work to ensure that the statutory provisions, or your goodwill, are not being abused.Time off workThere's currently... Read more
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Type: Form
Unauthorised absence letter
If an employee fails to report for work without explanation and you're unable to make contact with them by telephone, write to them asking them to clarify whether they have resigned and, if not, warning them that unauthorised absence is a serious disciplinary offence. Don't just assume they've resigned... Read more
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Type: Letter
Failure to return from holiday letter
If an employee fails to return from holiday on time and you're unable to make contact with them by telephone to establish what's going on, write asking them to clarify whether or not they have resigned and, if not, warning them that unauthorised absence is a serious disciplinary offence. Unauthorised... Read more
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Type: Letter
Approval of paternity leave request
Our form will help ensure that you formally approve a request for paternity leave and that you confirm the employee's entitlements to both leave and pay.Request grantedUse our form to respond to an employee's written request to take a period of paternity leave, in order to confirm their entitlement... Read more
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Type: Letter
Failure to return from maternity leave letter
If an employee who has been on maternity leave fails to report for work on her due date of return, use our failure to return from maternity leave letter to try and establish what the position is. Never be tempted to dismiss her on account of her failure to return and don't make an assumption that she's... Read more
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Type: Letter
Fire safety policy
A fire safety policy is a document that outlines how you intend to manage the risks associated with fire. It shouldn't be a complicated document and should be available for all staff and visitors to see.A statement of intentOur Fire Safety Policy is split into two parts; the first of which is a general... Read more
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Type: Policy
TUPE employee liability information request letter
On a TUPE transfer, the transferor is obliged to notify to the transferee in writing the "employee liability information" of any employee who is assigned to the undertaking that is the subject of the transfer. Our letter enables the transferee to formally request this information in advance from the... Read more
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Type: Letter
Notice of disciplinary appeal hearing
If you deny an employee the right to appeal against a disciplinary sanction or dismissal, you will be acting unfairly and in breach of the Acas Code of Practice on Disciplinary and Grievance Procedures. Use our notice of disciplinary appeal hearing letter when an employee appeals against a disciplinary... Read more
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Type: Letter
Long service awards policy
Our long service awards policy enables you to reward your staff for their loyalty and experience. Extra annual leave is always a popular reward amongst employees. However, you will need to show that your business needs justify any service criterion that's over five years.Age discriminationAny pay and... Read more
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Type: Policy
Domestic abuse policy
Our domestic abuse policy is aimed at protecting both your employees and the business from the detrimental impact of domestic abuse. You owe a duty to your employees to protect their health, safety and welfare at work as far as reasonably practicable and this includes risks presented by third parties... Read more
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Type: Policy
Failure to attend disciplinary hearing letter
Our letter can be used where the employee is a no-show at their disciplinary hearing. This usually happens when they're unwilling to attend because they refuse to face up to the issue. Rearrange the hearing at least once so that you've given them every opportunity to turn up, but on the second occasion... Read more
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Type: Letter
Loans policy
If you're willing to provide occasional loans to employees on a discretionary basis, consider including our loans policy in your staff handbook. It sets out the procedure for applying, how the loan will be paid to the employee (if granted) and how repayments are to be made, as well as what happens on... Read more
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Type: Policy
Statement in advance of a work-related event
In advance of a major work-related social function, such as a Christmas party or a summer ball, it's worth reminding employees in writing about the standards of behaviour you expect from them, even if you already have in place our conduct whilst on company business policy. Health and safetyUnder the... Read more
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Type: Miscellaneous
Promotion policy
If you promote an employee, you need to make clear the terms and conditions of that promotion, for example, whether it will be subject to a probationary period. You also need to consider what will happen if it doesn't work out.Fast track to the topPromotion is an important part of career development.... Read more
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Type: Policy
Road incident form
If an employee who drives on company business is involved in an incident/accident, you're likely to need the details. This checklist is to be completed shortly after the incident (ideally by your employee) providing a contemporaneous record of what happened and some of the key details your insurance... Read more
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Type: Form
Letter recrediting holiday
Use our letter when an employee falls sick either just before or during a period of pre-booked annual leave and they've both complied with your sickness absence reporting procedures and produced relevant evidence of their incapacity. It recredits their annual leave and instead classifies their absence... Read more
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Type: Letter
Declaration of consent and entitlement to SPL
Our declaration of consent and entitlement to SPL is for use where the mother or primary adopter doesn't initially intend to take any SPL and instead they propose to transfer the full balance of their maternity or adoption leave to their partner or the child's father.A balance transferNormally, to qualify... Read more
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Type: Form
Minutes of disciplinary hearing
You must take minutes of each disciplinary hearing that you hold. Our document contains prompts to include all relevant information and acts as proof that you will have covered all the matters that should be mentioned during a disciplinary hearing. minutes Our Minutes of Disciplinary Hearing document... Read more
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Type: Document
Fair piece rate notice
Use our notice where you've opted to pay output workers a fair piece rate for each item produced, rather than paying them at least the national minimum wage (NMW) for every hour worked.Output workYou can pay output workers a fair piece rate for each piece produced to comply with your NMW obligations,... Read more
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Type: Notice
Letter to employee who is imposing strong beliefs
Sometimes you come across employees with strong beliefs. The Equality Act 2010 states that an individual must not be treated less favourably because of this. If employees act inappropriately or improperly due to their strongly-held views, you'll need to take careful action to curb their behaviour while... Read more
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Type: Letter
Employment overview record
Our employment overview record can be placed at the front of an employee's personnel file to enable you to have easy access to key information about their employment history.  Personnel recordsYou probably keep a personnel file for each member of staff which contains a large amount of employment-related... Read more
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Type: Form
Rejection of candidate before interview letter
Our rejection of candidate before interview letter provides three alternative grounds for rejection of an application for employment. It's important to be entirely objective in and be able to justify your assessment, to keep a record of the reasons for rejection and to avoid any unlawful discrimination.The... Read more
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Type: Letter
Blanket power to vary contract clause
Be careful when using our blanket power to vary contract clause - there's a high risk you won't be able to rely on it to make significant changes to an employee's contract of employment. That said, it's useful for non-fundamental changes and as a bargaining tool to persuade an employee to agree to changes.Contractual... Read more
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Type: Clause
Minutes of grievance meeting
You must take minutes of each grievance meeting that you hold. Our document contains prompts to include all relevant information and acts as proof that you have covered all the matters that should be mentioned during a grievance meeting.Minutes Our Minutes of Grievance Meeting document is intended to... Read more
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Type: Document
Notice of entitlement to SPL - mother or adopter
Both parents or adopters must submit a notice of entitlement to each of their respective employers to indicate they plan to opt in to the shared parental leave (SPL) scheme. This is a complicated form requiring a great deal of information to be provided by the employee. Our notice of entitlement covers... Read more
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Type: Notice
Driving licence requirement clause
Insert this clause into the contracts of employment of those staff who are required to drive as part of their job duties. If the employee should later lose their licence, a dismissal may be possible but this will depend on all the circumstances of the particular case.Conditional offerCertain job roles... Read more
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Type: Clause
Request to buy or sell holiday form
Where you have implemented a policy enabling staff to potentially buy or sell a proportion of their annual leave entitlement, issue our form to them to enable them to put in their requests for the forthcoming holiday year. Set an annual deadline for receipt of applications.Key provisionsThe detailed... Read more
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Type: Form
Notice of entitlement to SPL - father or partner
Both parents or adopters must submit a notice of entitlement to each of their respective employers to indicate they plan to opt in to the shared parental leave (SPL) scheme. This is a complicated form requiring a great deal of information to be provided by the employee. Our notice of entitlement for... Read more
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Type: Notice
Sporting and special events policy
Use our sporting and special events policy to set out what is expected from employees and what concessions you may grant to them when a major sporting or other special event is taking place during normal working hours. Be consistent, fair and non-discriminatory in how you apply the policy.Time off workOur... Read more
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Type: Policy
Overpayment of wages letter for ex-employee
If you discover an accidental overpayment of wages after an employee has left your employment, use our letter to ask them to pay the monies back. If they refuse to repay and you're not willing to write off the debt, your other option for recovery is to issue proceedings in the civil courts.Deduction... Read more
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Type: Letter
Buying and selling holiday policy
Our policy enables you to operate a scheme under which your staff can buy or sell a portion of their annual leave entitlement in a particular holiday year, subject to certain conditions. Buy or sell?If an employee buys extra holiday, this is by way of salary sacrifice and their annual salary will temporarily... Read more
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Type: Policy
Staff discounts record
Where your business is retail sales and you offer staff a discount if they want to buy the goods you sell, our staff discounts record enables you to keep a proper log of the discounts you have awarded them. It also helps to ensure compliance with our staff discounts policy.  Two choicesYou don't have... Read more
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Type: Form
Acknowledgement of application letter
Once job applications have been received for a vacant post, you need to sift through them to decide who to invite to interview. If this process will take some time, use our acknowledgement of application letter as a holding letter. The sifting processOnce you have received applications for a vacant post,... Read more
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Type: Letter
Parental leave policy
If you don't set out your own agreed procedure for dealing with parental leave, the statutory default procedure will apply. Our policy statement complies with the statutory provisions because you'll probably find that the statutory procedure is all you really need in most cases. Parental leaveParental... Read more
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Type: Policy
Acknowledgement of discontinuous periods of SPL
Unlike a request for a single period of shared parental leave (SPL), you don't have to agree to a request for discontinuous SPL. In this scenario, there's a two-week discussion period during which you can either accept the employee's request, propose alternative dates or reject it. Use our acknowledgement... Read more
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Type: Letter
Letter refusing discontinuous periods of SPL
If you refuse an employee's request for discontinuous shared parental leave (SPL), the default position is that they are then entitled to take the total amount of SPL requested as a continuous block. However, the statutory provisions are more complicated than that so use our letter to set out the relevant... Read more
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Type: Letter
Parental leave policy
If you don't set out your own agreed procedure for dealing with parental leave, the statutory default procedure will apply. Our policy statement complies with the statutory provisions because you'll probably find that the statutory procedure is all you really need in most cases. Parental leaveParental... Read more
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Type: Policy
Refusal of parental leave request
Refusal of a parental leave requestIf a parental leave request has not been made correctly in accordance with the statutory provisions, it can be refused.Request refusedIf you receive a parental leave request and it's not been made correctly, you can turn it down. Also, if an employee is ineligible to... Read more
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Type: Letter
Letter inviting employee to attend a SPLIT day
Employees are permitted to work for occasional days during their shared parental leave (SPL) - these are called "shared parental leave in touch" (SPLIT) days. An employee is under no obligation to attend a SPLIT day - it's entirely their choice. But if you feel this process would be beneficial, you can... Read more
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Type: Letter
SMP ineligibility letter
A small number of pregnant employees will not be entitled to statutory maternity pay (SMP) during their maternity leave either because of their short service or their low average weekly earnings. To cover those cases, use our SMP ineligibility letter. SMP qualificationA pregnant employee will be eligible... Read more
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Type: Letter
Letter requesting evidence for SPL
Once an employee has submitted a notice of entitlement for shared parental leave (SPL), you can ask them to provide certain supplementary documentation and information as set out in our letter requesting evidence for shared parental leave.  Birth casesWithin 14 days, beginning with the date on which... Read more
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Type: Letter
Equal opportunities training record
There's no legal requirement to have an equal opportunities and dignity at work policy or to train your staff on the topic, but we recommend you do both because it can afford you an important defence against a claim for unlawful discrimination. Use our equal opportunities training record for this purpose.How... Read more
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Type: Form
Adoption appointment eligibility declaration
Prospective adopters have the right to take either paid or unpaid time off work to attend adoption appointments in advance of adopting a child. Our form enables employees to declare their eligibility for time off.  Time off rightsThe provisions, which are in the Children and Families Act 2014, state... Read more
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Type: Form
Maternity leave or adoption leave curtailment notice
For either parent or adopter to be eligible for shared parental leave (SPL) and statutory shared parental pay (ShPP), the mother or adopter must have ended their entitlement to maternity or adoption leave and pay early, either by serving a curtailment notice or by returning to work early. Our curtailment... Read more
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Type: Notice
Letter requiring removal of social media postings
Use our letter to deal with individuals posting unacceptable comments about the business or its employees, clients, etc. on social media websites. It requires them to immediately remove the comments and threatens them with civil legal action, as well as disciplinary action in the case of employees.A... Read more
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Type: Letter
Letter to employee not returning from maternity leave
Where an employee has informed you that she's not intending to return to work after maternity leave, our letter helps you frame a response to her. She still needs to formally resign so the important thing is to clarify the notice of termination requirements.When parenting takes priorityIf your employee... Read more
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Type: Letter
Antenatal appointment eligibility declaration
Use our declaration form to require an employee to formally declare that they qualify for the statutory right to time off to accompany a pregnant woman to an antenatal appointment and wish to take time off. The maximum number of appointments they can attend is two.Right to accompanyEmployees who have... Read more
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Type: Form
Death of employee policy
Our death of employee policy sets out the appropriate steps you and your staff, particularly line managers, should take following an employee's death. You will need to handle the situation carefully and sensitively, both in terms of liaison with the deceased's next of kin and dealing with their work... Read more
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Type: Policy
Extension of fixed-term contract letter
Use our letter to extend a fixed-term employee's contract for a further fixed term on the same terms and conditions of employment. Be aware of the legal position if the fixed term and any extensions reach the four-year point.Offer of extensionOur Extension of Fixed-term Contract Letter allows you to... Read more
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Type: Letter
Letter confirming trial flexible working arrangement
At the end of a flexible working trial period, you will either wish to confirm or revoke it, according to whether it's been successful or not. Use our letter confirming trial flexible working arrangement to confirm it and make the arrangement permanent.Successful trial periodTowards the end of a trial... Read more
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Type: Letter
Letter revoking trial flexible working arrangement
At the end of a flexible working trial period, you will either wish to confirm or revoke it, according to whether it's been successful or not. Use our letter revoking trial flexible working arrangement to withdraw it and to provide for the employee to revert back to their previous working pattern and... Read more
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Type: Letter
Register of keys and alarm codes
Our register of keys and alarm codes enables you to record what keys, passes, cards and codes you've provided to an employee. However, it goes further by setting a series of rules aimed at ensuring the security of this property and information.Valuable company propertyFor the purposes of security access... Read more
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Type: Document
New starter form
Our new starter information form ensures you obtain all the relevant personal details that you need on day one of the employment. Make sure you ask the employee to check it's still up to date at least annually and, in any event, encourage them to notify you of changes on an ongoing basis.Day one informationWhen... Read more
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Type: Form
Meeting request following long-term incapacity
Meeting request following a period of long-term incapacityOnce you've obtained a medical report, the next stage is to arrange a meeting with your absent employee to discuss its contents and any recommendations that it makes. In particular, you should explore when the employee might be fit to return to... Read more
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Type: Letter
Flexible working application form
Both male and female employees benefit from the right to request flexible working arrangements provided they have 26 weeks' continuous employment and they have not made another application to work flexibly under the statutory right in the previous twelve months. If an employee makes a formal request,... Read more
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Type: Form
Trial flexible working arrangement letter
When you receive a flexible working application, you may wish to test it out on a trial basis to see whether it can be accommodated within the business or not. Use our letter to put a trial flexible working arrangement in place. Trial runIt's acceptable under the flexible working provisions for you... Read more
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Type: Letter
Letter seeking agreement to reduce pay to avoid redundancies
Use our letter to seek employees' agreement to reduce their salaries in order to avoid staff redundancies. Make sure you deal with the situation sensitively and fairly and be prepared for some employees to say no.Another optionWhen the business is suffering financially, you may explore redundancy as... Read more
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Type: Letter
Flexible working policy
Use our policy statement to implement flexible working practices to improve the work-life balance of your staff. Our policy statement sets out the statutory right for employees who have 26 weeks' continuous employment to request flexible working arrangements, together with the relevant application procedure... Read more
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Type: Policy
Flexible working appeal - invitation to appeal meeting
If you reject an employee's request for a flexible working arrangement, it is good practice to allow them to appeal the decision and, if they do appeal, to arrange a meeting with them to discuss itA reasonable procedureWhere you take the decision to reject an employee's request for flexible working,... Read more
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Type: Letter
Flexible working request - invitation to meeting
Use our flexible working request - invitation to meeting to arrange a meeting with your employee to discuss their formal request for flexible working. However, there's no need to arrange a meeting if you're happy to agree to the employee's request as it stands.What changes?The right to request flexible... Read more
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Type: Letter
Flexible working rejection letter
If you wish to reject an employee's flexible working request, you must provide a business ground for the refusal and should set out the reasons why the ground applies in the particular circumstances. You should also allow your employee to appeal the decision. Be particularly careful with flexible working... Read more
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Type: Letter
Outcome of flexible working appeal meeting letter
If you reject an employee's request for a flexible working arrangement, the Acas Code of Practice on Handling in a Reasonable Manner Requests to Work Flexibly says that you should allow them to appeal the decision. Whilst there are no set time periods for dealing with an appeal, all flexible working... Read more
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Type: Letter
Flexible working acceptance letter
If you're happy to accept an employee's flexible working request (or you reach a compromise with them at the meeting), then you should write providing a description of the new agreed working pattern and establishing a start date.Acceptance of requestIf you decide to accept an employee's request for flexible... Read more
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Type: Letter
Flexible working policy
Use our policy statement to implement flexible working practices to improve the work-life balance of your staff. Our policy statement sets out the statutory right for employees who have 26 weeks' continuous employment to request flexible working arrangements, together with the relevant application procedure... Read more
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Type: Policy
Deputising clause
Use our deputising clause to set out the terms on which an employee may be asked to act up as a deputy supervisor or deputy manager on a temporary basis to cover staff absence. Expect to pay an increased salary for extra duties and responsibilities.An agreement to act upSituations may occasionally arise... Read more
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Type: Clause
Letter rejecting expenses claim
Where employees incur reasonable out-of-pocket expenses in the discharge of their duties and whilst working on your lawful business, the starting point is that you should reimburse them for those expenses. You're able to insert conditions on payment if you like, such as that expenses have to be approved... Read more
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Type: Letter
Retirement form
Our retirement form gives employees an easy way to notify you of their forthcoming retirement and intended retirement date. We've drafted the form in such a way that completion of it will amount to their formal resignation.A written resignationWhere an employee decides to voluntarily retire and formally... Read more
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Type: Form
Ballot form for election of employee reps
Our ballot form is to accompany the letter inviting employees to elect employee representatives. It's the form the employee should use to cast their vote for who they want to be their employee representatives for collective redundancy consultation or on a TUPE transfer. You'll need to ensure you comply... Read more
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Type: Form
Letter inviting consultation in accordance with TUPE
The TUPE legislation requires that you undertake consultation with recognised trade unions or elected employee representatives prior to the TUPE transfer taking place. You have to provide them with specified information in writing and you may also be required to consult with them with a view to seeking... Read more
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Type: Letter
Ballot form for election of employee reps
Our ballot form is to accompany the letter inviting employees to elect employee representatives. It's the form the employee should use to cast their vote for who they want to be their employee representatives for collective redundancy consultation or on a TUPE transfer. You'll need to ensure you comply... Read more
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Type: Form
Request to carry over holiday form
If, at your discretion, you occasionally allow employees to carry over their unused annual leave entitlement from one holiday year to the next, you can ask them to first complete our request to carry over holiday form.No contractual rightOur Holidays Policy is clear that employees must use all of their... Read more
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Type: Form
TUPE election for pre-transfer consultation
Our TUPE election for pre-transfer consultation can be issued by a transferee to a transferor in a TUPE situation where mass redundancies are proposed post-transfer in order to start the collective redundancy consultation process early. However, the transferor has to agree to it.TULCRASection 198A of... Read more
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Type: Letter
Conversion of sickness absence to holiday form
Our form enables you to agree to an employee taking their recent short-term sickness absence as annual leave, if that's what they would rather do so that they receive full pay rather than SSP only. However, watch out for employees who try to use it to play the system.SSP onlyWhen employees come back... Read more
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Type: Form
TUPE request for details of proposed measures letter
Use our letter to ascertain what measures the transferee envisages taking in relation to affected employees in a TUPE transfer situation - you'll need this information to be able to inform and consult with the appropriate representatives.Information and consultation obligationsThe  Transfer of Undertakings... Read more
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Type: Letter
Letter refusing choice of companion
Use our letter refusing choice of companion to decline a worker's request to be accompanied at a disciplinary or grievance hearing where they have purported to select someone who falls outside the statutory categories of companion. Be careful though where the worker is disabled.Statutory requirementsSection... Read more
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Type: Letter
Letter refusing choice of companion
Use our letter refusing choice of companion to decline a worker's request to be accompanied at a disciplinary or grievance hearing where they have purported to select someone who falls outside the statutory categories of companion. Be careful though where the worker is disabled.Statutory requirementsSection... Read more
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Type: Letter
Frustration of contract letter
Our frustration of contract letter is only for use in limited circumstances usually related to the long-term imprisonment of an employee. Be aware that the courts don't generally like the concept of frustration being applied to employment contracts.The doctrine definedFrustration of contract occurs where... Read more
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Type: Letter
Informal meeting request
Our letter will assist you in arranging an informal meeting with an employee to discuss your concerns with their performance or conduct. Use it where the issues are minor so that an informal approach is the best way to start.Acas Code and guidanceIn cases of minor poor performance or misconduct, before... Read more
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Type: Letter
Letter rescheduling disciplinary hearing
Use our letter if you need to postpone a scheduled disciplinary hearing or if you are agreeing to an employee's request to postpone. It's reasonable to reschedule if the employee has valid grounds for their request, you need to do so for business reasons or because further allegations against the employee... Read more
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Type: Letter
Letter advising appeal is out of time
You can use our letter to advise employees that their appeal against a disciplinary or capability sanction or a grievance decision can't be heard as it's out of time. However, be careful about being too rigid in sticking to a prescribed time limit as you still need to comply with the requirements of... Read more
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Type: Letter
Self-appraisal form
You can assist employees to prepare for their appraisal meeting by giving them our self-appraisal form to complete. Make it optional and leave it to them to what extent they choose to share the information with their manager.AppraisalsIt's good performance management procedure to appraise your staff... Read more
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Type: Form
Dismissal with notice letter (misconduct)
If you've followed the warnings procedure to its natural conclusion, it means that a dismissal is going to be inevitable, but again only after a disciplinary hearing. When you want to confirm a dismissal on grounds of misconduct, you will need our dismissal with notice letter. This is the final disciplinary... Read more
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Type: Letter
Dismissal without notice letter (gross misconduct)
If, after a disciplinary hearing, you take the decision to dismiss the employee because they've committed an act of gross misconduct, such as theft or violence, you will need our dismissal without notice letter. This dismisses the employee with immediate effect. A trust and confidence breakdownA Dismissal... Read more
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Type: Letter
Assessment of potential for promotion
Our assessment of potential for promotion is useful to help you decide which of your staff are ready to be promoted to the next pay grade or staff level. It doesn't automatically mean they'll be promoted if there aren't any suitable vacancies, so make sure you manage expectations.AppraisalsIt's good... Read more
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Type: Miscellaneous
Training requirement clause
Whilst you probably run staff training in-house and on-site, sometimes you might want employees to attend training courses run externally or off-site, and these could take place some distance from their normal place of work. Use our clause to cover this eventuality. It spells out the possibility of the... Read more
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Type: Clause
Employee disciplinary record
It's advisable to keep a brief summary of an employee's disciplinary history on file, even if full details of the disciplinary case have been removed because the warning is time-expired. Use our employee disciplinary record to do this.  A summary sheetWhen you discipline an employee for an act of misconduct,... Read more
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Type: Form
Notice of staff meeting outside normal working hours
If you need to hold a general staff meeting, it may be hard to find a time when everyone is available. So you might need to ask some employees if they're willing to attend outside their normal working hours. Use our letter for this purpose.  Face-to-face communicationsFor some important workplace discussions,... Read more
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Type: Letter
Staff handbook guidelines
Our guidelines for managers on staff handbooks will help you when assembling a staff handbook from our various policies and procedures. They will assist you in deciding which policies and procedures should be contractual and which not, and what should go in the employee's contract of employment and the... Read more
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Type: Further Information
First aiders payment policy
Paying first aiders a small annual amount is a useful motivational tool, as well as an acknowledgement of the valuable contribution they make. Use our policy to set out your basic rules.A motivational toolYou're not required by law to make an additional payment to first aid personnel. However, by making... Read more
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Type: Policy
Letter advising employee has left
Use our letter to notify external third parties, such as clients and customers, of an employee's departure. Make sure you take prompt steps to arrange a handover of their work to another employee or new recruit as you don't want to lose business as a result.A hasty departureWhere an employee resigns... Read more
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Type: Letter
Food at desks policy
Allowing staff to eat at their desks gives rise to a whole host of potential issues, so our food at desks policy bans them from eating any hot and cold food at their desks, but permits hot and cold drinks. If banning eating altogether is impractical, you could amend it to, say, permit light snacks but... Read more
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Type: Policy
Induction checklist
When a new employee starts work, it's important to have some form of induction with them. Use our induction checklist to remind you of the key matters to cover and to enable you to keep a formal record of what's been covered, by whom and when. Induction definedInduction is the process of receiving and... Read more
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Type: Checklist
Letter following informal discussion of minor poor performance
Letter following informal discussion of minor poor performanceIn cases of minor poor performance, before you launch into instituting the formal disciplinary or capability procedure, you should try to resolve the issue informally first by discussion with the employee. Use our letter following informal... Read more
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Type: Letter
Letter confirming no compulsory redundancies necessary
Where you've accepted volunteers for redundancy, you might find yourself in a position where you no longer need to make any compulsory redundancies as a result. Use our letter to let other affected staff know they're no longer at risk of redundancy.  Voluntary redundancyAs part of a fair redundancy... Read more
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Type: Letter
Letter retracting heat of the moment dismissal
Use our letter retracting heat of the moment dismissal to clarify the position with an employee who has been unintentionally dismissed in anger in the heat of the moment. You do need to act quickly though if you want to salvage the situation.Heat of the momentIt's not uncommon for supervisors or managers... Read more
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Type: Letter
Notification of disciplinary hearing
If you want to take disciplinary action against an employee, the first step is to write to them setting out the allegations and requiring their attendance at a formal disciplinary hearing. Our notification of disciplinary hearing letter ensures you get things off to a good start.Hearing noticeArranging... Read more
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Type: Letter
Voluntary and charity work policy
As part of your corporate social responsibility (CSR), you might want to grant staff a small number of paid or unpaid days off each year to undertake volunteering or charity work, or to allow them temporary flexible working hours to work on a particular volunteering project. Use our voluntary and charity... Read more
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Type: Policy
Letter enquiring about reasonable adjustments
Where a disabled employee has accepted a job offer, it's worth making enquiries with them at an early stage about any reasonable adjustments they might need or that would help them to perform their job duties and prevent them from being placed at a substantial disadvantage in the workplace. Equality... Read more
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Type: Letter
Political activity policy
Our political activity policy establishes a code of conduct regarding employees' political activity in the workplace. It accepts employees have a right to hold political opinions and to engage in political activity outside work, but prohibits them from undertaking political activity at work and seeks... Read more
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Type: Policy
Business travel and environment safeguarding policy
We all have a duty to protect our environment by reducing our carbon footprint and our business travel and environment safeguarding policy is aimed at doing just that.  Objectives and implementationThe overall objective of our Business Travel and Environment Safeguarding Policy is to reduce the environmental... Read more
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Type: Policy
Workplace sweepstake rules
Using our workplace sweepstake rules will ensure that, where your staff run small-scale work sweepstakes, e.g. on the Grand National or one of the sporting World Cups, they're complying with the law. Gambling Act 2005A typical workplace sweepstake is a scheme in which employees pay to randomly select... Read more
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Type: Procedure
Death benefit expression of wishes form
Where you provide a life assurance scheme, you should ask employees to complete a death benefit expression of wishes form to enable them to set out their wishes in relation to the lump sum death in service benefits payable under the scheme. An expression of wishes, rather than an automatic nomination,... Read more
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Type: Form
Duvet day policy
Our duvet day policy allows employees to take a couple of annual leave days each holiday year without having to plan to do so in advance. Make such you control how your policy operates in practice as you don't want to end up with a free for all!Working time requirementsUnder the Working Time Regulations... Read more
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Type: Policy
Offer of voluntary internship letter
Our offer of voluntary internship is for use where you're offering a work shadowing placement in which the intern is there to observe what happens in the workplace but carries out no work. It's not, however, suitable where the intern is, in reality, either a worker or an employee.National Minimum WageInternships... Read more
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Type: Letter
Appraisal procedure and form
An annual appraisal is a formal evaluation when a review of an employee's performance takes place. Annual appraisal meetings should be open where both parties exchange views and reach agreed conclusions and action plans.AppraisalsIt's good performance management procedure to appraise your staff on a... Read more
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Type: Procedure
Outcome of time to train appeal meeting
Where an employee has appealed against your decision to decline their time to train application and you've held an appeal meeting, the final stage is to notify them in writing of the outcome of their appeal within 14 days of the appeal meeting. Use our outcome of time to train appeal meeting letter... Read more
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Type: Letter
Time to train meeting letter
If an employee submits an application for time to train, you'll need to ensure you properly follow the designated statutory procedure in dealing with it. This starts with arranging a meeting with the employee, for which you can use our time to train meeting letter.Meeting to discussWithin 28 days of... Read more
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Type: Letter
Time to train appeal meeting letter
Where you've declined (or only partially accepted) an employee's application for time to train, under the statutory procedure they have a right of appeal. Use our time to train appeal meeting letter if they do decide to appeal.Written appealIf an employee wishes to appeal against your refusal of their... Read more
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Type: Letter
Time to train acceptance letter
Once you've held a meeting with an employee under the statutory time to train procedure, you then need to take a decision on their application and notify it to them in writing with 14 days of the meeting date. If you accept the employee's request, use our time to train acceptance letter to ensure compliance... Read more
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Type: Letter
Time to train rejection letter
If, having held a meeting with an employee under the statutory time to train procedure, you take the decision to reject their application, you need to notify them of this in writing within 14 days, setting out the business grounds on which the application is declined and why those grounds apply in the... Read more
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Type: Letter
Letter seeking agreement to vary employment contract terms
The best way to achieve a change to one or more terms of an employee's contract of employment is by mutual agreement. Let the employee know in writing that you are proposing to make a change and seek their written consent to it.Binding contractThe contract of employment is binding on both parties. This... Read more
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Type: Letter
Variation of terms of contract of employment letter - in exercise of a contractual power
Variation of terms of contract of employment letter (in exercise of a contractual power)If you're making a change to an employee's contract of employment which is within the terms of that contract, generally you won't need their consent. However, don't expect to be able to rely on a blanket amendment... Read more
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Type: Letter
Letter terminating employment and offering re-employment on new terms
Where an employee refuses to accept a change, you may decide that the only way forward is to impose the variation by way of dismissal from the old contract of employment coupled with an offer of continued employment on the new contractual terms. Beware that this can still amount to an unfair dismissal... Read more
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Type: Letter
Letter to staff before a TUPE transfer
If you're the transferor employer, you should write to all of the affected employees before the TUPE transfer takes place advising them of the transfer of their employment from you to the transferee employer and letting them know how this will affect their employment position.TUPE transferUnder the Transfer... Read more
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Type: Letter
Letter to staff following a TUPE transfer
If you're the transferee employer, you should write to all of the affected employees shortly after the TUPE transfer has taken place advising them of the transfer of their employment from the transferor employer to you and confirming their employment position.TUPE transferUnder the Transfer of Undertakings... Read more
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Type: Letter
Letter informing employee of possible relocation of business premises
If you wish to consider a move to new business premises, you'll need to ensure you deal with the employment aspects of a possible move. Use our letter informing employee of possible relocation of business premises to get the ball rolling here.Redundancy or misconduct?If you dismiss an employee because... Read more
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Type: Letter
Notice of return to normal working
Where your employees have been laid off or on short time working, if your situation improves enough for you to be able to take them back on their normal working hours, you can use our letter to inform them of this. You're essentially requiring them to return to their normal hours of work with effect... Read more
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Type: Letter
Letter confirming agreement to vary terms of contract of employment
Where an employee has agreed to a variation to one or more of the terms of their contract of employment, you need to ensure this is properly recorded in writing. In any event, if the change is to one of the clauses required by the employee's written statement of employment particulars, the employee must... Read more
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Type: Letter
Letter informing employee that the business is relocating
Use our letter informing employee that the business is relocating once you have started to firm up your plans to move. How you deal with the situation from here will depend on whether you're relying on an express mobility clause to implement the relocation or whether you are seeking employees' express... Read more
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Type: Letter
Probation period clause
It's common for new employees to be subject to a probation period, during which time you will closely monitor their performance and conduct. However, be aware that labelling an employee as a "probationer" has very little effect on the employer/employee relationship.On probationIt's always advisable to... Read more
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Type: Clause
Personal property clause
Use our personal property clause to set out the employee's responsibility for taking care of their own personal belongings and to restrict your liability in respect of loss or damage to those personal belongings insofar as this is possible under the Unfair Contract Terms Act 1977.Unfair Contract Terms... Read more
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Type: Clause
Lay-off and short time working clause
If your business is subject to cyclical demand, consider inserting a lay-off and short time working clause enabling you to lay off an employee for periods where you won't have to give full pay.No general right to lay offYou have no right to lay off employees without pay in the absence of an express term... Read more
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Type: Clause
Consultancy offer letter
Our consultancy offer letter is designed to complement our consultancy agreement - issue it to make an offer of engagement to a self-employed consultant and then, once the offer has been accepted, you can later follow it up with the consultancy agreement.Genuine self-employmentYou can only use our Consultancy... Read more
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Type: Letter
Mobility and relocation clause
For senior employees, you may deem it essential that they agree to be mobile to suit the needs of your business. A clear contractual right to require an employee to work at a new location is therefore necessary.On the moveEmployment tribunals are only prepared to imply very limited mobility clauses into... Read more
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Type: Clause
Demotion clause
As an alternative to formally warning or dismissing an employee for misconduct or poor work performance, it is permissible to provide in the contract that they will be demoted on a temporary basis.When can you demote?Demotion is the act of reducing an employee's status or contractual entitlement. You... Read more
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Type: Clause
Student sponsorship agreement
If you have offered a student a job to start when they have graduated and you want to give them sponsorship towards their tuition fees, use our student sponsorship agreement to protect your position if they drop out of the course or decide not to start your job. But do note it must be signed before you... Read more
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Type: Agreement
Compassionate leave clause
Our compassionate leave clause goes beyond the statutory right to time off for dependants and focuses on the death or very serious illness of an immediate family member. Subject to statutory provisions, it's really up to you to decide how much compassionate leave you want to provide and how long you... Read more
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Type: Clause
Credit and charge card clause
Use our credit and charge card clause where you issue an employee with a company credit or charge card. It sets out what the card can be used for, what must be done if it's lost, damaged or stolen and what happens if it's misused.Business-related expensesThe first point is that any credit or charge card... Read more
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Type: Clause
On-call work clause
If you have workers who are required to be on call (usually overnight and at weekends to deal with workplace emergencies), use our on-call work clause to set out the contractual position, what's expected of the employee when on call and what payment they'll receive.Voluntary or contractual?Sometimes,... Read more
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Type: Clause
Requirement to travel clause
If you need your employee to travel as part of their job, for example to attend meetings with customers etc., it's better to include a specific "requirement to travel" clause. That way, there's no misunderstanding about what you require of the employee in terms of leaving the office to fulfill their... Read more
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Type: Clause
Flexible job duties clause
A flexible job duties clause means you can require an employee to undertake additional or alternative tasks and duties as the needs of the business dictate, provided they are within the employee's capabilities and skills base, and are not demeaning.The need for flexibilityA job description usually focuses... Read more
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Type: Clause
Holiday shutdown clause
If you completely close down your business for a couple of weeks during, for example, the Christmas or summer period, you will probably want to ensure that the period of shutdown is taken by your employees as part of their annual leave entitlement. Our holiday shutdown clause provides for this eventuality.Open... Read more
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Type: Clause
Third party pressure to dismiss clause
Where a client refuses to have one of your employees back on its site, it is possible to dismiss the employee, but you'll first need to show you did everything you could to change the client's mind or to secure the employee's redeployment. Use our third party pressure to dismiss clause in the contracts... Read more
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Type: Clause
Workplace companion confidentiality agreement
Where a worker requests to be accompanied to a disciplinary or grievance hearing, use our workplace companion confidentiality agreement. It sets out the extent of the companion's role and your requirements for confidentiality.Statutory rightA worker has a statutory right to be accompanied to a disciplinary,... Read more
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Type: Agreement
Letter to doctor seeking advice on whether employee fit to attend a disciplinary hearing
If an employee has been signed off sick during the disciplinary process, whilst you will probably tolerate the absence for a short period of time, there will come a point when you need to progress the disciplinary hearing to its conclusion. Use our letter to doctor seeking advice on whether employee... Read more
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Type: Letter
Mediation checklist
Assuming an employee has agreed to participate in mediation, if the mediator is in-house, he or she can use our mediation checklist to help them to prepare for and present the mediation session.PreparationBoth the mediator and you will need to prepare for the mediation session. The mediator will want... Read more
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Type: Checklist
Mediation policy
If you have a dispute with an employee, one option is for it to be resolved through mediation. Our mediation policy advises employees of the existence of mediation as a method of resolving workplace disputes.Mediation definedMediation is an informal and confidential process in which an impartial third... Read more
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Type: Policy
Disciplinary demotion letter
Instead of formally warning or dismissing an employee for misconduct, it is permissible to demote them as a disciplinary sanction provided this is on a temporary basis and you have the contractual right to do so. Our disciplinary demotion letter is for use in this case.Contractual rightDemotion is the... Read more
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Type: Letter
Notice of performance review meeting
It's possible to deal with performance issues through your disciplinary procedure. However, where the issue is one of "can't perform" (due to lack of capability) as opposed to "won't perform" (for example, because of negative attitude problems or laziness), then you might opt for a performance review... Read more
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Type: Letter
External witness statement request letter
If, during a disciplinary investigation, it transpires that there were external witnesses, then as part of a good investigation you should endeavour to obtain witness statements from them. Use our external witness statement request letter to assist you with this process.External witnessesClearly, it... Read more
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Type: Letter
Confirmation of no further disciplinary action
Whilst the outcome of most disciplinary hearings will result in the imposition of some form of disciplinary sanction against the employee, occasionally it will be the case that no further action is to be taken. In this case, the employee should still receive confirmation of this in order to formally... Read more
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Type: Letter
Letter to external mediator
It's important to carefully choose an external mediator.  Our letter to external mediator is designed to elicit key information that will assist you in making your choice.External appointmentDisputes that look likely to result in legal proceedings, or which are complicated or high value, are best resolved... Read more
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Type: Letter
Witness statement record
When conducting a disciplinary investigation, in many cases you will need to interview witnesses and ask them to provide witness statements. Use our witness statement record to assist your employees in the provision of their statements. For the recordDuring a disciplinary investigation there is a good... Read more
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Type: Miscellaneous
Letter lifting suspension
Where an employee has been suspended on pay in a case where you believed them to have committed an act of very serious or gross misconduct, after investigation you might find there is, in fact, no case to answer. In this case, use our letter lifting suspension and confirming no disciplinary action will... Read more
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Type: Letter
Letter offering options for a disciplinary hearing
Where an employee is signed off on long-term sick leave during a disciplinary process, there will come a point where you need to try to progress that process to its conclusion. Use our letter offering options for a disciplinary hearing to do this.Fair procedureWhere the employee is signed off sick pending... Read more
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Type: Letter
Request to attend investigatory meeting
Once allegations have been made against an employee relating to misconduct in the workplace, the first step is to conduct a proper investigation. Particularly where the allegations are reliant on the witness evidence of third parties, as part of the investigation you should call the employee in for an... Read more
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Type: Letter
Letter inviting employee to mediation
If you want to try to resolve a workplace dispute through mediation, provisionally appoint a mediator and then use our letter inviting employee to mediation to set the process in motion.  However, be aware that mediation is entirely voluntary so you cannot force an employee to enter into it. Appointment... Read more
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Type: Letter
Letter to sick employee postponing a disciplinary hearing
It is not uncommon for you to commence disciplinary action against an employee but then for them to produce a statement of fitness for work signing them off sick for a few weeks before the disciplinary hearing has taken place.  Use our letter to sick employee postponing a disciplinary hearing to tackle... Read more
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Type: Letter
Letter enclosing workplace companion confidentiality agreement
Where you require a workplace companion to a disciplinary or grievance hearing to sign a confidentiality agreement, use our covering letter to issue that document to them.Statutory rightA worker has a statutory right to be accompanied to a disciplinary, grievance or appeal hearing by either a work colleague... Read more
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Type: Letter
Notice of grievance appeal meeting
If you deny an employee the right to appeal against a grievance decision, you will be in breach of the Acas Code of Practice on Disciplinary and Grievance Procedures, as well as your own grievance procedure. Use our notice of grievance appeal meeting letter to inform the employee of the date and time... Read more
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Type: Letter
Notification of grievance meeting
If an employee raises a grievance in writing, the first step is to write inviting them to attend a formal grievance meeting at which their issues or complaints will be discussed in detail. Our notification of grievance meeting letter will keep you on the right track.Grievance meetingUse our Notification... Read more
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Type: Letter
Informal resolution of grievance letter
Where an employee raises issues or concerns in writing, for example in an e-mail, should you always treat it as a grievance or clarify the position first? It's better to clarify the matter and you can then send our letter where the employee confirms they have declined the grievance procedure and have... Read more
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Type: Letter
Notification of pay freeze letter
If you need to implement a pay freeze because of economic conditions, use our notification of pay freeze letter to let your employees know there will be no increase to their current salary at annual pay review time. Be aware of the legal implications.Contractual provisionsBefore implementing a pay freeze,... Read more
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Type: Letter
Overpayment of wages letter
As a general rule, you're able to recover accidental overpayments of wages by making deductions from the employee's salary. For this type of deduction, you don't need the employee's consent.An authorised deductionOccasionally, you may make a mistake with your payroll resulting in an employee being overpaid.... Read more
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Type: Letter
Letter seeking agreement to a lay-off or short time working
If you want to implement a lay-off or short time working to deal with a temporary work shortage and you don't have the contractual right to do so, you will need to seek your employees' express agreement to the proposed arrangement or otherwise you risk a constructive dismissal claim if you impose it... Read more
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Type: Letter
Letter following informal discussion of minor misconduct
In cases of minor misconduct, before you launch into instituting the formal disciplinary procedure, you should try to resolve the issue informally first by discussion with the employee. Use our letter to confirm your meeting discussions.The Acas CodeThe Acas Code of Practice on Disciplinary and Grievance... Read more
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Type: Letter
Sunday trading statutory rights statement
There are specific statutory provisions in place relating to shop workers and Sunday trading. Use our Sunday trading statutory rights statement to ensure you comply with the law.Opting out statementYou are required by law to give those shop workers who are, or may be, required under their contracts of... Read more
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Type: Miscellaneous
Suspension on medical grounds letter
Some jobs are covered by special health and safety regulations under which employees may be suspended from work on medical grounds. Use our letter to suspend an employee in this scenario but be aware of the circumstances which may give rise to a medical suspension and the fact you may be obliged to pay... Read more
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Type: Letter
Corporate hospitality report form
Use our corporate hospitality report form to facilitate the reporting of corporate hospitality invit