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Ready-made and fully up-to-date employment documents that cover all your personnel dealings

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Recruitment (54)

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
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
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
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
Criminal records check clawback agreement
If you're required or permitted to obtain a standard or enhanced disclosure check on prospective employees because of the nature of their job role and you agree to pay the application fee, use our criminal records check clawback agreement to recoup the payment if they resign within twelve months. Types... Read more
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Type: Agreement
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
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
DOWNLOAD September 2019
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
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
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
Induction policy
Use our induction policy alongside our induction checklist to ensure you have everything covered when a new employee starts work. You can also use it for newly-promoted employees and those who have transferred from a different work location. Purpose of inductionThe purpose of induction is to integrate... Read more
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Type: Policy
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
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
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
DOWNLOAD May 2019
Type: Letter
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
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
DOWNLOAD May 2019
Type: Miscellaneous
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
DOWNLOAD May 2019
Type: Letter
Letter advising social media will be disregarded
It's becoming increasingly popular for job applicants to put website links to their social media profiles on their CVs or on job application forms. In order to avoid discrimination allegations, use our letter advising social media will be disregarded to make clear you'll not be doing anything with the... Read more
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Type: Letter
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
Letter declining a reference
Any reference you provide about an ex-employee must be a true, fair and accurate reflection of that individual. But - as the motto goes - if you can't say anything nice, don't say anything at all! This approach protects your position. At the same time, when declining a request, you must pick your words... Read more
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Type: Letter
Letter enclosing application form
Some employers prefer candidates to complete application forms rather than forwarding their CV; this can cut down on the sifting process. Of course, you'll want to ensure that those sent out are returned by your deadline. Plus, you must check whether any adjustments are needed for the interview process.... Read more
DOWNLOAD May 2019
Type: Letter
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
DOWNLOAD May 2019
Type: Letter
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
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
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Type: Letter
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
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
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 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
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
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
DOWNLOAD May 2019
Type: Miscellaneous
New starter checklist
Once you've recruited the right employee for a vacancy, there are a number of things you must do before they start work and during their first few days. Our new starter checklist sets out all the important stages so you don't miss anything out. Before it beginsYou've spent time and money recruiting for... Read more
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Type: Checklist
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
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
DOWNLOAD June 2019
Type: Letter
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
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
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
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
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
DOWNLOAD June 2019
Type: Letter
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
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 authorisation form
The first stage in recruitment is to check what your business requirements are. Do you really need a new member of staff and, if so, are you proposing to recruit at the right level of seniority? Always take care with your proposed advertisement wording.A necessary expenditure?It can be common for line... 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
DOWNLOAD May 2019
Type: Checklist
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
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
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
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
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
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
Relocation policy
If you require a new recruit to move near to their place of work and you are willing to contribute towards the cost of the move, then our relocation policy is just what you are looking for.Relocation, relocation, relocationIf you are willing to offer relocation assistance to new recruits, then you will... Read more
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Type: Policy
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
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Type: Letter
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
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
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Type: Checklist
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