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

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Personnel management (50)

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
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
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
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
Corporate hospitality report form
Use our corporate hospitality report form to facilitate the reporting of corporate hospitality invitations by your employees, where they wish to attend the event. Keep the completed forms in a central location and regularly review them.PolicyOur Corporate Hospitality Policy requires employees to report... Read more
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Type: Form
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
DOWNLOAD June 2019
Type: Form
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
DOWNLOAD July 2019
Type: Form
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
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
DOWNLOAD July 2019
Type: Letter
Gifts report form
Use our gifts report form to give your employees an easy way to declare the receipt of gifts from clients, suppliers, etc. It's then up to you to decide whether the gift is reasonable or whether it's loo lavish and therefore could potentially constitute a bribe contrary to the Bribery Act 2010.Reasonable... 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
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
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
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
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
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 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
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
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
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 imposing a lay-off or short time working
(in exercise of a specific contractual power)If you're looking at temporary ways of reducing employment overheads due to a work downturn but without having to resort to redundancy, implementing a lay-off or short time working may provide a solution. However, you can only impose a lay-off or short time... Read more
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Type: Letter
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
Letter permitting employee to offer gift-hospitality
 Letter permitting employee to offer gift/hospitality The Bribery Act 2010 is considered to be the harshest piece of anti-corruption legislation anywhere in the world. Not only does it contain corporate criminal offences, employers must also "adequately" prevent bribery from occurring. So you must ensure... Read more
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Type: Letter
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 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 to bereaved employee
For obvious reasons, dealing with an employee who has suffered bereavement can be a sensitive issue. But as not all of them react in the same way, you'll have to take each situation on a case-by-case basis. In the early stages, you should write offering your condolences and explaining the position on... Read more
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Type: Letter
Letter to employee who accepts a gift-hospitality without approval
 Letter to employee who accepts a gift/hospitality without approval The Bribery Act 2010 is a serious piece of legislation; there can be consequences for those employers who breach it. To stay on the right side of the law, you should prohibit staff from accepting corporate gifts or hospitality without... Read more
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Type: Letter
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
Letter to employee who offers a gift-hospitality without approval
Letter to employee who offers a gift/hospitality without approval There can be serious consequences for those employers who breach the Bribery Act 2010.  To stay on the right side of the law, ban all staff from offering any corporate gifts or hospitality without your permission and come down hard on... Read more
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Type: Letter
Letter to employee's emergency contact
Where an employee is absent from work without permission and you've been unsuccessful in contacting them personally, one of the steps you should take is to contact their next of kin or listed emergency contact. Use our letter for this purpose.  Tackling unauthorised absenceOur Unauthorised Absence Policy... 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
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
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
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
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
Opt-out agreement
An opt-out agreement permits an employee to work more than the maximum average of 48 hours a week set out in the Working Time Regulations 1998. However, it must be voluntarily entered into by the employee. You can't force them to sign it.A working optionIf you want your staff to work for more than 48... Read more
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Type: Agreement
Property issued to employee form
Over one million employees steal from employers like you each week. You might think it's low value theft, such as the odd bit of stationery, but expensive items regularly go missing too. The risk rockets if a record isn't made when high-value equipment is issued. Use our property issued to employee... Read more
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Type: Miscellaneous
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
Right to search authorisation form
Even if you have a contractually binding right to search policy, carrying out a personal search without an employee's express consent may constitute both a civil trespass to the person and a criminal assault. Use our stop and search authorisation form to obtain the employee's prior written consent to... Read more
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Type: Miscellaneous
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
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
Staff questionnaire on employee engagement
 Staff questionnaire on employee engagementEven if there doesn't appear to be any real problems, staff questionnaires can reveal a great deal about a business. Where any issues are highlighted, you can swiftly take action to nip them in the bud. Ideally, this process should be conducted on an anonymous... Read more
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Type: Miscellaneous
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
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
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
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
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
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
Witness statement checklist
 Witness statement checklist In any tribunal claim, the strength of your witness evidence is the key to success. So if you're unlucky enough to be on the receiving end of a claim, you must ensure that everything is covered in a comprehensive statement. Our checklist takes you through all the relevant... Read more
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Type: Checklist
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