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Contract variation agreement (with adjustment to original proposal) letter

£7
Word count
Template words
122
Reading time
Reading time
5 mins

Letter confirming agreement to a contract variation after consultation, including adjustments to the original proposed changes.

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What is a Contract variation agreement (with adjustment to original proposal) letter?

This template allows employers to formally confirm that a contract variation has been agreed following a consultation period. It includes details of the original proposal and the adjustments made to accommodate employee feedback.

The letter provides clarity on the effective date, review periods, and ensures both parties understand the new terms. It serves as an official record of the agreed changes.

Using this template helps maintain compliance with employment legislation, demonstrates good HR practice, and supports transparent communication during contract variations.

Issued by who, to whom
Who should issue this letter, and to whom?
The Employer (you) to the Employee
Applicable legal jurisdictions
In which jurisdictions can this letter be used?
Great Britain & NI (United Kingdom), Worldwide

Sequence

Previous step
Scripts
Consultation meeting on proposed contract variation script

Use this if you require a robust and practical Consultation meeting on proposed contract variation script.

This step
Contract variation agreement (with adjustment to original proposal) letter template

Timings

Step Description Responsibility Timing
1 Identify Need for Variation: Review original proposal and feedback to determine suitable adjustments. Manager / HR Day 1
2 Consult with Employee: Discuss adjustments to the original proposal and explore agreement options. Manager / HR Days 2–3
3 Document Agreed Variation: Draft the letter confirming the agreed changes and adjustments. HR / Manager Day 4
4 Issue Agreement Letter: Send the letter to the employee for signature, including clear effective date and review period. HR / Manager Day 5
5 Implement and Monitor: Apply the agreed changes, obtain signed acknowledgement, and review after the specified period. Possible outcomes: agreed adjustment, no change, or further discussion if required. HR / Manager Following letter issuance

Compliance

United Kingdom
  • Employment Rights Act 1996 – protection of employee terms and conditions
  • Employment Act 2002 – consultation obligations for contractual changes
  • Equality Act 2010 – ensuring variations do not discriminate
  • ACAS Code of Practice – handling contractual changes fairly
  • Working Time Regulations 1998 – where working hours are affected

Other territories

Consult your jurisdiction's employment legislation or labor laws to ensure compliance with the template. Review the language for local precision.

Contract variation agreement (with adjustment to original proposal) [Delete this line]

[Company name]

[Sender address]

 

[date]

[Recipient name]

[Recipient address]

 

Dear [Recipient first name],

 

Contract variation – agreement after consultation

Following our recent consultation regarding the proposed change to your terms and conditions of employment, we have carefully considered your feedback and discussed potential adjustments.

We are pleased to confirm that we have agreed the following variation:

  • Original proposal: [Briefly outline the original proposed change]
  • Adjustment agreed: [Describe the revised terms, e.g., adjusted start/end times, modified working hours, or other amended clauses]

This adjustment will take effect from #EffectiveDate# and will be reviewed after #ReviewPeriod# to ensure it meets both business and employee needs.

Please sign and return the attached copy of this letter to confirm your agreement to the revised terms.

If you have any questions or wish to discuss this further, please contact your line manager or HR.

Yours [faithfully | sincerely],

 

 

[Sender name]

[Sender job title]

[Sender telephone]
[Sender email]

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contract variation agreement (with adjustment to original proposal) letter