Employee letters
Our model employee letters help to ensure clarity, legal compliance, accountability, professionalism, and record-keeping.
Purpose
Employee letters are an important part of HR management and have several benefits, including:
-
Clarity: Employee letters provide a clear and concise record of important information, such as job offers, job descriptions, performance reviews, disciplinary actions, promotions, and terminations. They help to ensure that all parties involved have a common understanding of the situation and the expectations moving forward.
-
Legal Compliance: Employee letters can help to ensure that you comply with relevant laws, regulations, or company policies. By documenting important employment decisions and communications, you can reduce the risk of legal disputes and demonstrate that you have followed established procedures.
-
Accountability: Employee letters help to hold both employees and employers accountable for their actions and decisions. They serve as a reminder of the commitments made by both parties and provide a basis for evaluating performance, enforcing policies, and resolving disputes.
-
Professionalism: Employee letters help to maintain a professional tone and demeanor in HR communications. By using a standardised format and language, you can convey important information in a respectful and professional manner, even in difficult situations.
-
Record-Keeping: Employee letters provide a valuable record of HR activities and decisions. They can be used to track employee performance, monitor compliance with policies and procedures, and provide evidence in the event of a legal dispute.
In summary, employee letters help to ensure clarity, legal compliance, accountability, professionalism, and record-keeping. By using employee letters effectively, HR professionals can help to promote a positive and productive workplace culture and reduce the risk of legal disputes.
Our Short Term Absence Review Meeting Outcome Letter template communicates the outcome of discussions, outlining agreed-upon actions to address absences effectively.
Our Spot Award Letter template acknowledges exceptional performance with immediate recognition, showcasing appreciation and motivating ongoing dedication.
Our Stress Management Workshop Invitation Letter template invites employees to attend a workshop, promoting wellbeing and providing tools for managing stress effectively.
This template acknowledges receipt of the SAR, confirms the initiation of the request process, and provides an estimated timeline for response.
In cases where more time is needed to respond to a SAR, this template informs the individual of the extension and provides an updated timeline for completion, along with an explanation for the delay.
If certain exemptions apply, and the organisation is unable to fulfill the SAR in full, this template outlines the reasons for refusal and provides information on how the individual can appeal the decision.
This template provides a formal response to the SAR, confirming the information that will be provided, any exemptions applied, and details of how the information will be delivered (e.
If a trial period in a suitable alternative role has been successful, send this model letter to the employee to confirm their permanent appointment in the new role.
Our Sympathy (Accident) Letter template conveys empathy and support to employees affected by accidents, fostering a caring and compassionate workplace.
Our Sympathy for Illness (Employee at Home) Letter template expresses support and care for employees facing illness at home, maintaining a compassionate tone.
Our Sympathy for Illness (Employee in Hospital) Letter template extends sincere support to employees hospitalized due to illness, offering understanding and comfort.
Our Team Incentive Plan Letter template outlines the team incentive structure, fostering collaboration and encouraging collective efforts towards shared goals.
Our Temporary Promotion Letter Template streamlines communication, formalising temporary role changes to employees with clarity.
Our Termination of Employment (Long-Term Sick) Letter template communicates the termination due to extended sickness, maintaining professionalism and clarity in the process.
Our Termination of Employment Following Previous Warnings Letter Template formalises dismissal after repeated warnings, ensuring compliance and clarity.
Our Total Reward Statement Letter template communicates employees' comprehensive rewards, including benefits, bonuses, and more, highlighting their total package value.
Use this template to notify individuals / grades of a training event that it has been deemed to be beneficial to them.
Our Training Cost Recovery on Resignation Letter template outlines the terms for reimbursing training costs, promoting transparency and a clear agreement.
If you are sponsoring training, use this model letter to inform an employee that repayment of the cost is required if they resign before or shortly after it is complete.
If you have agreed to an employee request to sponsor external training or study, issue this model letter template to confirm the agreement.
Our Training or Study Request Refusal Letter template communicates respectfully when training requests cannot be approved, offering clear reasoning and professionalism.
If an employee requests approval to attend external training or development, issue this model letter as invitation to a meeting to discuss it further.
If TUPE is proposed, send this model letter template to employee representatives as confirmation of consultation taking place.
Communicate proposed TUPE measures, seek employee input, and ensure transparency during the transfer process with a concise confirmation letter
.If TUPE is proposed, send this model letter to representatives as confirmation of the proposed measures that will be taken in connection with the transfer.
If TUPE is confirmed, send this model template letter to affected employees as written confirmation that a transfer will take place under the provisions of TUPE.
If TUPE is confirmed, send this model template letter to representatives as confirmation that a transfer will take place under the provisions of TUPE.
If TUPE is proposed, send this model letter to the incoming employer to provide them with liability information for transferring employees.
If TUPE is proposed, send this model letter to affected employees to confirm the results of an election for employee representatives.
Our TUPE Goodbye Letter template ensures a smooth transition for employees affected by TUPE, providing them with essential information and support.
If TUPE is proposed, send this model letter template to the outgoing employer to detail measures that will be taken in connection with the transferring employees.
If nominations for TUPE representatives has closed with more volunteers than required, issue this model letter template to provide notification of a ballot.
If TUPE is proposed, send this model letter to affected employees to them of an upcoming election process to determine representatives for consultation.
If TUPE is proposed, send this model letter to employees to notify them of a proposed transfer of employment to an external organisation.
If TUPE is proposed, send this model letter to the outgoing employer to request employee liability information.
If TUPE is proposed, send this model letter to the incoming employer to request information about whether they intend to take any measures in relation to any of the transferring employees.
If TUPE is confirmed, send this model letter to any affected employee to request that they check their personal information before you send it to the incoming employer.
If TUPE is confirmed, send this model letter to any affected employee to welcome them, and confirm key information and joining arrangements.
Our Unauthorised Absence Final Reminder Letter template helps address persistent absenteeism, promoting attendance and accountability.
Our Unauthorised Absence First Reminder Letter template helps address unexplained absences and prompts employee communication.
Our Unauthorised Absence Second Reminder Letter template helps address AWOL employees who haven't responded to previous notices, guiding appropriate action.
Use this model uncertified sick leave letter to request that an employee submits a medical note for their absence, and highlight that their sick leave is unauthorised without it.
Our Unsuccessful Alternative Employment Trial Period Redundancy Confirmation letter notifies employees of an unsuccessful trial, ensuring clarity and compliance.
Our Verbal Warning Letter Template facilitates prompt resolution of performance issues, ensuring clear communication and promoting improvement.
Our Verbal Warning for Excessive Absence Letter Template addresses attendance issues professionally, promoting improved attendance and accountability.
Our Verbal Warning for Lateness Letter Template addresses lateness concerns promptly, emphasising the importance of punctuality and improvement.
This template outlines the terms and conditions of a voluntary redundancy agreement, including any relevant financial compensation, notice periods, and other considerations.
If you have accepted an application for voluntary redundancy, send this model letter to the employee to confirm the outcome.
If you wish to reject an application for voluntary redundancy, send this model letter to the employee to confirm the outcome.
Our Working Time Regulations Opt-Out Letter template enables employees to formally opt out of certain working time regulations, maintaining legal compliance and clear communication.
