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Essential Documents Employment

A Tips & Advice book about... 

In a nutshell

With this book, you'll have the right paperwork to hand to ensure your personnel practices are legally compliant and afford you the most flexibility. It contains more than 500 ready-to-use employment documents, each one accompanied by a helpful introduction explaining when and how to use it to its full effect. This latest edition has been updated with more than 40 new documents, including a GDPR data protection policy, privacy notice for staff and a casual worker agreement.

In detail

Using the right workplace documents is absolutely vital - so that staff are clear about what's required of them and the rules they have to follow. This book provides a comprehensive set of documents, policies, letters, clauses and procedures covering every possible workplace scenario, split across 18 chapters it covers everything from recruitment to termination:

  • Recruitment and selection
  • Probation
  • Appraisals, promotion and training
  • Contractual clauses
  • Policies
  • Changing terms & conditions and TUPE
  • Pay and pensions
  • Data protection
  • Disciplinary, capability and dismissal
  • Grievances
  • Sickness absence
  • Time off and holidays
  • Work and parents
  • Flexible working
  • Redundancy
  • Termination
  • Trade unions

What's more, every document is available to download online, further saving you time and hassle.

We've created this Tips & Advice book especially for... 

Personnel/HR managers and staff, HR consultants, business owners, company directors that want to:

  • Have the right employment paperwork in place
  • Make the most of their workforce

The most important updates to this new edition include… 

The addition of over 40 new documents, including:
  • GDPR data protection policy
  • GDPR privacy notice for staff
  • GDPR data protection clause
  • GDPR data protection impact assessment
  • GDPR employee monitoring clause
  • Casual worker agreement
  • Part time employee clauses
  • Third party rights clause
  • No oral variation clause
  • Deputising letter

You'll get the following free extras with this Tips & Advice book... 

An online service with ready-to-use documents

  • To immediately apply our advice and solutions in practice
  • That you can easily adapt to suit your own requirements

In this Tips & Advice book you'll read about...

Table of contents

Chapter 1 - Recruitment and selection

Academic qualifications request

Acknowledgement of application letter

Application form

Character reference questionnaire

Criminal records check clawback agreement

Equal opportunities monitoring form

Extension of fixed-term contract letter

Instruction to supply temporary worker

Interview expenses claim form

Invitation to attend interview letter

IT security induction helpsheet

Job description and person specification

Letter advising social media will be disregarded

Letter confirming membership of professional body

Letter enquiring about reasonable adjustments

Letter of consent to medical examination pre-appointment

Letter requesting basic disclosure certificate

Letter requesting return of contract of employment

Letter to new employer enforcing restrictive covenants

Letter withdrawing conditional offer of appointment

Letter withdrawing offer of appointment

Medical questionnaire

New starter form

Offer of appointment letter

Offer of paid internship letter

Offer of voluntary internship letter

Personal statement review helpsheet

Preventing illegal working letter

Previous employment confirmation request

Professional qualifications request

Recruitment authorisation form

Reference reply

Reference request

References consent form

Rejection of candidate after interview letter

Rejection of candidate before interview letter

Renewal of fixed-term employment letter

Response to unsolicited CV

Verification of qualifications consent form

Chapter 2 - Probation

Extension of probationary period letter

Notification of probation period review meeting

Probation period review form

Satisfactory probationary period letter

Chapter 3 - Appraisals, promotion and training

Appraisal procedure and form

Assessment of potential for promotion

Confirmation of time off for training request withdrawal

Confirming extension of time for next step of time off for training request

Equal opportunities training record

Performance progress record

Promotion letter

Self-appraisal form

Whistleblowing at work training notes

Chapter 4 - Contractual clauses

Accommodation clause

Apprenticeship agreement

Approved English apprenticeship agreement

Blanket power to vary contract clause

Bonus payment clause

Casual worker agreement

Checklist of information needed to draft restrictive covenants

Commission clause

Compassionate leave clause

Confidentiality clause

Consultancy agreement

Consultancy offer letter

Contract drafting checklist

COT3 clause

Credit and charge card clause

Deductions from wages clause

Demotion clause

Deputising clause

Director’s service agreement

Driving licence requirement clause

Electronic signatures clause

Employed or self-employed checklist

Employee contract pay in lieu of notice clause

Fixed-term contract clause

Flexible job duties clause

Flexitime clause

Garden leave clause

Holiday pay on termination clause

Holiday shutdown clause

Intellectual property clause

Job-share clause

Lay-off and short time working clause

Limiting disciplinary procedure clause

List of gross misconduct offences

Medical examinations clause

Mobility and relocation clause

No oral variation clause

Notices clause

On-call work clause

Opt-out clause

Other benefits in kind clause

Outside business interests clause

Overtime and time off in lieu clause

Part-time employee clauses

Permission for employee to have second job while on sick pay clause

Personal property clause

Probation period clause

Public statements clause

Requirement to live near work clause

Requirement to travel clause

Rest periods and rest breaks clause

Restrictions on authority clause

Restrictive covenant clauses

Retirement clause

Return of company property clause

Right to work clause

Secondment agreement

Shift work clause

Sick pay clause

Student sponsorship agreement

Suspension clause

Third party pressure to dismiss clause

Third party rights clause

Training costs agreement

Training requirement clause

Whole agreement clause

Work outside the UK clause

Written statement of employment particulars

Zero-hours contract clause

Chapter 5 - Policies

Adoption leave and pay policy

Agency workers policy

Alcohol and drugs policy

Anti-bribery policy

Anti-slavery and human trafficking policy

Appraisal policy

Bereavement policy

Birthdays policy

Bring your own device policy

Business travel and environment safeguarding policy

Buying and selling holiday policy

Canteen facilities policy

Career breaks policy

Cars and car allowances policy

Cash handling policy

Cashback websites policy

CCTV policy

Clear desk policy

Collections, sponsorship and selling of goods policy

Computer policy

Conduct whilst on company business policy

Corporate hospitality policy

Death of employee policy

Dignity at work policy

Domestic emergencies policy

Domestic violence policy

Dress and appearance policy

Driving whilst on company-related business policy

Duvet day policy

E-mail and Internet policy

Employee of the month policy

Employee referral scheme policy

Employment of ex-offenders policy

English only policy

Enhanced redundancy payments policy

Equal opportunities policy

Fire safety policy

First aiders payment policy

Flexible working policy

Food at desks policy

GDPR data protection policy

Gifts from clients/suppliers policy

Health and safety policy

Holidays policy

Homeworking policy

Induction policy

Internal fraud policy

Leaves of absence policy

Listening to music policy

Loans policy

Lone working policy

Long service awards policy

Maternity policy

Mediation policy

Medical and dental appointments policy

No smoking policy

Notice periods policy

Parental leave policy

Paternity leave policy

Payroll giving policy

Personal relationships at work policy

Political activity policy

Preserving staff dignity statement

Promotion policy

Provision of accommodation policy

Recruitment policy

Redundancy policy

References policy

Reimbursement of expenses policy

Religious observance policy

Relocation policy

Resignation policy

Retirement policy

Right to search policy

Season ticket loans policy

Severe disruption policy

Shared parental leave and pay policy

Sickness absence policy

Social media policy

Sporting and special events policy

Staff discounts policy

Stress at work policy

Telephone policy

Time off for dependants policy

Time to train policy

Timekeeping policy

Unauthorised absence policy

Use of company equipment policy

Voluntary and charity work policy

Whistleblowing policy

Working Time Regulations policy

Chapter 6 - Changing terms & conditions and TUPE

Ballot form for election of employee reps

Change of job letter

Deputising letter

Employment contract variation flow chart 1

Employment contract variation flow chart 2

Invitation to nominate as employee representative in TUPE situations

Job share particulars

Letter confirming a reduction in hours request

Letter confirming agreement to vary terms of contract of employment

Letter confirming an increase in hours request

Letter informing employee of possible relocation of business premises

Letter informing employee that the business is relocating

Letter inviting consultation in accordance with TUPE

Letter notifying of employer change of name

Letter seeking agreement to vary employment contract terms

Letter terminating employment and offering re-employment on new terms

Letter to staff before a TUPE transfer

Letter to staff following a TUPE transfer

Notice of return to normal working

Proposal to dismiss and re-employ on new terms

TUPE election for pre-transfer consultation

TUPE employee liability information letter

TUPE employee liability information request letter

TUPE employee rep role explanation letter

TUPE information and consultation checklist

TUPE provision of proposed measures letter

TUPE request for details of proposed measures letter

Variation of terms of contract of employment letter (in exercise of a contractual power)

Varying TUPE terms checklist

Chapter 7 - Pay and pensions

Advance notice of cash shortages and stock deficiencies

Auto-enrolment postponement letter

Bonus payment letter

Confirmation of juror’s loss of earnings

Death benefit expression of wishes form

Eligible jobholders’ automatic enrolment letter

Expenses claim form

Fair piece rate notice

Information and consultation checklist - occupational and personal pension schemes

Letter advising of NMW rate increase (due to age)

Letter advising of NMW rate increase (due to legislation)

Letter advising of NMW rate freeze

Letter for entitled workers

Letter for non-eligible jobholders

Letter for workers already in a qualifying pension scheme

Letter rejecting expenses claim

Letter seeking agreement to reduce pay to avoid redundancies

Notification of pay freeze letter

Overpayment of wages letter for ex-employee

Overpayment of wages letter

Real Living Wage increase advice letter

Salary review letter

Salary sacrifice form

Chapter 8 - Data protection

GDPR data breach policy and response plan

GDPR data protection clause

GDPR data protection impact assessment

GDPR data subject access request form

GDPR data subject access response letter

GDPR employee data processing checklist

GDPR employee monitoring clause

GDPR letter notifying personal data breach

GDPR personal data breaches register

GDPR privacy notice for job applicants

GDPR privacy notice for staff

GDPR register of data subject access requests

GDPR subject access clarification/refusal

GDPR time extension for subject access response

Letter to ex-employee threatening to contact ICO

Record of personal data processing activities

Chapter 9 - Disciplinary, capability and dismissal

Accepting resignation during disciplinary process

Capability procedure

Confirmation of no further disciplinary action

Disciplinary demotion letter

Disciplinary hearing order of proceedings

Disciplinary investigation report

Disciplinary procedure

Dismissal due to poor performance

Dismissal with notice letter (misconduct)

Dismissal without notice letter (gross misconduct)

Employee disciplinary record

External witness statement request letter

Failure to attend disciplinary hearing letter

Letter advising appeal is out of time

Letter appointing a disciplinary investigation manager

Letter confirming expiry of a warning

Letter enclosing workplace companion confidentiality agreement

Letter following disciplinary appeal hearing

Letter following poor performance appeal meeting

Letter following receipt of medical certificate during suspension

Letter inviting employee to mediation

Letter lifting suspension

Letter offering options for a disciplinary hearing

Letter refusing choice of companion

Letter rescheduling disciplinary hearing

Letter to doctor seeking advice on whether employee fit to attend a disciplinary hearing

Letter to external mediator

Letter to sick employee postponing a disciplinary hearing

No disciplinary action letter

Notice of disciplinary appeal hearing

Notice of performance review meeting

Notice of poor performance appeal meeting

Notification of disciplinary hearing

Notification of disciplinary investigation

Performance review meeting order of proceedings

Request to attend investigatory meeting

Suspension letter

Warning/final warning of poor performance

Witness statement record

Workplace companion confidentiality agreement

Written warning and final written warning

Chapter 10 - Grievances

Accepting resignation during grievance process

Grievance meeting order of proceedings

Grievance procedure

Informal resolution of grievance letter

Letter acknowledging harassment complaint

Letter following grievance appeal meeting

Letter informing employee of grievance against them

Letter notifying outcome of grievance meeting

Letter refusing choice of companion

Letter rescheduling grievance meeting

Notice of grievance appeal meeting

Notification of grievance meeting

Reply to retraction of grievance

Retraction of grievance form

Chapter 11 - Sickness absence

Confirmation of outcome of long-term incapacity dismissal appeal meeting

Consent to medical report follow up letter

Conversion of sickness absence to holiday form

Fitness for work self-declaration form

Letter advising employee to remain at home until medical evidence obtained about suitability to work

Letter confirming temporary work alterations

Letter enclosing Form SSP1

Letter notifying reversion to SSP

Letter of dismissal on long-term incapacity grounds

Letter requesting attendance at a medical examination and medical examination consent form

Letter requesting consent to obtain medical report and medical report consent form

Letter requesting home visit with sick employee

Letter to doctor requesting medical report

Letter to sick employee requesting contact

Letter withdrawing SSP

May be fit for work acknowledgement letter

Medical examination request to independent doctor

Meeting request following a period of long-term incapacity

Not fit for work acknowledgement letter

Notification of long-term incapacity dismissal appeal meeting

Notification of long-term incapacity meeting

Reply to request to convert holiday to sickness absence

Self-certification of sickness absence form

Chapter 12 - Time off and holidays

Client handover sheet

Compassionate leave rejection letter

Deferral of jury service letter

Failure to return from holiday letter

Letter confirming a career break

Letter declining a career break

Letter explaining time off for fertility treatment

Letter proposing a change of holiday year

Letter recrediting holiday

Letter rejecting time off for elective medical procedure

Letter rejecting time off for religious festival

Notice to take holiday during notice period

Notice to take holiday

Request to buy or sell holiday form

Request to carry over holiday form

Response to request to cancel or amend holiday

Special leave request form

Time off for jury service letter

Time off for public duties

Time off in lieu form

Unauthorised absence letter

Chapter 13 - Work and parents

Acknowledgement of discontinuous periods of SPL

Acknowledgement of notification of adoption leave letter

Acknowledgement of notification of maternity leave letter

Acknowledgement of single period of SPL

Adoption appointment eligibility declaration

Adoption leave request form

Antenatal appointment eligibility declaration

Approval of parental leave request

Approval of paternity leave request

Breastfeeding arrangements letter

Declaration of consent and entitlement to SPL

Failure to return from maternity leave letter

Family emergencies absence form

Insufficient notice of return from maternity leave

Job vacancy letter during parent-related leave

Letter discussing removal of health risks during pregnancy

Letter notifying change to adoption leave dates

Letter notifying change to maternity leave dates

Letter postponing parental leave

Letter refusing discontinuous periods of SPL

Letter requesting evidence for SPL

Letter suspending an employee during pregnancy

Letter to employee not returning from maternity leave

Letter to employee on maternity leave

Letter triggering maternity leave due to absence for pregnancy-related reasons

Maternity leave or adoption leave curtailment notice

Maternity leave plan

Notice of entitlement to SPL - father or partner

Notice of entitlement to SPL – mother or adopter

Notifying end date after automatic commencement of maternity leave

Offer of alternative work during family leave

Offer of suitable alternative work during pregnancy

Parental leave request form

Paternity leave request form

Paternity rights following loss of pregnancy letter

Period of leave notice for shared parental leave

Refusal of a parental leave request

Reply to request for early return from adoption leave

Reply to request for early return from maternity leave

Return from maternity leave letter

Rights following loss of pregnancy letter

SMP ineligibility letter

Chapter 14 - Flexible working

Extension of flexible working decision period

Flexible working acceptance letter

Flexible working appeal - invitation to appeal meeting

Flexible working application form

Flexible working rejection letter

Flexible working request - invitation to meeting

Ineligible for flexible working letter

Letter confirming flexible working request withdrawn

Letter confirming trial flexible working arrangement

Letter revoking trial flexible working arrangement

Outcome of flexible working appeal meeting letter

Response to invalid flexible working request

Trial flexible working arrangement letter

Chapter 15 - Redundancy

Acceptance of volunteer for redundancy letter

Ballot form for election of employee reps

Collective consultation letter

Collective redundancy information and consultation checklist

Confirmation of outcome of redundancy appeal meeting

Dismissal on notice letter due to redundancy letter

Employee rep role explanation letter

First redundancy consultation letter

Information and consultation flow chart

Invitation to nominate as employee representative in redundancy situations

Letter confirming no compulsory redundancies necessary

Letter inviting employees to elect employee representatives

Letter withdrawing redundancy notice due to change of circumstances

Notification of potential redundancy meeting

Notification of redundancy appeal meeting

Objection to early departure on redundancy

Offer of alternative work

Redundancy payment calculation

Redundancy payments ready reckoner

Redundancy selection assessment

Redundancy termination notice

Rejection of volunteer for redundancy letter

Second redundancy consultation letter

Selection criteria

Successful trial period in alternative work

Time off to look for work on redundancy letter

Unsuccessful trial period in alternative work

Voluntary redundancy termination notice

Chapter 16 - Termination

Confirmation of dismissal due to statutory bar

Confirmation of dismissal for some other substantial reason

Confirmation of outcome of appeal meeting

Dismissal at end of probationary period letter

Dismissal for taking part in industrial action

Dismissal on notice due to unsatisfactory performance/conduct letter

Dismissal or dismissal under consideration after receipt of resignation

Dismissal without notice letter (absent employee)

Early release from notice letter

Ex gratia termination payment receipt

Exit questionnaire

Fixed-term contract expiry dismissal letter

Frustration of contract letter

Letter advising employee has left

Letter confirming payment in lieu of notice

Letter following SOSR or statutory bar appeal meeting

Letter requesting employee work longer notice period

Letter retracting heat of the moment dismissal

Letter to accompany settlement agreement

Letter to competitor about employee on garden leave

Letter to discuss resignation

Letter to ex-employee enforcing restrictive covenants

Notice of potential dismissal (FTC expiry)

Notice of SOSR or statutory bar appeal meeting

Notification of appeal meeting

Notification of potential dismissal (SOSR or statutory bar)

Notification of potential dismissal meeting

Reply to resignation during lay-off or short time working

Response to “heat of the moment” resignation

Response to resignation

Response to retirement notification

Retirement form

Schedule of loss checklist

Settlement agreement meeting proposal letter

Settlement agreement proposal checklist

Settlement agreement

Statement of reasons for dismissal

Withdrawal of resignation acceptance

Chapter 17 - Trade unions

Compulsory trade union recognition flow chart 1

Compulsory trade union recognition flow chart 2

Compulsory trade union recognition flow chart 3

Trade union recognition agreement

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