Essential Documents - Managing Staff, Terms & Conditions, Company Rules

Chapter 1 - 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

Employee warranties

Extra bank holidays clause

Fixed-term contract clause

Flexible job duties clause

Flexitime clause

Garden leave clause

GDPR data processor clauses

GDPR data protection clause

GDPR employee monitoring clause

Governing law and jurisdiction 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

Pay secrecy clause

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

Personal property clause

Preserving staff dignity statement

Probation period clause

Public statements clause

Reporting procedure

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

Statement of changes to employment particulars

Statement of employment particulars checklist

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 2 - 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

Criminal offences committed by staff policy

Death of employee policy

Dignity at work policy

Domestic abuse policy

Domestic emergencies policy

Dress and appearance policy

Driving whilst on company-related business policy

Duvet day policy

Email 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

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

Letter enclosing a company policy

Listening to music policy

Loans policy

Lone working policy

Long service awards policy

Maternity policy

Mediation policy

Medical and dental appointments policy

Menopause policy

No smoking policy

Notice periods policy

Parental bereavement leave policy

Parental leave policy

Paternity leave policy

Payroll giving policy

Personal relationships at work policy

Petty cash policy

Policy version form

Political activity policy

Pool car policy

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

Staff handbook guidelines

Staff handbook introduction

Stress and mental wellbeing policy

Telephone policy

Time off for dependants policy

Time to train policy

Timekeeping policy

Training and development policy

Transgender equality policy

Unauthorised absence policy

Use of company equipment policy

Voluntary and charity work policy

Whistleblowing policy

Working Time Regulations policy

Chapter 3 - 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 designating employee as furloughed

Letter extending furlough

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 furlough

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

Notice of return to work from furlough

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 employee reps election result notice

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 4 - Sickness absence

Absence management appeal meeting response

Attendance procedure

Confirmation of outcome of long-term incapacity dismissal appeal meeting

Consent to medical report follow up letter

Conversion of sickness absence to holiday form

Dismissal due to unsatisfactory attendance

Fitness for work self-declaration form

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

Letter chasing statement of fitness for work

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 to doctor requesting medical report

Letter to sick employee requesting contact

Letter treating uncertified sickness absence as unauthorised

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

Notice of absence management appeal meeting

Notice of absence management meeting

Notification of long-term incapacity dismissal appeal meeting

Notification of long-term incapacity meeting

Record of home visit with sick employee

Reply to request to convert holiday to sickness absence

Self-certification of sickness absence form

Warning/final warning of unsatisfactory attendance

Chapter 5 - Time off and holidays

Client handover sheet

Compassionate leave rejection letter

Deferral of jury service letter

Failure to return from holiday letter

Holiday request form

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

Letter to bereaved employee

Notice to take holiday during notice period

Notice to take holiday

Offer of voluntary internship letter

Reminder to take holiday

Reply to request to carry over 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

Unauthorised absence letter

Chapter 6 - Maternity, paternity, adoption and parental rights

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 checklist

Adoption leave request form

Antenatal appointment eligibility declaration

Approval of parental leave request

Approval of paternity leave request

Breastfeeding arrangements letter

Change of adoption leave request

Change of maternity leave request

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 inviting employee to attend a SPLIT day

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 checklist

Maternity leave or adoption leave curtailment notice

Maternity leave plan

Notice of birth for paternity leave

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 bereavement leave and pay form

Parental leave request form

Paternity leave request form

Paternity rights following loss of pregnancy letter

Period of leave notice for shared parental leave

Pregnancy-related absence form

Refusal of a parental leave request

Reply to keeping in touch day 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

Standard paternity leave checklist

Trial flexible working arrangement letter

Chapter 7 - Data protection

GDPR consent to use of employee’s image

GDPR data breach policy and response plan

GDPR data protection impact assessment

GDPR data subject access clarification/refusal

GDPR data subject access request form

GDPR data subject access response letter

GDPR employee data processing checklist

GDPR erasure of data request form

GDPR erasure of data response letter

GDPR legitimate interests assessment

GDPR letter notifying personal data breach

GDPR personal data breaches register

GDPR privacy notice for job applicants

GDPR privacy notice for staff

GDPR rectification of data request form

GDPR register of data subject access requests

GDPR time extension for subject access response

Letter to ex-employee threatening to contact ICO

Record of personal data processing activities

Chapter 8 - 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

Chapter 9 - Personnel managment - company rules

Bribery report form

Change of circumstances form

Checklist of practical steps to protect businesses from breaches of confidentiality

Corporate hospitality report form

Gifts report form

Informal meeting request

Internal announcement of employee’s return to work

Letter acknowledging whistleblowing disclosure

Letter confirming charity cake bake rules

Letter explaining opt-out rights for betting workers

Letter requiring removal of social media postings

Letter to employee who is imposing strong beliefs

Licence to occupy

Notice of staff meeting outside normal working hours

Notice to discuss dress policy breach

Staff toilet upkeep memo

Statement in advance of a work-related event

Suspension on medical grounds letter

Transgender action plan