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Letters and forms - overview

To make your life easy, BusinessHR has a number of standard letters, forms and documents which are designed to save you time and effort. View them, customise them on screen and download them whenever you need to.

Template letters

Modify these letters before you send them out:

Pre-employment and new starters:

Invitation to interview Paid up members, or Pay as you go.

Invitation to 2nd interview Paid up members, or Pay as you go.

Visit recruitment for more information.

Unsuccessful candidate - not shortlisted Paid up members, or Pay as you go.
Confirming that the applicant was not shortlisted for interview.
Visit recruitment for more information.

Holding letter Paid up members, or Pay as you go.
Asking a candidate to retain their interest in your vacancy.
Visit recruitment

Unsuccessful candidate - after interview Paid up members, or Pay as you go.
Confirming that the applicant who attended an interview has been unsuccessful.

Offer of employment A sample is available.
Use in conjunction with contract of employment and the Employee Handbook.
Visit recruitment for more information.

First day letter Paid up members, or Pay as you go.
Use in conjunction with the induction plan Paid up members, or Pay as you go., the personal details form Paid up members, or Pay as you go. and the bank details form Paid up members, or Pay as you go.. Visit induction for more information.

Reference requests Paid up members, or Pay as you go.
There are three different reference request letters and accompanying forms: for current/past employers, for school/college/university and also for a personal referee. Send the appropriate request, tailored to give you the information you need.

Equipment issued form Paid up members, or Pay as you go.
Use this form to record any equipment issued to the employee, and to permit you to make deductions from pay if it is not returned on request.

Confidentiality agreement Paid up members, or Pay as you go.
Use this agreement if you take students on work experience or other placements, who are likely to have access to confidential information relating to your business.

Probationary periods - letters
There are four letters as follows: the first is to invite an employee to an end of probation review; the second to confirm an employee in post following the successful completion of the probationary period; the third to extend the probationary period where there is doubt about the employee's ability to perform the role satisfactorily, and finally a letter of dismissal for those who fail to perform satisfactorily during the probationary period.

Relocation repayment agreement Paid up members, or Pay as you go.
Use this agreement to permit you to make deductions from pay or to require repayment if you reimburse relocation costs for an employee who then leaves you within a specified time period.

During employment:

Tuition repayment agreement Paid up members, or Pay as you go.

Use this agreement to permit you to require repayment if an employee leaves your employment within a specified timescale of completing an external course, or abandons the course for no good reason.

Medical reports Paid up members, or Pay as you go.
A letter to an employee asking for permission to seek a doctor's report, plus template letter to send to the GP/consultant - either for long-term absence or for frequent absences.
Visit handling sickness absence Paid up members, or Pay as you go. for more information.

Maternity - confirm notification Paid up members, or Pay as you go.
Letter to be sent to a pregnant employee confirming receipt of her notification of her intention to take maternity leave, and confirming the leave and pay entitlements.
Visit maternity rights Paid up members, or Pay as you go. for more information.

Adoption - confirm notification Paid up members, or Pay as you go.
Letter to be sent to an employee confirming receipt of his/her notification of adoption of a child.
Visit maternity rights Paid up members, or Pay as you go. for more information.

Jury service - confirm details Paid up members, or Pay as you go.
Letter to be sent to an employee to authorise his/her absence on jury service and confirm the payment details
Visit handling absences other than sickness Paid up members, or Pay as you go. for more information.

Invitation to participate in employee satisfaction survey
Visit employee satisfaction for more information.

Pay review letter Paid up members, or Pay as you go.
Use this letter to confirm a new salary following your pay reviews.
Visit what factors influence pay levels and pay reviews for more information.

Changes to contract Paid up members, or Pay as you go.
Use this letter to confirm any agreed changes to the contract of employment.

Secondments Paid up members, or Pay as you go.
Two letters and an agreement - the first letter is to confirm the details of an internal secondment to another role in your organisation; the second letter and the agreement are for an external secondment.

Authorisation to undertake outside work Paid up members, or Pay as you go.
Letter authorising employee to undertake outside work, ie for another employer or on own behalf.

Flexible working Paid up members, or Pay as you go.
Forms requesting flexible working, and a range of letters to either agree to the changes or to refuse the request and to handle any appeals.
Visit Flexible working for more information.

Career breaks Paid up members, or Pay as you go.
Two letters - one for a short-term career break, and one for a longer-term break.

Grievance letters Paid up members, or Pay as you go.
Four letters - the first inviting an employee to a grievance meeting, the second confirming the outcome of this, the third inviting the employee to an appeal hearing, and the fourth confirming the final outcome.

Harassment Paid up members, or Pay as you go.
Use our letter to acknowledge concerns raised by an employee of potential harassment.

Whistleblowing Paid up members, or Pay as you go.
Use our letter to acknowledge concerns raised by an employee of alleged criminal activity or wrongdoing.

Absence warning A sample is available.
Letter confirming an absence warning.
Visit handling sickness absence Paid up members, or Pay as you go. for more information.

Expiry of sick pay Paid up members, or Pay as you go.
Letter alerting an employee to the fact that his/her contractual or statutory sick pay is about to run out.
Visit handling sickness absence Paid up members, or Pay as you go. for more information.

Absence - unauthorised Paid up members, or Pay as you go.
Use these letters if an employee is absent from work without authorisation and fails to contact you.

Invite to disciplinary interview Paid up members, or Pay as you go.
Letter inviting an employee to a disciplinary interview, and offering the right to be accompanied.
See our disciplinary procedure Paid up members, or Pay as you go. and read our step by step guide to discipline for more information.

Suspension letter Paid up members, or Pay as you go.
Letter suspending an employee (on full pay) whilst a disciplinary investigation takes place.
See our disciplinary procedure Paid up members, or Pay as you go. and read our step by step guide to discipline for more information.

Disciplinary warnings Paid up members, or Pay as you go.
Letters confirming either a verbal, written or final written warning and outlining the right of appeal.
Visit disciplinary procedure Paid up members, or Pay as you go. and dismissal Paid up members, or Pay as you go. for more information.

Appeal letters Paid up members, or Pay as you go.
Letters inviting an employee to an appeal meeting, and then confirming the outcome.
Visit disciplinary procedure Paid up members, or Pay as you go. and dismissal Paid up members, or Pay as you go. for more information.

Dismissal:

Dismissal with notice Paid up members, or Pay as you go. and dismissal - gross misconduct Paid up members, or Pay as you go.

Letters of dismissal, with the right of appeal.
Visit disciplinary procedure Paid up members, or Pay as you go. and dismissal Paid up members, or Pay as you go. for more information.

Fixed term contract Paid up members, or Pay as you go.
Use these letters to invite an employee to a meeting to discussing the forthcoming expiry of his/her fixed term contract, and then, if you are unable to provide alternative work, to confirm the expiry of a fixed term contract.

Long-term absence Paid up members, or Pay as you go.
Use these letters to invite an employee to a meeting to discussing long-term absence due to ill-health, and then, if you are unable to provide alternative work, to dismiss on grounds of ill-health.

Lay-off letter Paid up members, or Pay as you go.
Visit Lay-off and short-time working Paid up members, or Pay as you go. for more information.

Redundancy letters
There are a range of letters covering redundancy situations - inviting the employee to a consultation meeting, confirming this, inviting the employee to a final consultation meeting, confirming dismissal on grounds of redundancy or offering alternative work. Visit redundancy Paid up members, or Pay as you go. for more information.

Leavers:

Acceptance of resignation letter Paid up members, or Pay as you go.

Use this letter to confirm your acceptance of your employee's resignation.

Retirement letters Paid up members, or Pay as you go.
A range of letters to help you plan for an employee's retirement and manage this properly, using the new statutory procedures.
See our guide to retirement Paid up members, or Pay as you go. for further guidance.

Compromise agreement Paid up members, or Pay as you go.
Legal agreement for unusual exit.

Tribunal letter Paid up members, or Pay as you go.
Letter to an industrial tribunal to request them to strike out a claim received for unfair dismissal from an ex-employee without the requisite length of service to bring such a claim.

Transfers:

TUPE - confirmation Paid up members, or Pay as you go.

Use this letter to confirm either the transfer of an employee to you, or from you, under a TUPE arrangement.
Template forms

Modify these forms before you use them:

Pre-employment and new starters:
Job description Paid up members, or Pay as you go.
Person specification Paid up members, or Pay as you go.
Induction plan Paid up members, or Pay as you go.
Induction checklist Paid up members, or Pay as you go.

During employment:
Working Time Regulations opt-out Paid up members, or Pay as you go.
Employee satisfaction survey
Authorisation to make deduction from pay Paid up members, or Pay as you go.

Leavers:
Leavers checklist Paid up members, or Pay as you go.

Standard forms

Download these and make as many copies as needed.

Pre-employment and new starters
Authority to recruit form Paid up members, or Pay as you go.
Application form Paid up members, or Pay as you go.
Short-list form Paid up members, or Pay as you go.
Interview assessment form Paid up members, or Pay as you go.

During employment:
Personnel file checklist Paid up members, or Pay as you go.
Personal details form Paid up members, or Pay as you go.
Bank details Paid up members, or Pay as you go.
Equipment issued record Paid up members, or Pay as you go.
Expenses Paid up members, or Pay as you go.
Holiday request Paid up members, or Pay as you go.
Self-certification of absence Paid up members, or Pay as you go.
Working Time record Paid up members, or Pay as you go.

Appraisal form Paid up members, or Pay as you go.
Maternity and parental leave guidelines
Parental leave record Paid up members, or Pay as you go.
Flexible working request Paid up members, or Pay as you go.

Training evaluation
Training plan Paid up members, or Pay as you go.
Training record Paid up members, or Pay as you go.

Leavers:
Exit interview pro-forma Paid up members, or Pay as you go.
Death in service checklist Paid up members, or Pay as you go.


 

 
  

 
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2008-09-08 07:56:00   Print this page