Adoption leave and pay

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Model documents and policies

Downloadable and customisable documents relating to adoption leave and pay. For more information see the employment law pages.

Contract clauses

Word

Contract clause on adoption leave (adoption from overseas)

 (55 KB)
Last Modified: 02 Apr 2015
This standard contract clause covers the criteria for qualifying for adoption leave, leave entitlement, pay entitlement, and keeping in touch (KIT) days during adoption leave when the employee is adopting a child from overseas. The clause has been updated to take account of changes to adoption regulations relating to the service requirement and the rate of statutory adoption pay coming into force on 5th April 2015.
Word

Contract clause on adoption leave (adoption within the UK)

 (55 KB)
Last Modified: 02 Apr 2015
This standard contract clause covers the criteria for qualifying for adoption leave, leave entitlement, pay entitlement, and keeping in touch (KIT) days during adoption leave when the employee is adopting a child from within the UK. The clause has been updated to take account of changes to adoption regulations relating to the service requirement and the rate of statutory adoption pay coming into force on 5th April 2015.
Word

Contract clause on holiday accrued during adoption leave

 (54 KB)
Last Modified: 01 Jun 2013
This is a standard contract clause dealing with holiday entitlement accrued during adoption leave and explaining that all previously accrued holiday entitlement must be taken by the employee before adoption leave begins.

Forms

Word

Declaration of eligibility for time off for adoption appointments

 (56 KB)
Last Published: 02 Apr 2015
This form should be given to an employee who wishes to take time off for an adoption appointment to allow them to declare their eligibility and to outline the date and time of the appointment. The form also includes a definition of an adoption appointment.
Word

Employee form to elect to receive statutory adoption not paternity pay (UK adoption)

 (55 KB)
Last Modified: 29 May 2015
This form should be used by the employee to notify the employer that they elect to receive statutory adoption pay and not statutory paternity pay, where adoption is within the UK.
Word

Employee form to notify of intention to take adoption leave (adoption from overseas)

 (55 KB)
Last Modified: 01 Jun 2013
This form states the employee's intention to take adoption leave, confirms the date the child is expected to be placed, and the date on which leave will commence.
Word

Employee form to notify of intention to take adoption leave (adoption within the UK)

 (55 KB)
Last Modified: 01 Jun 2013
This form states the employee's intention to take adoption leave, confirms the date the child is expected to be placed, and the date on which leave will commence.
Word

Employee form to notify of the placement date of the child (adoption from overseas)

 (55 KB)
Last Published: 29 May 2015
This form is to be used by the employee when adopting from overseas, to notify employer of the placement date of the child.
Word

Employee form to notify of the placement date of the child (adoption within the UK)

 (55 KB)
Last Modified: 01 Jun 2013
This form is to be used by the employee when adopting in the UK, to notify employer of the placement date of the child.
Word

Employee form to request change to the start date of adoption leave (adoption from overseas)

 (55 KB)
Last Modified: 01 Jun 2013
This form should be used by the employee, where adoption is from overseas, to request a change to the start date of adoption leave.
Word

Employee form to request change to the start date of adoption leave (adoption within UK)

 (55 KB)
Last Modified: 01 Jun 2013
This form should be used by the employee, where adoption is within the UK, to request a change to the start date of adoption leave.
Word

Employee form to request statutory adoption leave

 (56 KB)
Last Modified: 02 Apr 2015
This form details the information required from an employee who is requesting statutory adoption leave. The form outlines the requirements to qualify for statutory adoption leave and asks for the employee’s consent that the employer may ask for information from the adoption agency.

Letters

Word

Letter for employee to request early return to work from adoption leave

 (54 KB)
Last Modified: 01 Jun 2013
This letter should be used by an employee who wishes to give notice of their intention to return to work early from adoption leave.
Word

Letter informing an employee of their ineligibility to receive statutory adoption pay

 (55 KB)
Last Modified: 29 Oct 2014
This letter can be sent to an employee where statutory adoption pay is not payable as the employee is not eligible to receive statutory adoption pay and explains the employee's options.
Word

Letter requesting an employee on adoption leave attend a KIT day (overseas adoption)

 (55 KB)
Last Modified: 01 Jun 2013
Send this letter to an employee who has adopted a child from overseas, to invite them to attend a KIT day, outlining that they are not obliged to attend but confirming that they will be paid at their normal rate of pay for any hours worked.
Word

Letter requesting an employee on adoption leave to attend a KIT day (UK adoption)

 (55 KB)
Last Modified: 01 Jun 2013
This letter can be used by an employer where the employee has adopted a child within the UK, inviting them to attend a KIT day. The letter confirms that the employee is not obliged to attend but confirming that they will be paid at their normal rate of pay for any hours worked.
Word

Letter requesting evidence of eligibility for adoption leave and pay (adoption from overseas)

 (54 KB)
Last Published: 29 May 2015
This letter acknowledges an employee's intention to take adoption leave (when adopting from overseas) and asks them to provide a copy of the official notification, the expected placement date and the date on which the employee intends to commence adoption leave to confirm their eligibility.
Word

Letter requesting evidence of eligibility for adoption leave and pay (adoption within the UK)

 (53 KB)
Last Modified: 10 Jul 2013
This letter acknowledges an employee's intention to take adoption leave (adoption within UK) and asks them to provide a Matching Certificate or documents issued by an adoption agency to confirm eligibility.
Word

Letter responding to an employee not returning after adoption leave

 (55 KB)
Last Modified: 01 Jun 2013
This letter should be used by the employer to send to an employee who has notified the employer that they will not be returning to work after adoption leave.
Word

Letter responding to an employee on adoption leave who has requested to attend a KIT day

 (55 KB)
Last Modified: 01 Jun 2013
This letter can be sent to an employee who has requested a keeping-in-touch (KIT) day. The letter accepts the employee's request and outlines that attending the KIT day does not affect their right to statutory adoption pay.
Word

Letter responding to employee who has notified of their intention to take adoption leave

 (56 KB)
Last Modified: 02 Apr 2015
This letter should be sent to an employee to acknowledge their intention to take adoption leave and to confirm whether the employee is eligible for adoption leave. The letter also confirms the dates of the adoption leave and the pay the employee can expect to receive. The letter has been updated to take account of the introduction of shared parental leave from 5th April 2015 and changes to adoption regulations relating to the rate of statutory adoption pay.
Word

Letter to notify employer of intention not to return to work after adoption leave

 (54 KB)
Last Modified: 01 Jun 2013
This is a resignation letter for an employee who has decided not to return to work after adoption leave, confirming how much notice is being given.
Word

Letter to postpone early return from adoption leave

 (55 KB)
Last Modified: 01 Jun 2013
This customisable letter can be used by the employer to notify the employee that they have not given sufficient notice to return to work early from adoption leave and confirms the date of expected return.

Policies

Word

Adoption leave policy

 (58 KB)
Last Modified: 02 Apr 2015
This policy outlines the adoption leave procedure and adoption pay rights. It covers length of leave, pay, notification, returning to work and keeping in touch during adoption leave. The policy takes into account changes to statutory adoption pay and eligibility in effect from 5 April 2015.
Word

Policy on adoption leave (adoption from overseas)

 (59 KB)
Last Modified: 02 Apr 2015
This policy covers the rights and benefits of employees adopting a child from overseas, the eligibility criteria and procedures for adoption leave and statutory adoption pay. The policy takes into account changes to statutory adoption pay and eligibility in effect from 5 April 2015.
Word

Policy on holiday accrued during adoption leave

 (53 KB)
Last Modified: 01 Jun 2013
This policy sets out the entitlement of employees in relation to holidays accrued during a period of adoption leave, and when these holidays may be taken.
Word

Policy on time off for adoption appointments

 (57 KB)
Last Published: 02 Apr 2015
This policy outlines the right of employees who intend to adopt a child to time off to attend adoption appointments. The amount of time off (and entitlement to pay) depends on whether the employee has elected to be the main adopter or is the partner of the main adopter and this policy covers both circumstances and outlines the notification requirements that the employee is expected to follow.