Variations of contract

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Model documents and policies

Downloadable and customisable documents relating to variation of contracts. For more information see the employment law pages.
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Letter acknowledging resignation after lay-off or short-time working

 (56 KB)
Last Modified: 01 Jun 2013
Use this letter template to confirm receipt of an employee's resignation following a period of lay-off or short-time working. The letter includes sections on redundancy payment and notice periods.
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Letter acknowledging written intention to claim redundancy payment during lay-off or short-time working

 (55 KB)
Last Modified: 01 Jun 2013
Use this letter to acknowledge receipt of an employee's claim for a redundancy payment during a period of lay-off or short-term working. The letter outlines that the company is considering their request and explains when the employee can expect the company to confirm their position.
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Letter confirming a period of lay-off or short-time working

 (56 KB) MODIFIED
Last Modified: 05 Aug 2016
Use this letter to let employees know that there will be a period of lay-off or short-time working and what the implications for employees. The letter confirms the period of time of the lay-off or short-time working and has options to explain the payment employees will receive during this time.
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Letter confirming a temporary change in duties for health and safety reasons

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Last Modified: 22 Aug 2013
This letter confirms a temporary change in duties following a risk assessment. It includes a review date, and requires the employee to confirm acceptance of the variation by signing, dating and returning a copy of the letter.
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Letter confirming an agreement to a variation of contract

 (51 KB)
Last Modified: 22 Nov 2013
Send this letter to en employee to inform the employee that a change to their contract has been confirmed.
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Letter confirming an employee can return to work following lay-off or short-time working period

 (52 KB) MODIFIED
Last Modified: 05 Aug 2016
Send this letter to an employee to confirm that the period of lay-off or short-time working is over and that they can resume work. The letter confirms the details of their return including payment, start date and start time.
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Letter confirming termination of existing terms and conditions and offering re-engagement

 (53 KB)
Last Modified: 22 Nov 2013
Use this letter to confirm the termination of existing terms and conditions, and to offer re-engagement on a new contract of employment.
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Letter explaining a variation of contract where a contractual right to vary terms and conditions exists

 (51 KB)
Last Modified: 22 Nov 2013
Use this letter to confirm changes to the terms and conditions of an employee's contract. The letter includes a paragraph that can be modified to show that the organisation has the right to make these changes in light of a relevant clause in the employee’s contract.
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Letter inviting an employee to a consultation meeting to discuss proposal to vary terms and conditions of employment

 (51 KB)
Last Modified: 22 Nov 2013
Use this template letter to invite an employee to a meeting to discuss varying the terms and conditions of their employment and to outline the reasons why this is happening.
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Letter inviting an employee to meet to discuss a potential dismissal and offer of re-engagement

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Last Modified: 22 Nov 2013
If, during consultation, an employee has explained that they do not agree to the proposed changes to the terms and conditions of their employment you should use this template letter to invite an employee to a meeting to discuss the matter further. The letter explains that if it is not possible to reach an agreement this may lead to the potential termination of their current contract and the offer to re-engage them on a revised contract.
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Letter on agreement of variation of contract

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Last Modified: 22 Nov 2013
Send this letter to an employee when changes to a contract of employment have been agreed. The letter details the changes being made and when these changes will take effect and asks the employee to confirm their agreement by signing and returning a copy of the letter.
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Letter seeking agreement to lay-off or short-time working where no contractual right exists

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Last Modified: 01 Jun 2013
This letter template can be used to seek the agreement of an employee to a period of lay-off or short-time working. The letter explains why this period is necessary and explains that the company needs the consent of the employees to implement this period of lay-off or short-time working. The letter also outlines the dates of the period of non-work and has options to explain the payment employees can expect to receive during this time.
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Letter seeking employee agreement to a variation of contract

 (51 KB)
Last Modified: 22 Nov 2013
Use this letter to ask for agreement from an employee to make changes to the terms and conditions of their employment. The letter outlines the proposed changes and the reasons for these changes and asks to employee to confirm their agreement.
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Letter to affected employees inviting them to elect representatives for collective consultation purposes

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Last Modified: 22 Nov 2013
Use this letter to write to employees affected by the collective consultation, inviting them to elect representatives to represent those who have been affected.
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Letter to be given on variation of contract when agreement with representatives has not been reached

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Last Modified: 01 Jun 2013
This letter outlines the situation that has led to the need to vary the employee’s contract and states that discussions with representatives have not reached an agreement. The letter explains that despite this the proposed variation will be put in place and asks the employee to sign the letter to indicate acceptance of the contractual variation.
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Letter to union or employee reps starting collective consultation on proposed change to terms and conditions

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Last Modified: 22 Nov 2013
Use this letter template to write to union or employee representatives outlining the reasons why changes need to be made to terms and conditions of existing contracts and to inform them of the date, time and location of the consultation meeting.