Letter to staff member amending contract

  • Customisable to your circumstances
  • Detailed supporting guidance available to help you complete it
  • Contains signature block to record employee agreement

This template letter can be used when you are seeking to amend an employee’s employment contract.

Unless your employee’s contract allows you to make changes, you will need their consent if you wish to do so. This letter is an invitation to the employee to agree to your proposed changes. The questionnaire contains guidance on how to pitch the invitation to avoid having your staff reject it.

It contains space for the employee to sign and return a copy to indicate agreement, which you must keep for your records.

Bear in mind that there are some more specific letters you can use instead if the change is one of the following: Flexible Working – Acceptance of Request; Promotion Letter; Letter to staff member confirming pay increase; or Letter confirming change of work location.

Q&A

  • When should I use this document?

    You should use this template letter before you make any changes to your employee’s employment contract, as you will usually need their permission to do so. This letter seeks that permission.

    This letter is designed to act as the first step in the process of getting your employee’s agreement to change their contract, but they may not agree to the changes you want to make. If they don’t, you may need to carry out a consultation with them.

    Use the following letters instead of this one if you are making one of the changes they cover: Flexible Working – Acceptance of Request; Promotion Letter; Letter to staff member confirming pay increase; or Letter confirming change of work location.

  • What does this document cover?

    This template letter states that your business intends to make changes to the employee’s contract. There is then space for you to describe what changes you wish to make and why, with guidance notes to help you pitch your description in a way that will encourage employees to agree to them.

    The template contains a signature block for the employee, and a request that they sign the letter to indicate their agreement to the changes. It is important that you keep the signed copy for your records.

  • Why do I need this document?

    Unless your employee’s contract contains a clause that allows you to make changes to it without their consent, it is vital that you seek their permission before you do anything that varies the terms of the contract. You can use this letter to do this.

    Failing to obtain permission and pressing on with changes regardless may amount to a breach of contract and may lead to a legal claim being brought against you. It is also likely to cause a blow to staff morale and productivity.

  • Where can I find out more?

    For more information about the process involved in changing an employee’s contract, see Process for changing employee contracts.

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