Letters and forms - overview

To make your life easy, Intellect HR 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

Invitation to 2nd interview

Visit recruitment for more information.

Unsuccessful candidate - not shortlisted

Confirming that the applicant was not shortlisted for interview.
Visit recruitment for more information.

Holding letter

Asking a candidate to retain their interest in your vacancy.
Visit recruitment

Unsuccessful candidate - after interview

Confirming that the applicant who attended an interview has been unsuccessful.

Offer of employment

Use in conjunction with contract of employment and the Employee Handbook.
Visit recruitment for more information.

First day letter

Use in conjunction with the induction plan , the personal details form and the bank details form . Visit induction for more information.

Reference requests

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

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

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

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.

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During employment:

Tuition repayment agreement

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

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 for more information.

Maternity - confirm notification

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 for more information.

Adoption - confirm notification

Letter to be sent to an employee confirming receipt of his/her notification of adoption of a child.
Visit maternity rights for more information.

Jury service - confirm details

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 for more information.

Invitation to participate in employee satisfaction survey

Visit employee satisfaction for more information.

Pay review letter

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

Use this letter to confirm any agreed changes to the contract of employment.

Secondments

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

Letter authorising employee to undertake outside work, ie for another employer or on own behalf.

Flexible working

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

Two letters - one for a short-term career break, and one for a longer-term break.

Grievance letters

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

Use our letter to acknowledge concerns raised by an employee of potential harassment.

Whistleblowing

Use our letter to acknowledge concerns raised by an employee of alleged criminal activity or wrongdoing.

Absence warning

Letter confirming an absence warning.

Visit handling sickness absence for more information.

Expiry of sick pay

Letter alerting an employee to the fact that his/her contractual or statutory sick pay is about to run out.

Visit handling sickness absence for more information.

Absence - unauthorised

Use these letters if an employee is absent from work without authorisation and fails to contact you.

Invite to disciplinary interview

Letter inviting an employee to a disciplinary interview, and offering the right to be accompanied.
See our disciplinary procedure and read our step by step guide to discipline for more information.

Suspension letter

Letter suspending an employee (on full pay) whilst a disciplinary investigation takes place.
See our disciplinary procedure and read our step by step guide to discipline for more information.

Disciplinary warnings

Letters confirming either a verbal, written or final written warning and outlining the right of appeal.
Visit disciplinary procedure and dismissal for more information.

Appeal letters

Letters inviting an employee to an appeal meeting, and then confirming the outcome.
Visit disciplinary procedure and dismissal for more information.

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Dismissal:

Dismissal with notice and dismissal - gross misconduct

Letters of dismissal, with the right of appeal.
Visit disciplinary procedure and dismissal for more information.

Fixed term contract

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

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

Visit Lay-off and short-time working 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 for more information.

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Leavers:

Acceptance of resignation letter

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

Retirement letters

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 for further guidance.

Compromise agreement

Legal agreement for unusual exit.

Tribunal letter

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.

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Transfers:

TUPE - confirmation

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

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Template forms

Modify these forms before you use them:

Pre-employment and new starters:
Job description
Person specification
Induction plan
Induction checklist

During employment:
Working Time Regulations opt-out
Employee satisfaction survey
Authorisation to make deduction from pay

Leavers:
Leavers checklist

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Standard forms

Download these and make as many copies as needed.

Pre-employment and new starters
Authority to recruit form
Application form
Short-list form
Interview assessment form

During employment:
Personnel file checklist
Personal details form
Bank details
Equipment issued record
Expenses
Holiday request
Self-certification of absence
Working Time record

Appraisal form
Maternity and parental leave guidelines
Parental leave record
Flexible working request

Training evaluation
Training plan
Training record

Leavers:
Exit interview pro-forma
Death in service checklist