NIW01L02 – Form for an employee to report bribery
This form should be completed by an employee who wishes (Read More)
NIW02P02 – Statement to employees prior to a work related social event
This statement can be sent to all employees in advance (Read More)
NIP09F01 – Form for an employee to request parental bereavement leave
This form is for an employee to request parental bereavement (Read More)
NIR01F09 – Template Job Description
This template job description gives employers a guide on what (Read More)
NIR01F10 – Form of Consent for a Job Applicant to Consent to a Medical Report (Northern Ireland)
This form is used to send to an employee to (Read More)
NIR01F11 – Expenses Form for a Job Applicant
This form cab ne used for job applicants to submit (Read More)
GBR01F15 – Form of Consent for a Job Applicant to Consent to a Medical Report (Great Britain)
This form is used to send to an employee to (Read More)
NIR02L19 – Letter of reminder to an employee of offer of alternative employment
This is a letter of reminder to an employee who (Read More)
NIR01L28 – Letter to Union or Employee Representatives outlining that a collective redundancy consultation will take place
This letter informs a Trade Union Representative or Employee Representative (Read More)
NIR04L01 – Letter of Acceptance of Resignation
This letter can be sent to an employee who has (Read More)
NIR04L04 – Letter to an employee who has reconsidered their resignation now accepting their resignation
This letter can be sent as a follow up to (Read More)
NIR04L05 – Letter to employee who has resigned outlining that they will be paid in lieu of notice
This letter can be sent in response to an employee's (Read More)
NIR04L07 – Letter to an employee who has resigned asking them to recover training costs
This letter can be sent to an employee who has (Read More)
NIS07L13 – Letter of concern for an employee who is persistently absent for short term spells
This is a letter of concern for an employee who (Read More)
NIS07L20 – Letter following a short term absence review meeting outlining what has been agreed
This letter should be sent by the employer following a (Read More)
NIS07L33 – Letter to employee informing them of holiday accrual and how it is taken after or during sick leave
This letter informs an employee of what annual leave accrual (Read More)
NIS07S01 – Script for a meeting with an employee who has had persistent short-term absenteeism
This script will assist employers with a guide on how (Read More)
NIS07S02 – Script for a meeting with an employee is absent long-term
This script outlines the structure of a formal capability meeting (Read More)
NIS07S04 – Script for an absence meeting with an employee who has cited work-related stress as the reason for absence
This script will give an employer a guide on how (Read More)
NIS07F03 – Access to medical reports form Northern Ireland
An employer must provide this form to the employee for (Read More)
GBS07F04 – Access to medical reports form Great Britain
An employer must provide this form to the employee for (Read More)
NIT02L01 – Letter to employee outlining the right to take time off for dependants due to COVID
This letter outlines that employees may use time off for (Read More)
NIP03F01 – Form for an employee to signify their acceptance of a deduction from wages
This form should be completed by an employee to signify (Read More)
NIP03F02 – Salary Sacrifice Deduction Form
This form should be completed when an employee has requested (Read More)
NIP04L01 – Letter for staff already in a pension
This letter outlines to an employee the criteria set out (Read More)
NIP04L03 – Letter for staff information NOT ALREADY IN PENSION BUT ELIGIBLE
This letter should be issued to an employee who is (Read More)
NIP04L04 – Letter for staff information NOT ELIGIBLE FOR AUTO ENROLMENT BUT CAN IF THEY WISH
This letter should be issued to an employee to inform (Read More)
NIP04L05 – Letter for staff information NOT ENTITLED For Auto Enrolment
This letter should be issued to an employee to inform (Read More)
NIP04L06 – Postponement Letter for Employees regarding Auto Enrolment
This letter explains the details around the organisations auto enrolment (Read More)
NIP05F05 – Training Needs Analysis for use at Appraisal
This form can be used following an appraisal whereby training (Read More)
NIP05F06 – Training Record Form for use at Appraisal
This form can be completed to record training agreed at (Read More)
NIP06F07 – Personal Development Plan
This performance improvement plan can be used to assist an (Read More)
NIP06F01 – Performance Management Audit
This audit forms assists employers in analysing what gaps they (Read More)
NIP06F02 – Performance Management Action Plan
This performance improvement plan should be used where an employee (Read More)
NIP06L02 – Letter confirming what has been agreed at a performance review meeting
This letter confirms what has been agreed at a performance (Read More)
NIP06L03 – Letter of Invitation to an Informal Performance Review Meeting to discuss concerns
This is an informal invitation to a performance review meeting (Read More)
NIP06L04 – Letter rescheduling an informal performance review meeting to discuss concerns
This is letter to reschedule an informal invitation to a (Read More)
NIP06L05 – Letter of invitation to a formal capability hearing following an informal performance management process with no improvement
This is a letter of invitation to a formal capability (Read More)
NIP09P01 – Parental Bereavement Leave Policy
The purpose of this policy is to outline an employee's (Read More)
NIP09L01 – A letter confirming an employee’s parental bereavement leave with statutory pay
This letter explains an employee's entitlement to parental bereavement leave (Read More)
NIP09L02 – A letter confirming an employee’s parental bereavement leave with no statutory pay
This letter explains an employee's entitlement to parental bereavement leave (Read More)
NIP09L03 – A letter confirming that an employee is not eligible for parental bereavement leave with options of normal bereavement leave
This letter confirms that an employee is not entitlement to (Read More)
NIF02C01 – Fixed term contract clause
This contract clause should be included in the contract of (Read More)
NIF03P01 – Flexible Working Policy
This policy outlines the organisations stance on flexible working. This (Read More)
NIG02L15 – Letter acknowledging a grievance appeal
This letter should be sent to an employee who has (Read More)
NIH02P01 – Homeworking policy
This policy outlines the organisations procedure on home working. The (Read More)
NIH02F01 – Home Workstation Risk Assessment
This form can be used to risk assess a home (Read More)
NII01F01 – Staff induction programme form
This form can be used to develop an induction programme (Read More)
NIM01P04 – Maternity Leave Cover Policy
This policy outlines the employers approach to securing maternity cover. (Read More)
NIM01L16 – Letter of invitation to a meeting to discuss a request for reduced/different hours upon return to work from maternity leave
This letter can be sent to an employee who has (Read More)
NIM01L27 – Letter accepting a request for early return from maternity leave
This letter can be sent to an employee who has (Read More)
NIM02H01 – How to prepare for mediation
This guide provides information on the mediation process and includes (Read More)
NIP01F01 – Form for an employee to request Parental Leave
This form can be used to request parental leave and (Read More)
NIP01F02 – Form to show the balance of parental leave
This form can record the balance left on an employee's (Read More)
NIP01L01 – Letter informing an employee that they are not eligible for parental leave
This letter outlines the reasons why an employee may not (Read More)
NIP01L02 – Letter authorising the employee’s request of parental leave
This letter authorises parental leave and outlines the agreed arrangements (Read More)
NIP01L03 – Letter to an employee postponing a period of parental leave
This letter confirms that parental leave will be postponed and (Read More)
NIP01P01 – Parental leave policy
The purpose of this policy is to outline the organisations (Read More)
NIP02P01 – Paternity leave policy
This policy outlines the employer's procedure for expectant fathers in (Read More)
NIP02F01 – Form requesting paternity leave in respect of an adoption
This form can be used to request paternity leave in (Read More)
NIP02F02 – Form requesting paternity leave in respect of a childbirth
This form can be used to request paternity leave in (Read More)
NIP02L08 – Letter offering contractual paternity pay to an employee who is not entitled to statutory paternity pay
This letter informs an employee that they are not entitled (Read More)
NID05L10 – Letter re-scheduling a disciplinary hearing
This letter is responding to an employee's request to reschedule (Read More)
NID05L11 – Letter for employee who has not attended a scheduled disciplinary hearing
This letter should be sent to an employee who has (Read More)
NID05L12 – Letter to Employee’s doctor to confirm if employee is fit to attend formal disciplinary hearing
This letter should be sent to the GP of an (Read More)
NID05L13 – Letter to an absent employee to postpone a disciplinary hearing
This letter should be sent to an employee who has (Read More)
NID05L14 – Letter confirming no action after a disciplinary hearing
This letter should be issued to an employee who has (Read More)
NID05L21 – Letter of outcome of disciplinary hearing for employee who failed to attend hearing
This letter should be issued to an employee who has (Read More)
NIE04L01 – Letter asking an job applicant or employee to provide evidence of their right to work in Great Britain/Northern Ireland
This letter should be sent to a foreign national who (Read More)
NIE05P02 – Equal Pay Policy (Northern Ireland)
This policy outlines to employees the organisations commitment to providing (Read More)
GBE05P04 – Equal Opportunities Policy (Great Britain)
This policy is to used to outline the organisations commitment (Read More)
GBE05F02 – Equal Opportunities Form (Great Britain)
This form should be issued to all employees. It is (Read More)
GBE05P05 – Equal Pay Policy (Great Britain)
This policy outlines to employees the organisations commitment to providing (Read More)
GBE05P06 – Equal Opportunities statement for job advertisement (Great Britain)
This policy should be included in job advertisements to reiterate (Read More)
NIE06P01 – Expenses Policy
This policy outlines to employees a range of expenses that (Read More)
NIE06C01 – Expenses Contract Clause
This contract clause can be included an employees contract to (Read More)
NIE06F01 – Form for a job applicant to claim expenses for a job interview
This form should be given to any job applicant who (Read More)
NIE06F02 – Employee Expenses Form
This form should be given to any employee who wishes (Read More)
NIE06P02 – Policy on relocation expenses
This policy outlines to the employee the organisations policy on (Read More)
NIE06C02 – Contract clause on reclaiming relocation expenses should they leave
This contract clause can be included in an employees contract, (Read More)
NIE06P03 – Employee Loans Policy
This policy outlines the organisations policy towards loaning fund to (Read More)
NIF02P01 – Fixed Term Working Oolicy
This policy outlines the organisations approach to fixed term employment, (Read More)
NID01P03 – Employee Privacy Notice
This privacy notice should be given to all employees. It (Read More)
NID01P04 – Recruitment Privacy Notice
This privacy notice should be available to all job candidates. (Read More)
NID01F05 – Form for consent to use employee’s photo
This form seeks consent from an employee for an employer (Read More)
NID01F06 – Consent form for employees where the employer requests to obtain a medical report
This form seeks consent from an employee for the employer (Read More)
NID01F07 – Consent Form for Existing Employees
This form seeks consent of existing employees for the employer (Read More)
NID01F08 – Consent Form for new Employees
This form seeks consent of new employees for the employer (Read More)
NID01F09 – Consent form for former employees
This form seeks consent of former employees for the employer (Read More)
NID01F10 – Consent form for job applicants (unsuccessful)
This form can be used to request consent of a (Read More)
NID01L14 – Letter seeking identification further to a Subject Access Request
This letter can be sent to an individual who has (Read More)
NID03L01 – Letter to employee confirming deductions to be made from their pay
This letter can be sent to an employee whereby there (Read More)
NID04L05 – Letter of suspension for the alleged perpetrator pending an investigation into bullying or harassment
This letter should be sent to an alleged perpetrator if (Read More)
NID04L06 – Letter to an employee who has retracted their bullying or harassment claim
This letter should be sent to an employee who has (Read More)
NID04L07 – Letter of outcome upholding a bullying or harassment complaint
This letter should be sent to the employee who has (Read More)
NID04L08 – Letter of outcome stating there is not enough evidence to uphold a bullying or harassment complaint
This letter of outcome outlines that there was insufficient evidence (Read More)
NID05L02 – Invitation to Investigatory Meeting
This letter can be used to invite an employee suspected (Read More)
NID05L03 – Invitation to second Investigatory Meeting
This letter can be used to invite an employee to (Read More)
NID05L04 – Invitation to a witness to provide a statement
This letter can be sent to an employee noted as (Read More)
NID05L05 – Letter of Concern as a result of an investigatory process
This letter outlines that no formal disciplinary process will take (Read More)
NID05L06 – Letter of Suspension pending an investigation
This letter should be issued to an employee suspected of (Read More)
NID05L07 – Letter of suspension pending an investigation with a date for an investigatory meeting
This letter of suspension includes a date for an investigation (Read More)
GBC03L04 – Letter initiating a settlement agreement (without prejudice) (GB)
This letter should be sent to an employee with an (Read More)
GBC03L05 – Letter confirming that employee has been given independent advice before entering into an agreement (GB)
This letter should be sent to an employee as part (Read More)
GBC03F04 – Solicitor’s Agreement/Certificate (GB)
This form should be sent to the legal representative of (Read More)
GBC03L06 – Cover letter to go with settlement agreement (GB)
This letter should be issued to an employee who is (Read More)
GBC03H02 – A How To Guide on settlement Agreements (GB)
This guide provides all the information required for an employer (Read More)
GBC03S02 – Template script on how to conduct an initial meeting to initiate a without prejudice process/settlement agreement (GB)
This script provides employers with a guide on how to (Read More)
NIC04C02 – NI Fixed-Term Contract of Employment
This contract provides a standard contract for an employee in (Read More)
NIC04C03 – NI Annualised Hours Contract of Employment
This contract provides a standard contract for an employee in (Read More)
NIC04C04 – NI Zero-Hours Contract of Employment
This contract provides a standard contract for an employee who (Read More)
NIC04C05 – NI Job Sharers Contract of Employment
This contract provides a standard contract for an employee in (Read More)
NIC04C06 – NI Contract of Employment for Senior Employees
This contract provides a standard contract for a senior employee (Read More)
NIC04L01 – Letter to accompany a contract of employment for existing staff
This letter can be issued to any existing employee who (Read More)
NIC04L04 – Letter to accompany a contract of employment for new staff
This letter can be issued to all new employees with (Read More)
GBC04C08 – GB Permanent Contract of Employment
This contract provides a standard contract for permanent employees in (Read More)
GBC04C09 – GB Fixed-Term Contract of Employment
This contract provides a standard contract for an employee in (Read More)
GBC04C10 – GB Annualised Hours Contract of Employment
This contract provides a standard contract for an employee in (Read More)
GBC04C11 – GB Zero-Hours Contract of Employment
This contract provides a standard contract for an employee who (Read More)
GBC04C12 – GB Job Sharers Contract of Employment
This contract provides a standard contract for an employee in (Read More)
GBC04C13 – GB Contract of Employment for Senior Employees
This contract provides a standard contract for a senior employee (Read More)
GBC04C14 – GB Post Termination Restrictions
This can be given to employee's where post termination restrictions (Read More)
IEP07LO2 – Letter confirming what has been agreed at a performance review meeting
This letter confirms what has been agreed at a performance (Read More)
IEIP07L03 – Letter of Invitation to an Informal Performance Review Meeting to discuss concerns
This is an informal invitation to a performance review meeting (Read More)
IER02L19 – Letter of reminder to an employee of offer of alternative employment
This is a letter of reminder to an employee who (Read More)
IER02L28 – Letter to Union or Employee Representatives outlining that a collective redundancy consultation will take place
This letter informs a Trade Union Representative or Employee Representative (Read More)
IES02P01 – Secondment policy
The purpose of this policy is to set out the (Read More)
IES02L01 – Letter to employee confirming duration of secondment
This letter confirms the terms and conditions of the secondment (Read More)
IES02L02 – Letter of invitation to meeting to discuss possible secondment
This letter invites an employee to a meeting to discuss (Read More)
IES02L03 – Secondment agreement
This agreement outlines the terms and conditions to be agreed (Read More)
IEIS06L03 – Letter inviting an employee to a long term absence review meeting
This letter is used to invite an employee who is (Read More)
IES06L09 – Letter arranging an occupational health appointment
This letter is only used after the employer has obtained (Read More)
IET01C01 – Return of company property contract clause
This clause should be included in the contract of employment (Read More)
IET03F05 – Training Feedback form
This form can be completed by employees who have received (Read More)
IET04F02 – Form to nominate an employee as an employee representative for a TUPE Consultation
The purpose of this form is to nominate a candidate (Read More)
IEU01L01 – Letter inviting employee to a meeting in order to discuss the prospect of unpaid leave
This letter can be sent to an employee who has (Read More)
IEU01L02 – Letter to employee approving/rejecting request for unpaid leave
This letter can be sent to any employee who has (Read More)
IEW01F02 – Form for an employee to report bribery
This form should be completed by an employee who wishes (Read More)
IEW02L01 – Statement to employees prior to a work related social event
This statement can be sent to all employees in advance (Read More)
NIA01F02 – Form for an employee to request a change to the start date of adoption leave
This form should be completed by an employee who wishes (Read More)
NICO2P01 – Company Vehicle Policy
This policy should be given to all employees who have (Read More)
GBC03F03 – Settlement Agreement Template (GB)
This form should be used as a template when drafting (Read More)
IEC03P01 – Company Vehicle Policy
This is a detailed company policy outlining the terms for (Read More)
IED01P02 – Policy on processing special category personal data
This policy sets out the organisation's approach to processing special category (Read More)
IEE06C02 – Contract clause on reclaiming relocation expenses should they leave
This contract clause can be included in an employees contract, (Read More)
IEF01L03 – Letter offering to extend a fixed-term contract
This letter should be issued to an employee who is (Read More)
IEF02L08 – Letter rejecting an appeal to flexible working request
This letter should be issued to an employee who has (Read More)
IEJ01P01 – Job Share Policy
The organisation may at its discretion, and if the circumstances (Read More)
IEJ01H01 – Job Share Considerations
This guide provides clarity on factors to consider when setting (Read More)
IEJ02L01 – Letter approving time off for jury service
This letter should be sent to an employee who has (Read More)
IEJ02L02 – Letter from employer supporting employees application to defer/be excused from jury service
The purpose of this letter is to explain to the (Read More)
IEM01P02 – Ante Natal Care Policy
This policy outlines the employees entitlements to take time off (Read More)
IEM01P03 – Breast feeding policy
This policy details the supports that the employer provides to (Read More)
IEM01P05 – Policy on Annual Leave during Maternity Leave
This policy is designed to inform employees that their annual (Read More)
IEM01L10 – Letter explaining the rights of an employee who suffered a miscarriage after 24 weeks of pregnancy
This letter can be sent to a employee who has (Read More)
IEM01L21 – Letter accepting a request for early return from maternity leave
This letter can be sent to an employee who has (Read More)
IEM01L30 – Letter informing an employee of breastfeeding arrangements
This letter can be sent to a new mother who (Read More)
IEM02H01 – How to prepare for mediation
This guide provides information on the mediation process and includes (Read More)
IEP04C02 – Bonus Contract Clause
This clause should be included in the contract of any (Read More)
IEP05C01 – Contract Clause for Pensions/PRSA
This clause should be added to a contract of employment (Read More)
IEP06F07 – Personal Development Plan
This performance improvement plan can be used to assist an (Read More)
IEP07F02 – Performance Management Action Plan
This performance improvement plan should be used where an employee (Read More)
NIV01L01 – Letter seeking an employee’s agreement to vary terms and conditions of employment
This letter should be sent following an initial meeting to seek the agreement of an employee to vary their terms and conditions of employment.
NIV01L02 – Letter confirming changes to duties temporarily due to health and safety reasons
This letter can be sent to an employee following a meeting to discuss a temporary change to their terms and conditions on health and safety grounds. This letter outlines the reason for the changes and requests the employee to sign and return a copy.
NIV01L03 – Letter following consultation that no agreement has been reached in varying terms and conditions
This letter can be sent to an employee following an initial consultation meeting outlining that an agreement was not reached. This letter provides two options on how to proceed.
NIV01L04 – Letter confirming variation of terms and conditions after consultation process
This letter can be sent to an employee after an initial consultation meeting outlining that agreement has been reached to change the employees terms and conditions. This letter outlines the terms to be changed and requests the employee sign and return a copy to signify their agreement.
NIV01L05 – Letter of invitation to consultation meeting to discuss a variation in terms and conditions
This letter can be sent to an employee to invite them to an initial consultation meeting to discuss a proposed change to their terms and conditions. This letter outlines the details of the proposed changes but ensures the employee knows that this is a proposed change only and the organisation is seeking their agreement.
NIW01P01 – Whistleblowing policy
This policy outlines the procedure for employees if they believe that they need to make a ‘protected disclosure’. This policy covers the protection and confidentiality employees are entitled to. In addition this policy outlines the process for raising concerns either internally or externally.
NIW01F01 – Form for employee to make a protected disclosure of information (i.e. to whistleblowing)
This form can be completed by any employee who wishes to make a protected disclosure. This form outlines the details of the disclosure and the individuals involved.
NIW01L01 – Letter inviting employee to a meeting to discuss their protected disclosure in person
This letter can be sent to an employee who has made a protected disclosure inviting the employee to a meeting to discuss the matter in detail.
NIW01P02 – Anti bribery policy
This policy covers the organisations rules in relation to the prevention of bribery. The policy outlines the behaviour expected of employees and the rules around accepting gifts.
NIW02P01 – Work Related Social Events Policy
This policy outlines the expectations of employees at work related social events. This policy clarifies what is considered a work place event and the conduct expected of employees at such events.
NIY01H01 – Young Persons – Requirement Guide
This guide provides an overview for employing young persons. The guide covers who is classified as a young worker and who is classified as a child worker. This guide provides a summary of the legislation and the entitlements of young persons.
NIT04L04 – Letter following employee’s resignation seeking to recoup training costs
This letter can be sent to an employee who has resigned and there is a training agreement in place to permit the employer to recover costs of training that was paid for the employee. This letter provides details for the reimbursement of the training fees.
NIT04L05 – Letter of invitation to an employee to discuss request for training/ study leave
This letter can be sent to an employee who has submitted a request for training or study leave. This letter is inviting the employee to a meeting to discuss the details of the requested leave.
NIT05L01 – Due Diligence Information Request Cover Sheet
This is a letter that the transferee (the incoming employer) can send to the transferor (outgoing employer) to request employment information for the employees who are due to be transferred. The letter specifies the documents required such as contracts of employment, personnel files, attendance records, disciplinary and grievance records, leave records and performance files, among other important pieces of employment information. This letter is normally sent as part of the due diligence process before any agreement is made.
NIT05L02 – Letter of Initial Contact TUPE
This letter can be sent by either the transferee or the transferor, and informs affected employees that their employment will be transferred on a certain date, that their terms and conditions will be honoured and that a consultation process will take place.
NIT05L03 – Letter Arranging the election of employee representatives
This letter invites employees to elect an employee representative to consult with the employer on their behalf, in advance of a TUPE process.
NIT05L04 – Letter of invitation to employee representative to a Tupe consultation meeting
This letter can be used to invite the elected representatives to a consultation meeting to discuss questions/queries/concerns of them and their work colleagues. At this stage the elected representative will have been chosen by colleagues. If there are less than 10 employees, this document can be amended to invite employees to individual meetings.
NIT05L05 – Letter to employee representative in relation to a Tupe transfer and the start of consultation process
This letter can be used to inform elected representatives that there will be a Transfer of Undertakings and that a consultation process will imminently take place. At this stage the elected representative will have been chosen by colleagues. If there are less than 10 employees, this document can be amended to inform individuals rather than elected representatives.
NIT05L06 – Letter notifying employees TUPE applies
This letter notifies affected employees that their employment will be transferred to another employer, the date of transfer and that a consultation process will take place.
NIT05L07 – Letter to employees who did not transfer
This letter informs an employee that their employment did not transfer to another employer because their duties are not wholly or mainly part of the transferred work.
NIT05L08 – Cover letter regarding personnel files to transferee
This is a letter that can be used by the transferor (outgoing employer) informing them that the personnel files have been sent and what information is contained within the personnel files.
NIT05L09 – Employee letter to confirm an opt out of transfer of undertakings
This template can be used by a transferor whose employee does not wish to transfer and avail of their right to have their terms and conditions of employment honoured. If an employee has expressed a concern that they do not wish to transfer, they must put this in writing in order to prevent a constructive dismissal claim.
NIT05L10 – Letter of invitation to a final TUPE consultation meeting
This letter can be used to invite elected representatives to a final consultation meeting. At this stage the elected representative will have been chosen by colleagues. If there are less than 10 employees, this document can be amended to inform individuals rather than elected representatives.
NIT05F01 – Ballot form for the election of employee representatives for TUPE consultation
This form is provided for affected employees to elect their chosen representative to inform them and consult with the organisation on their behalf during a transfer of undertakings situation.
NIT05F02 – Form to nominate an employee as an employee representative for a TUPE Consultation
The purpose of this form is to nominate a candidate for election as an employee representative, to engage in consultation in relation to a transfer of undertakings. Following election, employee representatives will take part in the consultation process on your behalf.
NIT05S01 – Script when announcing to employees they will be affected by a TUPE Transfer
This script can be used for an employer whose business will be transferring to another organisation, meaning that a number of employees will be transferring employment. The script can be used as a guide to ensure employees are initially fully informed as far as possible.
NIT05S02 – Script for a TUPE Consultation Meeting
This script can be used for a consultation meeting regarding employees who will be transferring employment. The script can be used as a guide to ensure employees are initially fully informed as far as possible.
NIU01P01 – Policy regarding unpaid leave
This policy outlines the organisations procedure for booking unpaid leave. This policy outlines that other leave should be exhausted prior to booking unpaid leave. The policy also covers the process for booking leave the restrictions around unpaid leave.
NIU01L01 – Letter inviting employee to a meeting in order to discuss the prospect of unpaid leave
This letter can be sent to an employee who has requested unpaid leave inviting the employee to a meeting to discuss the leave requirements. This letter covers the points that will be discussed in the meeting.
NIU01L02 – Letter to employee approving/rejecting request for unpaid leave
This letter can be sent to any employee who has requested a period of unpaid leave. This letter has two options either granting or declining the request.
NIU01F01 – Form for employee to request unpaid leave
This form can be provided to any employee who has requested unpaid leave. This form requests that the employee provides details on the leave such as the dates of the leave and an explanation as to why annual leave could not be used.
NIS11F01 – Form for a statutory declaration of intention to apply for a Parental Order (Surrogacy)
An employee who wishes to take adoption leave due to a surrogacy arrangement must apply for a parental order. As part of the leave process, the employer may request a form of intention to apply for a Parental Order from the employee. This form should be completed by the employee
NIS11L01 – Letter to an employee who has notified intention to take adoption leave as a result of a surrogacy arrangement
This letter can be sent to any employee that has requested to take adoption leave following a surrogacy arrangement. This letter outlines the terms of the adoption leave.
NIT01F01 – Exit interview form
This form can be used to complete an exit interview with nay employee that has resigned. An exit interview is a valuable tool for gaining information on the reasons for an employees departure. The interview has a number of questions in relation to various factors such as training and development within the workplace
NIT01F02 – Checklist for managers conducting exit interviews
An exit interview is not a legal requirement however it can help in identifying staff retention and motivation issues, so that the organisation can put improvement measures in place where necessary and possible. This guide will assist managers in preparing for an exit interview.
NIT01C01 – Return of company property contract clause
This clause should be included in the contract of employment of any employee who receive es company property.
NIT01L01 – Letter requesting the return of company property from a former employee
This letter can be sent to an employee who has left employment requesting they return company property.
NIT01L02 – Letter to former employee who is suspected of being in breach of post termination restrictions
This letter can be sent to a former employee who was subject to post termination restriction and now is suspected to be in breach of these restrictions.
NIT02F01 – Request form for time off for dependents
This form allows employees to make a request for time off for dependants, which is unpaid.
NIT02P01 – Time off for dependents policy
This policy outlines the nature of time off for dependants leave and how it is normally taken.
NIT03P01 – Time off in lieu policy
This policy confirms the details of taking back hours worked on top of an employee’s basic contracted hours instead of overtime pay. This policy outlines what is considered overtime and the management of time off in lieu (TOIL)
NIT04P01 – Training Policy
This policy outlines the organisations approach to the training and development of employees. This policy covers training needs, training agreements and requests for training.
NIT04F01 – Training Needs Analysis Form
This form should be completed to assist in identifying training needs for employees. When gaps are identified a plan can be put in place to fulfil the training.
NIT04F02 – Training Plan form
This form can be completed to provide a plan for training for a particular employee.
NIT04F03 – Training Record Form
This form can be completed for individual employees to record the training they have received. A copy can be retained on their personnel file.
NIT04F04 – Training Request Form
This form should be completed by an employee when the employee wishes for the employer to sponsor or provide training for them. This form outlines the cost of the training and where the training will be provided.
NIT04F05 – Training Feedback form
This form can be completed by employees who have received training. This form allows the employees to rate the training and therefore is an excellent tool for employers to rate the effectiveness of training.
NIT04F06 – Training Agreement Template
There is no legislation surrounding whether an employee is liable to repay training costs upon leaving employment. Many employers lose their return on investment into employees’ development should they leave. It is recommended that employers ask employees to complete a training agreement to ensure they are protected. This training agreement provides detailed information on when the employee will be required to reimburse the employer.
NIT04L01 – Letter declining an employee’s request to study/training
This letter can be sent as a follow up to an employee's request for training. This letter outlines the reasons the employer has refused the employee's request.
NIT04L02 – Letter requiring an employee to repay training costs should they resign
This letter can be sent to an employee when the employer has agreed to pay for training. This letter outlines that the employee will be required to repay the costs of the training should they resign and provides details of when the reimbursement will apply.
NIT04L03 – Letter granting an employee’s request to study or undertake training
This letter should be sent to an employee who has requested to study or undertake training and outlines the terms in which the employer will grant the leave. The letter also includes the option if the employer will pay or not pay for the training.
NIS07L28 – Invitation to formal capability meeting regarding long term absence
This letter invites an employee to a formal capability hearing. This should only be sent after an informal process has been followed; for example a number of absence review meetings and review of medical evidence.
NIS07L29 – Outcome of a formal capability meeting regarding long term absence to confirm termination of employment
This letter confirms termination of employment as a result of capability, normally long-term absence, This letter should only be sent to an employee where a formal capability hearing has taken place following a number of informal absence review procedures. Employers are advised to proceed with caution and seek legal advice on this procedure to avoid disability discrimination.
NIS07L30 – Letter for an employee whose fit note states “may be fit for work”
This letter is to confirm what reasonable adjustments would be required to facilitate an employee's return to work, and whether the reasonable adjustments can be approved or not.
NIS07L31 – Letter to an employee arranging a return to work meeting
The letter invites an employee to a return to work meeting and outlines the elements that will be discussed at the meeting such as ensuring the employee is fit to be back at work and the reintegration back into the workplace after a spell of absence.
NIS07L32 – Letter requesting an employee to attend a medical assessment prior to returning to work
This letter is for an employer who has concerns that the employee might not be medically fit to return to work. It seeks consent from the employee for a medical report prior to their return to work.
NIS07P01 – Sickness Policy
This is a comprehensive sickness absence policy which outlines notification procedures, definitions of short and long term absence, procedures for dealing with short and long term absence, trigger points, medical appointments and return to work interviews, among other important information. It is recommended that all employers have a clear sickness policy so that employees are clear on the procedures.
NIS07S03 – Script for a formal capability hearing regarding long-term absence
This script will assist employers with a guide on how to structure a meeting whereby an employee is on long-term absence. It covers key points such as what reasonable adjustments should be made and whether the employee would be willing to give consent for a medical report, among other important information.
NIS07F01 – Sickness self-certification form
A self-cert form is normally completed for a short period of illness i.e. less than 7 consecutive days. It is recommended that this is completed by the employee to record the reasons for absence and other important information such as whether they have visited their GP.
NIS07F02 – Return to work interview form
This return to work form is beneficial to record a return to work meeting and other important information such as whether the employee is fit to be back at work, whether they adhered to the absence notification procedures, if their absence is likely to re-occur and any handover of duties. It is also beneficial to record whether the employee has submitted the appropriate medical certification or self-cert, and whether the employee has hit their trigger point and if any further action is required.
NIS07H01 – How to guide on Managing Short term absence
This guide gives employers practical guidance on how to manage persistent short term absenteeism; such as when to arrange absence review meetings, arrange a medical assessment and letters of concern.
NIS07H02 – How to guide on Managing Long Term absence
This guides gives employers guidance on the process of how to effectively manage long-term absence. This can be a very challenging process for employers to manage and it is important that employers are deemed to be fair and reasonable throughout all stages.
NIS08P01 – E cigarettes Policy
This policy outlines that the organisation has a ban on the use of e-cigarettes. This policy outlines the reason for the ban.
NIS08P02 – Smoking Policy
This policy outlines the organisations smoking policy and outlines where employees are permitted to smoke.
NIS09P01 – Social Media Policy
This policy covers the terms of acceptable use of social media in the workplace. The policy outlines the rules around social media use and also covers what action the organisation may take if there is a breach of procedure.
NIS09P02 – Email and internet policy
This policy covers the acceptable use of email and internet in the workplace. This policy covers the organisations rules relating to email and internet usage in the workplace.
NIS10L01 – Letter of invitation to a formal hearing following an issue that constitutes “some other substantial reason” for dismissal
This is a letter of invitation to a formal hearing following an issue that constitutes "some other substantial reason" for dismissal. The potentially fair reasons for dismissal are capability; conduct; redundancy; contravention of a statutory duty or restriction; or, if none of these apply, "some other substantial reason of a kind such as to justify the dismissal of an employee holding a position which the employee held" can be used. In any case, employers should not take this decision lightly and must follow the stages of a fair procedure, including investigation of all of the circumstances, a formal hearing, right of representation and right of appeal. Employees can still claim unfair dismissal (subject to the qualifying criteria) for dismissals by way of ‘some other substantial reason’.
NIS10L02 – Letter inviting employee to a meeting to discuss variation of terms and conditions due to a possible dismissal for SOSR
The is a letter inviting employee to a meeting to discuss variation of terms and conditions due to a possible dismissal for SOSR. The potentially fair reasons for dismissal are capability; conduct; redundancy; contravention of a statutory duty or restriction; or, if none of these apply, "some other substantial reason of a kind such as to justify the dismissal of an employee holding a position which the employee held" can be used. In any case, employers should not take this decision lightly and must follow the stages of a fair procedure, including investigation of all of the circumstances, a formal hearing, right of representation and right of appeal. Employees can still claim unfair dismissal (subject to the qualifying criteria) for dismissals by way of ‘some other substantial reason’.
NIS10L03 – Letter confirming dismissal for some other substantial reason
This letter confirms the dismissal of an employee for ‘some other substantial reason’. The potentially fair reasons for dismissal are capability; conduct; redundancy; contravention of a statutory duty or restriction; or, if none of these apply, "some other substantial reason of a kind such as to justify the dismissal of an employee holding a position which the employee held" can be used. In any case, employers should not take this decision lightly and must follow the stages of a fair procedure, including investigation of all of the circumstances, a formal hearing, right of representation and right of appeal. Employees can still claim unfair dismissal (subject to the qualifying criteria) for dismissals by way of ‘some other substantial reason’. Employers are urged to take specific legal advice in relation to dismissals for SOSR.
NIS10L04 – Letter of invitation to appeal for a some other substantial reason dismissal
This letter invites an employee to a formal appeal hearing, whereby they have appealed the decision to dismiss for 'some other substantial reason'.
NIS10L05 – Letter of outcome from an appeal for a some other substantial reason dismissal
This letter confirms an appeal decision following a formal appeal hearing regarding a dismissal for 'some other substantial reason'.
NIS07L06 – Letter of Invitation to a welfare review meeting
This letter is used by an employer where there is a concern for an employee's welfare and the employer would like to invite the employee to a meeting to discuss further. The employee to be invited to the meeting can either absent or in work
NIS07L07 – Letter arranging a long term absence review meeting at the employee’s home
This letter is used to arrange a home visit with an employee who is on long-term absence. The home visit will be to discuss their absence and obtain further information on the situation. It is recommended that regular absence review meetings are held with employee who is on long-term absence. This letter should be sent and tailored on each occasion of a long-term absence meeting.
NIS07L08 – Letter confirming an employee’s return to work after long term absence
This letter is used to send to an employee whose long-term absence is coming to an end, to communicate arrangements for their return to work. It is recommended that this letter is sent in advance of the return to work.
NIS07L09 – Letter seeking consent from an employee to access a medical report
This letter is used to send to an employee to seek their consent to obtain a medical report on their condition. An employer is unable to access medical information about an employee without their consent.
NIS07L10 – Letter arranging an occupational health appointment
This letter is only used after the employer has obtained explicit consent from an employee to access a medical report. The letter is used to send to an occupational health provider to arrange an appointment for a medical assessment for the employee.
NIS07L11 – Letter to an employee’s GP requesting a medical report
This letter is only used after the employer has obtained explicit consent from an employee to access a medical report. The letter is used to send to the employee's GP to obtain further information on the employee's condition and what reasonable adjustments need to be made in the workplace to facilitate the employee, among other important information.
NIS07L12 – Letter inviting an employee to a short term absence review meeting
This letter is used to send to an employee who has issues of persistent short-term absenteeism. The invitation to the meeting will outline the main points to be discussed at the meeting, with the aim of understanding the reasons for persistent absence. Employers can insert reference to any trigger points or dates of absence within the letter.
NIS07L14 – Letter to an absent employee outlining that occupational sick pay will cease on a certain date
This letter is used for employers to stipulate when occupational sick pay will come to an end so that there is clarity for the employee.
NIS07L15 – Letter confirming reasonable adjustments are being made in order to facilitate an employee’s return to work
This letter is normally sent after a discussion has taken place with the employee regarding reasonable adjustments that are recommended to facilitate a return to work. The letter outlines what reasonable adjustments can be implemented by the employer in order to allow the employee to return to work.
NIS07L16 – Letter inviting an employee with work related stress to an absence review meeting
This letter is sent to an employee who has notified the employer that they are suffering from work-related stress and absent from work as a result. The letter invites the employee to a meeting to discuss the stressors with an aim to alleviating the stress that the employee is experiencing. It is recommended that work-related stress is addressed as soon as reasonably practicable.
NIS07L17 – Letter to an employee to outline that a period of sickness absence where they haven’t submitted medical evidence is considered unauthorised
This letter notifies an employee that their failure to submit a medical certificate has resulted in them being on unauthorised absence, which is unpaid.
NIS07L18 – Letter to an employee on unauthorised absence who has made contact with the employer
This letter invites an employee on unauthorised absence to a meeting to discuss their absence and their circumstances. It reminds the employee that their absence is unauthorised and unpaid.
NIS07L19 – Letter to an employee on unauthorised absence who has not made contact with the employer
This letter is for an employee who is absent from work and has not made contact with the employer. The letter informs the employee that their continued failure to make contact may be a disciplinary matter and that they should make contact as soon as possible. The letter invites the employee to a meeting to discuss their absence and their circumstances.
NIS07L21 – Letter following a long term absence review meeting outlining the next steps
This letter is used to follow up on a long-term absence meeting to discuss the next steps such as what was agreed, the date of the next meeting and the possibility of obtaining the employee's consent for a medical report.
NIS07L22 – Letter notifying an employee of the consequences of failure to submit medical certificates
This letter can be sent to an employee who is absent for greater than 7 consecutive days, but who has failed to submit any medical certificates. The letter reminds the employee that without submission of medical certificates their absence is unauthorised, without pay and potentially a disciplinary matter.
NIS07L23 – Letter confirming what has been agreed following a long term absence return to work meeting
This letter can be sent to an employee to confirm what was agreed at a return to work meeting after a long-term spell of absence, such as frequency of review meetings and any supports that have been granted.
NIS07L24 – Letter confirming what has been agreed following a short term absence return to work meeting
This letter can be sent to an employee to confirm what was agreed at a return to work meeting after a short-term spell of absence, such as confirmation of notification procedures and ensuring that the employee is fit to be back at work.
NIS07L25 – Letter to an employee who is on sickness absence to notify the employer of an anticipated return to work date
This letter should be sent to an employee to obtain further information on the duration of their absence and a return to work date. The purpose of the letter is to help the employer plan ahead for the operational needs of their organisation.
NIS07L26 – Letter of invitation to discuss the contents of an occupational report
This letter is sent to an employee further to the employer receiving the findings of an occupational health report. The letter invites the employee to a meeting to discuss the findings.
NIS07L27 – Letter confirming the outcome of a meeting held to discuss the contents of an occupational report
This letter is to send to an employee to confirm what was agreed further to receipt of an occupational health report. It gives the option for the employee to either return to work or remain absent if they are unfit to return to work. The letter also gives the employer the option to inform the employee if it is a case that there is no likelihood of a return to work, or if they are to return to an alternative role.
NIS05L05 – Letter of response to employees request to take shared parental leave
This letter responds to an employee's request to take shared parental leave and outlines the procedure of shared parental leave including the duration and SPLIT days.
NIS05L06 – Letter responding to an employee who has requested a SPLIT day
This letter responds to a request for a SPLIT day giving the option of either approving the SPLIT day or declining the SPLIT day.
NIS05L07 – Letter requesting evidence of eligibility to take shared parental leave
This letter requests evidence of eligibility to take shared parental leave in the case of either birth or adoption.
NIS05L08 – Letter to employee proposing alternative dates for shared parental leave
This letter responds to an employee proposal to have alternative dates for shared parental leave; and asks the employee to take the leave in one continuous block (rather than 2 separate blocks).
NIS05L09 – Letter of response to an employee request to vary shared parental leave arrangements
This letter responds to an employee request to vary shared parental leave arrangements outlining the statutory entitlements (such as eight weeks' notice) and gives the option to either approve or decline the request.
NIS05L10 – Letter of acknowledgement of employee maternity / adoption leave curtailment notice
This letter acknowledges a maternity or adoption curtailment notice and confirms return to work details.
NIS05L11 – Letter of invitation to meeting following employee request for discontinuous leave
This is a letter of invitation to a meeting regarding a request for discontinuous leave (as part of a shared parental leave request)
NIS05H01 – How to guide on Shared Parental Leave
This guide provides information on the statutory obligations of employers regarding statutory shared parental leave.
NIS06P01 – Short time working and Lay Offs Policy
This policy should be inserted into all employment handbooks. This clause outlines when the employer may enforce a temporary lay off or short time working. If this policy is not in a contract of employment/ employee handbook the employer will need to consult and seek agreement from an employee prior to a period of temporary lay off or short time working.
NIS06C01 – Short Time Working and Lay Off Contract Clause
This clause should be inserted into all employment contracts. This clause outlines when the employer may enforce a temporary lay off or short time working. If this clause is not in a contract of employment the employer will need to consult and seek agreement from an employee prior to a period of temporary lay off or short time working.
NIS06L01 – Letter informing employee of being put on short time working
This letter can be sent to an employee whose contract permits short time working. This letter outlines the terms of the short time working and the reasons for the employer implementing short time working.
NIS06L02 – Letter informing employee that work has become available
This letter can be sent to an employee on a temporary lay off to inform them that some hours have become available and requests the employee to inform the employer if they wish to avail of these hours.
NIS06L03 – Letter seeking employee’s agreement to short time working or lay off
This letter can be sent to an employee seeking their agreement to a period of temporary lay off or short time working. This letter can be sent when there is no contractual right to enforce temporary lay off or short time working.
NIS06L04 – Letter informing employee of end of short time working or lay off period
This letter can be sent to an employee to inform them that the temporary lay off or short time working has come to an end and that the employee is invited back to work.
NIS06L05 – Letter informing employee of being put on temporary lay-off
This letter can be sent to an employee whose contract permits a temporary lay off. This letter outlines the terms of the lay off and the reasons for the employer implementing a lay off.
NIS07L01 – Letter confirming that the organisation will hold off on absence review meeting until further notice
This letter is used to inform an employee that the organisation will hold off on any further contact until the employee has had some time to rest and recover from their illness. It is normally used when an employee is suffering from a long-term illness.
NIS07L02 – Letter confirming with the employee that they will receive occupational sick pay at discretion
This letter should be sent to an employee who is not contractually entitled to sick pay, but where the employer will, at their discretion, pay sick pay on one occasion. It is recommended that the timeframes are stipulated (start and end date of sick pay), in order to protect the employer against any ambiguity and against setting a precedence.
NIS07L04 – Letter inviting an employee to a long term absence review meeting
This letter is used to invite an employee who is on long-term absence into a meeting to discuss their absence and obtain further information on the situation. It is recommended that regular absence review meetings are held with employee who is on long-term absence. This letter should be sent and tailored on each occasion of a long-term absence meeting.
NIS07L05 – Letter to employee on long term sick leave asking for their preferred means of keeping in touch
This letter is used to send to an employee who is off on long-term absence, to ascertain how they would prefer to be contacted.
NIS01L03 – Letter approving time off for sabbatical
This letter approves a sabbatical and suggests terms and conditions for a sabbatical (in the absence of legislation in this area).
NIS01L04 – Letter inviting employee to meeting following Sabbatical Leave to discuss reintegration to the workplace
This letter invites an employee to meeting following Sabbatical Leave to discuss reintegration to the workplace
NIS02P01 – Secondment policy
The purpose of this policy is to set out the arrangements for employees undertaking a long term or short-term secondment to another area within the organisation.
NIS02L01 – Letter to employee confirming duration of secondment
This letter confirms the terms and conditions of the secondment including the duration of a secondment.
NIS02L02 – Letter of invitation to meeting to discuss possible secondment
This letter invites an employee to a meeting to discuss a possible secondment.
NIS02LO3 – Secondment agreement
This agreement outlines the terms and conditions to be agreed regarding a secondment such as the start and end date, the job role, the salary, the location, reporting structures as well as other important conditions.
NIS03C01 – Template Contract for Services
This document can be used as the basis for an agreement with a genuine independent contractor, freelance or Consultant. It is intended to be used as a contract for services rather than an employment contract.
NIS04C01 – Severance contract clause
This clause can be inserted into senior level contracts to confirm that if any part of the contract is deemed unenforceable each clause will be treated separately
NIS05P01 – Shared Parental Leave policy
This policy outlines the statutory right to take shared parental leave (SPL) to care for a child due to be born or placed for adoption. It also outlines the arrangements and notification requirements before a period of SPL and the entitlement to pay during SPL.
NIS05P02 – Enhanced Shared Parental Leave Policy
This policy outlines the statutory right to take shared parental leave (SPL) to care for a child due to be born or placed for adoption. It also outlines the arrangements and notification requirements before a period of SPL and the entitlement to pay during SPL.
NIS05P03 – Annual Leave Accrual during Shared Parental Leave Policy
This policy outlines the organisations approach to the accrual and taking of annual leave before and after a period of shared parental leave.
NIS05C01 – Shared Parental Leave Contract Clause
This contract clause outlines the eligibility criteria for shared parental leave as well as the duration of shared parental leave.
NIS05F01 – Form to request shared parental leave
This form can be used by an employee who wishes to request shared parental leave. It requests the start and end dates of shared parental leave and any additional or necessary information that the employee wishes to record on their request.
NIS05F02 – Form to cancel or vary a period of shared parental leave
This form can be used by an employee who wishes to vary the dates of their shared parental leave or cancel their shared parental leave.
NIS05F03 – Form to record reasons for declining a shared parental leave request
This form can be used by an employer who is declining a request for shared parental leave, because the employee does not meet the eligibility criteria.
NIS05F04 – Maternity or Adoption Curtailment Notice
A maternity or adoption curtailment notice is for the mother or main adoptor to submit to their employer, outlining the date they wish for their maternity or adoption leave to end so that the partner can avail of shared parental leave. It must be submitted at least 8 weeks before the maternity or adoption leave is due to end.
NIS05L01 – Letter to employees explaining right to take shared parental leave
This letter can be sent to employees to explain their right to take shared parental leave
NIS05L02 – Letter to employee offering to arrange a SPLIT day
This letter offers an employee a Shared Parental Leave in Touch Day (SPLIT).
NIS05L03 – Letter to employee informing an employee of significant developments within the workplace during their leave
This letter informs an employee of significant developments within the workplace during their shared parental leave and invites them to a meeting to discuss the developments.
NIS05L04 – Letter explaining ineligibility to take shared parental leave
This letter explains to an employee their ineligibility to take shared parental leave, and gives a number of options to the employer to choose as to why the employee is not eligible for the leave.
NIR03L04 – Letter of response to a request for a reference stating employer has a policy of not providing references
This letter responds to a reference request stating that it is the policy of that employer not to provide a reference.
NIR03L05 – Letter rejecting an employee due to unsatisfactory references
This letter withdraws a conditional offer of employment due to unsuccessful reference checks.
NIR04P01 – Resignation Policy
This policy details the process to be followed by an employee who wishes to resign and gives guidance for managers on the issues to consider before the resignation takes effect. This policy covers notice of resignation, withdrawal of resignation, pay in lieu of notice, garden leave, exit interviews and managing annual.
NIR04L02 – Letter to an employee who has resigned in the heat of the moment
The letter should be sent to an employee who has resigned in the heat if the moment. It is important that any employee who has resigned in the heat of the moment is given the opportunity to reconsider.
NIR04L03 – Letter to an employee who raised a grievance within resignation letter to ask them to reconsider their resignation
The letter should be sent to an employee who has resigned and within their resignation has raised a grievance. It is important that any employee who has raised a grievance has the opportunity to have their concerns dealt with.
NIR04L06 – Letter to an employee who has verbally resigned asking them to confirm their intentions
This letter should be sent to any employee who has resigned verbally requesting that the employee notify the employer in writing. It is best practice that a resignation is in writing and this will ensure if the employee has any issues that have resulted in the employee's resignation these can be addressed.
NIR04L08 – Letter accepting a retraction of resignation
This letter can be sent to an employee who has resigned and wishes to then retract their resignation. This letter is accepting the employee's request.
NIR04L09 – Letter to employee who has resigned whilst on suspension
This letter should be sent to an employee who has resigned whilst on suspension. This letter is acknowledging the resignation but also informing the employee if it was not their intention to resign they should contact the organisation immediately.
NIR04L10 – Letter to employee with short service who has been on unauthorised absence, accepting and concluding a resignation
This letter can be sent to an employee who is absent without contacting the organisation and who has only a short amount of service. This letter should only be sent after previous efforts to reach the employee have failed.
NIR05C01 – Contract Clause on retirement age if it can be objectively justified
This clause can be included in a contract of employment only when there is a justifiable reason for enforcing a retirement age. In NI there will be very limited circumstances when a retirement age can be justified. Employers should be mindful that they could face claims of age discrimination if this clause is inserted without reason.
NIR05P01 – Retirement policy and procedure
This policy can be used to outline the organisations retirement policy. The policy outlines the process for retirement and outlines that a retirement age is not enforced.
NIR05F01 – Form for an employee to request retirement
This form can be completed by an employee who wishes to notify the organisation of their intention to retire.
NIR05L01 – Letter of invitation to discuss employees plan to retire
This letter should be sent to any employee who has notified the organisation of their plan to retire. This letter is inviting the employee to a meeting to discuss their retirement plans.
NIR05L02 – Letter announcing an employee’s retirement
This letter can be sent to the wider workforce to announce the retirement of an employee. The employee who is retiring should be notified in advance that the letter will be sent. This letter also provides the option of inviting all employees to a celebratory function to mark the retirement.
NIR05L03 – Letter of response to an employee who has notified the employer of their plan to retire
This letter can be sent to an employee to confirm that the employer has received their notification of retirement and will be in touch in relation to the next steps.
NIR05L04 – Letter to an employee outlining final payments upon retirement
This letter can be sent to an employee whose retirement has been confirmed. The letter will outline the final repayments due to the employee.
NIR05L05 – Letter to employee who is about to retire wishing them well
This letter can be sent to an employee who is due to retire wishing them well in the future.
NIS01P01 – Sabbatical policy
This policy outlines the organisations position to employees taking sabbaticals, and the procedure for this.
NIS01L01 – Letter of invitation to discuss request for sabbatical
This letter invites an employee to a meeting following a request for a sabbatical, to discuss the request in further detail and how it would work in practice.
NIS01L02 – Letter declining a sabbatical
This letter declines a request for a sabbatical and suggests examples of reasons why it might be declined (in the absence of legislation in this area).
NIR02L33 – Letter providing information to Union or Employee Representatives regarding the redundancy process
This letter provides information to employee representatives or trade union repetitive regarding the collective redundancy process.
NIR02L34 – Letter of notification of redundancy with a final consultation meeting
This letter invites an employee to a final consultation meeting and informs them if there are no further considerations that the employer will need to proceed with redundancy.
NIR02L35 – Letter of Invitation to redundancy appeal meeting
This letter invites an employee to a formal appeal meeting following their written appeal of a redundancy.
NIR02L36 – Letter confirming the outcome of appeal against redundancy
This letter confirms an outcome of a redundancy appeal either overturning the decision of redundancy or upholding the decision of redundancy.
NIR02H01 – How to guide on a compliant redundancy process
This how to guide gives employers practical guidance and advice on individual and collective redundancy consultation processes.
NIR02S01 – Script for an individual consultation meeting
This script gives a guide on how to structure an individual redundancy consultation meeting.
NIR02S02 – Script for a collective consultation meeting
This script gives a guide on how to structure an collective redundancy consultation meeting with either a trade union representative or an employee representative.
NIR02S03 – Script of Appeal Meeting
This script gives a guide on how to structure a redundancy appeal meeting.
NIR02F01 – Redundancy Calculation Form
This form outlines the mandatory payments that should be paid to an employee following their redundancy, and can be used as a written statement to provide to the employee.
NIR02F02 – Election Ballot Form
This form is provided for affected employees to elect their chosen representative to inform them and consult with the organisation on their behalf during a potential redundancy situation.
NIR02F03 – Voluntary Redundancy Form
This form can be used by employees who wish to apply for voluntary redundancy.
NIR02F04 – Selection Matrix Form
This form can be used as a scoring matrix when selecting individuals for redundancy. It is important that the criteria is relevant to the employer's organisation and the job roles at risk of redundancy.
NIR02F06 – Selection Pools Ranking Form
This form can be used to summarise the ranking of employees who have been scored as part of the redundancy selection process.
NIR03P01 – Policy on how the organisation manages references
This policy outlines how the reference process is managed; and outlines whether the employer provides the information that has been requested, or only certain information as a standard. It also refers to the retention of such information and what to do if the individual wishes to see a copy of their reference.
NIR03C01 – Contract Clause on references
This contract clause outlines that employment is subject to successful references.
NIR03F01 – Reference request form
This reference form can be used to send to current or previous employers of a prospective candidate to find out further information on their skills, experience and character.
NIR03F02 – Form to seek consent from a candidate to obtain references
This form documents explicit consent from prospective employees to seek references.
NIR03L01 – Letter outlining reference policy
This letter outlines an employer's reference policy regarding information that can be provided, for example only job title and dates of employment.
NIR03L02 – Letter requesting a reference
This letter can be sent to a former or current employer of a prospective employee seeking a reference.
NIR03L03 – Letter providing a reference
This letter outlines reference details for an employee.
NIR02L11 – Letter to an employee on maternity leave to inform her that a redundancy consultation process is being carried out
This letter informs an employee who is on maternity leave that her job role is at risk of redundancy and that she will be offered a suitable alternative vacancy, if it is available. It also informs her that a consultation process will be carried out.
NIR02L12 – Letter of confirmation of redundancy outlining that an employee is not entitled to a statutory redundancy payment due to under 2 years’ service
This letter informs an employee with under 2 years' service that they will not be entitled to a statutory redundancy payment, as they do not have the requisite length of service
NIR02L13 – Letter of confirmation of redundancy outlining that an employee is entitled to a statutory redundancy payment
This letter notifies an employee of termination of employment, by way of redundancy and outlines that the employee is entitled to a statutory redundancy payment
NIR02L14 – Letter inviting an employee to a meeting to discuss their application for voluntary redundancy
This letter is a follow up to an application for voluntary redundancy, inviting an employee to a meeting to discuss their application for voluntary redundancy.
NIR02L15 – Letter of invitation for a redundant employee to a meeting to discuss alternative employment
This letter invites an employee whose job role is at risk of redundancy to a meeting to discuss a possible alternative job role.
NIR02L16 – Letter to employee on maternity leave informing them that there is no suitable alternative available and confirming redundancy
This letter informs an employee who is on maternity leave that there are no alternatives job roles available and confirms termination of employment by way of redundancy. It outlines redundancy pay (if applicable), notice and holiday entitlements and the entitlement to appeal.
NIR02L17 – Letter to employee on maternity leave offering a suitable alternative role
This letter offers an employee who is on maternity leave and whose job role is at risk of redundancy, a suitable alternative job role.
NIR02L18 – Letter of response to an employee on maternity leave who has refused alternative employment
This letter outlines to an employee who is on maternity leave, whose job role is at risk of redundancy and who has been offered suitable alternative employment that if they choose to decline the offer of suitable alternative employment that they will loose their right to a statutory redundancy payment.
NIR02L20 – Letter of response to a redundancy claim when there is work available
This letter responds to an employee who has submitted a written claim for a redundancy payment, outlining that work is available and the claim for redundancy is rejected. This notice must be sent to the employee within 7 days of the written claim for redundancy having been made.
NIR02L21 – Letter outlining that an employee is not entitled to a redundancy payment following a period of short-time working or lay-off
This letter gives a number of reasons as to why an employee might not be entitled to a redundancy payment following a period of short-time working or lay-off.
NIR02L22 – Letter confirming that a trial period of alternative role has been successful
This letter informs an employee of a successful trial period of suitable alternative employment, and confirms that the role will become permanent and redundancy no longer applies.
NIR02L23 – Letter withdrawing redundancy due to change in circumstances
This letter informs an employee that a recent notification of termination of employment by way of redundancy is being withdrawn due to a change in circumstances and that the employee will remain in their current role and terms and conditions of employment.
NIR02L24 – Letter acknowledging acceptance of offer of alternative employment for an employee on maternity leave
This letter acknowledges acceptance of an employee on maternity leave of an offer of suitable alternative employment
NIR02L25 – Letter informing employees that the deadline for voluntary redundancy applications has now passed
This letter informs employees that the deadline for applying for voluntary redundancy has now passed.
NIR02L26 – Letter of response to employee feedback suggestions during the consultation process
This is a template letter that can give feedback to an employee who has raised suggestions as to how to avoid a redundancy situation.
NIR02L27 – Letter informing affected employees of the scoring criteria that is to be used for redundancy selection
This letter informs affected employees that a scoring matrix will be used for redundancy selection, and specifies what the scoring criteria will be.
NIR02L29 – Letter asking employees to take part in a ballot for an employee representative to represent them during a collective redundancy consultation process
Collective redundancy process - this letter is to ask employees to take part in a secret ballot process so that they can vote for an employee representative to consult on their behalf.
NIR02L30 – Letter to employee representatives approving the consultation process with employees during a collective redundancy process
Collective redundancy process - this letter informs employee repetitive of their role in the collective consultation process including the requirement to clearly communicate with all parties.
NIR02L31 – Letter of invitation to a Union or Employee Representative to a consultation meeting for collective redundancy process
This letter invites an employee representative or a trade union representative to a collective consultation meeting.
NIR02L32 – Letter to employee representatives outlining that no compulsory redundancies are necessary due to voluntary redundancies
This letter informs employee representatives that compulsory redundancies will not take place due to the acceptance of voluntary redundancies.
NIR01H01 – Guide for interviews
This guide provides the key factors to ensure that the interview process is compliant and professional. It details the elements to prepare in advance of an interview process, such as questions and questioning techniques, opening and closing the interview, record keeping and giving feedback.
NIR01H02 – How-to guide when recruiting new employees
This how to guide gives practical advice to employers on how to manage the recruitment and selection process in its entirety; from advertising the job role, shortlisting, arranging interviews and offers of employment. It focuses on legal compliance, avoiding risk and professionalism of the process.
NIR02P01 – Redundancy Policy
This policy outlines the key stages associated with the redundancy process such as reasons for redundancy, the consultation process, the selection process, redeployment, individual and collective redundancy and the appeals process.
NIR02P02 – Policy on time off work to search for new employment for employees being made redundant
This policy outlines the company's approach to paid time off to search for alternative employment, after an employee has been notified of redundancy.
NIR02P03 – Policy on selection criteria for a redundancy process
This policy outlines how the employer will approach the use of selection criteria within a redundancy process and covers important points such as identifying the selection pool and what scoring criteria can be used.
NIR02P04 – Policy on voluntary redundancy
This policy outlines the process of voluntary redundancy, such as the application process for voluntary redundancy, accepting and declining requests for voluntary redundancy and redundancy payments.
NIR02P05 – Policy on Contractual Redundancy Pay
This policy can be used by employers who offer enhanced redundancy payments over and above the statutory redundancy amount.
NIR02P06 – Policy on the Redundancy Appeals Process
This policy outlines the appeals process after an employee has been dismissed by way of redundancy. An employee who appeals redundancy will be entitled of the right of appeal and a meeting to discuss their grounds for appeal.
NIR02P07 – Policy on a Collective Redundancy Process
This policy outlines the collective consultation process, the circumstances which require collective consultation and the rules associated with collective consultation such as the need to elect representatives.
NIR02C01 – Contract Clause on Redundancy Rights
This contract clause outlines the employee's right to notice and an appeals procedure should they be dismissed by way of redundancy.
NIR02L01 – At risk of redundancy letter
This letter is to be used for an employee whose job role is at risk of redundancy; to inform them the rationale for redundancy and to outline that there will be a consultation process.
NIR02L02 – Letter inviting applications for voluntary redundancy
This letter invites employees to apply for voluntary redundancy to avoid having to make compulsory redundancies.
NIR02L03 – Letter accepting an application for voluntary redundancy and outlining the details of the package
This letter confirms acceptance of an application for voluntary redundancy and gives details on the redundancy package that will be offered to the employee.
NIR02L04 – Invitation to a redundancy consultation meeting
This letter invites an employee whose job role is at risk of redundancy to a consultation meeting as part of the redundancy consultation process.
NIR02L05 – Invitation to second redundancy consultation meeting
This letter is to follow up from a first consultation meeting and to invite the employee to a second consultation meeting in order to further consult and give feedback from the first consultation meeting.
NIR02L06 – Letter confirming that employee’s job role is no longer at risk of redundancy
This letter confirms that further to a consultation process an employee's job role is no longer at risk of redundancy and that they remain employed on their current terms and conditions of employment.
NIR02L07 – Letter informing employees that no redundancies will take place as a result of voluntary redundancies
This letter confirms that due to acceptance of voluntary redundancy applications, the issues have been rectified and there is no longer a need for a compulsory redundancy process.
NIR02L08 – Letter informing employees that no redundancies will take place as a result of a change in circumstances
This letter confirms that due to a change in circumstances there is no longer a need for a compulsory redundancy process.
NIR02L09 – Letter offering a trial period of alternative employment to an employee who has been made redundant
This letter confirms that alternative employment is being offered on a trial basis to an employee whose job role was at risk of redundancy. It explains the start and end date of the trial period, and that if the trial period is unsuccessful the redundancy of the job role will proceed.
NIR02L10 – Letter confirming redundancy following an unsuccessful trial period of alternative employment
This letter follows an unsuccessful trial period of an alternative position and confirms that the employee will now be made redundant. It outlines the employee's redundancy pay (if applicable), notice and holiday entitlements and the entitlement to appeal.
NIR01F03 – Reference request Form
This form can be used to seek a reference from a previous employer for a new employee. The form can be sent to the referee or alternatively can be completed via telephone.
NIR01F04 – Person specification template
This form can be used to outline the essential and desirable criteria for a vacancy.
NIR01F05 – Recruitment checklist
This form can be used internally by a HR department or manager to verify the tasks that are associated with a recruitment process such as advertising, screening, interviews and the various different pieces of correspondence that are required.
NIR01F06 – Shortlisting form
This form provides structure for the shortlisting process and ensures that the shortlisting process is adequately documented. This assists in protecting the employer in justifying recruitment and selection decisions, incase the process is challenged.
NIR01F07 – Form for Line Managers to request new staff
This form can be used internally by a HR Department or manager to document the details of a vacancy that is required.
NIR01F08 – Template Job Advertisement
This template can be used by an employer when designing a job advertisement.
NIR01F12 – Interview Candidate Score Sheet
This is a guide for employers on how to score at interview. Employers are advised to amend the questions accordingly in line with the person
NIR01F13 – Interview Schedule Template
specification and the job description of the available role being interviewed for.
NIR01F14 – Medical Questionnaire
This form can be completed by a new recruit to obtain any pertinent medical information. This document must only be used after the employer has made an offer of employment to an individual; it should not be sent out with a job application form.
NIR01L01 – Letter of Invitation to Interview
This letter invites a job applicant to an interview and outlines the details of the interview such as the date, time and location of interview.
NIR01L02 – Letter of offer
This letter can be sent to a successful job applicant who is going to be offered employment. It outlines the terms and conditions of employment that will be offered as well as any conditions relating to the offer such as references and probationary period.
NIR01L03 – Rejection Letter for employee after Interviews
This letter can be sent to a job applicant who has attended an interview but has been unsuccessful and will not proceed any further in the recruitment and selection process.
NIR01L04 – Letter of Invitation to second Interview
This letter invites a job applicant to a second interview, after they have attended a first interview.
NIR01L05 – Letter rejecting an applicant who was not invited to interview
This letter can be sent to a job applicant who has not been successful in proceeding to interview stage.
NIR01L06 – Letter responding to a request for feedback from a job applicant
This letter can be used to provide feedback to a job applicant who has been unsuccessful.
NIR01L07 – Letter withdrawing a conditional letter of employment
This letter can be used to withdraw a job offer. Note that any withdrawal should not be as a result of any disclosure of a protected characteristic to avoid a discrimination claim.
NIR01L08 – Letter informing an applicant that their details will be kept on file for future vacancies (GDPR Compliant)
This letter outlines that a job applicant's details will be kept on file and includes a consent form so that the applicant can give consent to their details being kept on file (GDPR Compliant).
NIR01L09 – Letter informing an unsuccessful candidate of a suitable alternative vacancy that they may be interested in
This letter outlines to a job applicant that an alternative vacancy that better suits their skills and qualifications has become available.
NIR01L10 – Letter inviting an applicant to an assessment centre
This letter invites a job applicant to an assessment centre as part of the recruitment and selection process. The letter gives the details of the assessment such as the date, time, duration and location; as well as the methods of assessment.
NIR01S01 – Format for interviews
This document provides a guide to employers as to what format an interview should take, and the key elements to prepare for an interview process.
NIP07L03 – Letter of extension of probationary period due to illness
This letter informs an employee that their probationary period is being extended due to their sick leave.
NIP07L04 – Letter of Extension of Probationary Period
This letter informs an employee that their probationary period is being extended due to some concerns over their suitability for the role.
NIP07L05 – Letter confirming to employee that they have passed their probation
This letter informs an employee that they have successfully completed their probationary period.
NIP07L06 – Letter of Termination of Employment after a probationary review hearing
This letter informs an employee of termination of employment due to an unsuccessful probationary period after a formal hearing at which the concerns were discussed. The employee is given the right to appeal the decision of termination of employment.
NIP07L07 – Conditional Letter of offer with a probationary period
This letter offers employment with the condition that the employee successfully completes a probationary period.
NIP07L08 – Letter of Invitation to attend probationary appeal hearing
This letter invites an employee to a formal probationary appeal hearing after the employee has appealed the decision of termination of employment by way of an unsuccessful probationary period.
NIP07L09 – Letter of outcome following probationary period appeal
This letter outlines that the outcome of a probationary appeal process in that the original decision has been upheld or overturned.
NIP07F01 – Probationary period assessment form
This form can be used by employers as a guide to review performance/conduct during the probationary period. Employers may wish to amend the detail included accordingly to the job role.
NIP07F02 – Summary Preparation form for employee prior to a probationary review meeting
This form can be used by employees to prepare for their probationary review. It will give the line manager an indication of how the employee feels they have performed during this initial period of employment.
NIP07F03 – Summary Preparation form for line managers prior to a probationary review meeting
This form can be used by line managers in preparation for a probationary review assessment.
NIP07S01 – Script of probationary hearing
This script can be used for a formal probationary review. Employers should bear in mind that the employee must have a probationary clause within their contract of employment, have signed their contract of employment and be within their probationary period in order to exercise termination of employment or an extension of probationary period.
NIP07S02 – Script of Probationary appeal hearing
This script can be used for a formal probationary appeal meeting.
NIP07H01 – How to guide Probationary period
This how to guide outlines the process for managing a probationary period, including an explanation of the purpose of probationary periods, how to manage any concerns during the probationary period, what support should be provided, along with information on confirming the successful completion of a probationary period as well as terminating employment either before completion of the probationary period or at the end of the probationary period.
NIP08P01 – Policy on promotion
This letter can be sent to an employee that has been promoted. This letter outlines the terms of the promotion and provides the option of a trial period in the new position. It is important to remember that an employee who is placed on a trail period could not be dismissed if they were not successful and they would need to return to their original position.
NIP08P02 – Policy on Succession Planning
The purpose of this policy is to outline the organisations approach to employee progression and succession within the organisation. The policy covers training needs analysis and the procedure for succession planning.
NIP08L01 – Letter of offer for an internal promotion
The purpose of this policy is to ensure that the organisation promotes the most suitable employees in a fair and consistent manner free from discrimination. This policy outlines the procedure that will be followed when a job is being advertised.
NIR01P01 – Recruitment Policy
This policy outlines the organisations recruitment and selection policy including important information such as equal opportunities, training/promotion, advertising, the application process, screening, interviewing, offers of employment, training, reference checking, medical checks and record keeping.
NIR01P02 – New Employee Referral Bonus policy
This policy outlines the procedure for incentivising employees who refer an employee to the organisation. It stipulates eligibility criteria and the reward
NIR01F01 – Application Form Sample
This application form can be used as a template.
NIR01F02 – Interview record form
This form can be used to record the outcome of an interview process, including any second or third choices. It can also be helpful to formally record the successful candidate’s salary expectations and notice to give. It should be retained with all other interview documentation including score sheets and application forms.
NIP05H01 – How to guide on how to conduct a performance appraisal
This how to guide gives employers and line managers some helpful tips on how to conduct an effective performance appraisal process, ensuring that the process is productive, constructive and positive for the employee and not a ‘tick-box exercise.
NIP06P01 – Performance Management policy
This policy should be used when an employee's performance has been identified as falling below an acceptable level. Its purpose is to provide a framework for resolving the issue, ideally through the improvement of the employee's performance. As a last resort, the policy specifies the circumstances in which the employee may be redeployed to more suitable work or dismissed on the ground of capability.
NIP06L01 – Letter of concern performance management
This letter should be provided to an employee after an informal performance improvement meeting. This is not a formal warning but will provide clarity to an employee in a documented way, that any further underperformance may lead to formal disciplinary action.
NIP06H01 – How-to guide Performance Management
This guide gives employers practical information on how to manage day to day performance. It focuses on basic but effective tools that support good performance management; such as setting basic standards, expectations and targets followed by regular feedback and communication.
NIP06H02 – How to give effective feedback – HR Team’s 7 step guide form
This guide gives employers a structured technique to deliver feedback to an employee who is underperforming.
NIP06S01 – Script for an Informal Performance Review Meeting
This script can be used for an informal performance review meeting, and may potentially lead to a formal capability hearing. Employers should bear in mind that the employee must always have the opportunity to respond to the concerns in an informal context before being invited to a formal capability hearing regarding performance. It is important to be as specific as possible regarding any under-performance. Examples should be used, and nothing new should be raised at the next stage (the formal capability hearing).
NIP06H03 – Key Performance Indicators Examples
This document will assist organisations with suggestions on how to set specific key performance indicators, which will feed into an effective performance management system and help to measure employee performance. Note – every sector is different and you can choose what is relevant to your business.
NIP06F03 – KPI Setting Form
This template form assists managers in setting targets as well as determining how often these will be reviewed and how they will be measured.
NIP06F04 – Daily Team Briefing for effective day-to-day performance management form
This form gives a template guide on how to conduct a daily team briefing.
NIP06L06 – Letter confirming a formal verbal warning due to under-performance
This is a outcome of a formal capability hearing informing the employee of a verbal warning. Note that this letter should not be issued unless a formal hearing has been completed.
NIP06L07 – Letter confirming a formal written warning due to under-performance
This is a outcome of a formal capability hearing informing the employee of a written warning. Note that this letter should not be issued unless a formal hearing has been completed.
NIP06L08 – Letter confirming a formal final written Warning due to under-performance
This is a outcome of a formal capability hearing informing the employee of a final written warning. Note that this letter should not be issued unless a formal hearing has been completed.
NIP06L09 – Letter confirming a disciplinary sanction other than a warning or dismissal
This is a outcome of a formal capability hearing informing the employee of another sanction other than a warning or dismissal. Note that this letter should not be issued unless a formal hearing has been completed.
NIP06L10 – Letter confirming the dismissal of an employee for under-performance after having followed a performance management or capability procedure
This is a outcome of a formal capability hearing informing the employee of dismissal. Note that this letter should not be issued unless a formal hearing has been completed.
NIP06S02 – Script for a formal capability hearing regarding underperformance
This script can be used for a formal capability meeting regarding underperformance. Employers should bear in mind that the employee must always have the opportunity to respond to the concerns in an informal context before being invited to a formal capability hearing regarding performance. It is important to be as specific as possible regarding any under-performance however as this is a formal meeting, which may result in a formal sanction, all issues of concern that are raised must have already been addressed in an informal context (informal performance review meeting]. The employee must have been invited in writing to this meeting, via formal letter, given the opportunity to be accompanied by a work colleague or a trade union representative and have been given 48 hours’ notice.
NIP06L11 – Letter of invitation to a formal appeal hearing following a capability sanction regarding performance
This is a letter of invitation to a formal appeal hearing following a capability sanction regarding performance
NIP06L12 – Letter of outcome of a performance management appeal process
This is a letter of outcome of a performance management appeal process
NIP07P01 – Probationary Period Policy
This policy is used for employees who are within their probationary period so that there is a process for measuring suitability during this timeframe.
NIP07L01 – Letter to invite an employee to a probationary progress meeting
This letter invites an employee to a probationary review meeting to discuss their progress. This is an informal meeting therefore the employee is not entitled to be accompanied.
NIP07L02 – Letter of formal invitation to probationary review hearing
This is formal invitation to a probationary review hearing, where a possible outcome is that the employee's employment is terminated by way of an unsuccessful probationary period. The employee would normally be entitled to be accompanied at this meeting and it is advised that a minimum of 48 hours advance notice is given to the employee of the meeting.
NIP03L02 – Letter outlining a pay freeze
This letter should be sent to an employee when the organisation is not in a position to increase pay to employees due to a reduction in business
NIP03L03 – Letter to seek agreement from an existing employee to make a deduction from pay
This letter can be used when an employee has been overpaid, given too much annual leave, or any other occasion where a deduction is required. This letter arranges repayment, and gives options depending on whether the repayment is to be paid in instalments or as a lump sum
NIP03L04 – Letter to seek agreement from a former employee to make a deduction from pay
This letter can be used in the instance where it is required to make a deduction from a former employees pay. This letter contains options for whether the employee has received their final pay or not
NIP03L05 – Letter confirming a salary increase
This letter can be issued to an employee whose salary is being increased. The letter should outline the details of the pay increase
NIP03L06 – Letter confirming that a salary increase is not approved following a request
This letter should be sent to an employee who has requested a pay rise, informing them that their request has not been approved. The reason why the request has not been approved should be explained in the letter
NIP03L07 – Letter confirming that a deduction has been made from the final wages of an employee
This letter should be sent to an employee who is leaving the organisation that required a deduction from their final pay. This letter explains to the employee the reason for the deduction
NIP03L08 – Letter of confirmation that a performance related bonus has been paid
This letter can be sent to notify an employee that a performance related bonus has been paid . This letter should contain details of the bonus payment
NIP03L09 – Letter of confirmation that a performance related bonus has not been paid – outlining reasons why
This letter can be sent to notify an employee that they will not be receiving a performance related bonus. The letter should outline clearly to the employee why they will not be receiving the bonus on this occasion.
NIP03L10 – Letter to inform an employee that they have been overpaid in error
This letter should be sent to an employee that has been overpaid in error - explaining the error to the employee, and arranging for repayment
NIP03L11 – Letter to inform a former employee that they have been overpaid in error
This letter should be sent to a former employee that has recently left the organisation to inform them that they have been overpaid in error. The letter should detail what the error was, and seek to arrange repayment
NIP03L12 – Letter of confirmation that financial assistance will be provided following relocation
This letter should be sent to an employee who has been requested to relocate for work. This letter should outline to the employee a number of expenses that the organisation are willing to contribute towards
NIP04P01 – Pensions Policy and Procedure
This policy contains information about the organisations pension scheme. This policy explains that eligible jobholders are automatically enrolled, and that there is an option to opt out of the scheme
NIP04C01 – Contract Clause for Pension Auto-Enrolment
This contract clause can be included in an employees contract of employment to inform them that eligible employees will be automatically enrolled into the organisations pension scheme
NIP04L02 – Letter for staff information STAFF ALREADY IN PENSION SALARY SACRIFICE
This letter outlines to an employee the criteria set out in the Pensions Act pertaining to enrolment in the organisations pension scheme. This letter informs the employee that the organisation will either begin to contribute or continue to contribute to their pension
NIP04L07 – Letter proposing a Stakeholder pension to Employees
This letter should be sent to employees outlining that the organisation is looking into launching a stakeholder pension scheme. The letter contains details of what this would mean for the employees
NIP05P01 – Performance appraisal policy
The performance appraisal is an extremely effective tool in the performance management process. This policy outlines the organisation procedure for appraisals. The policy covers areas such as features of the appraisal, guidance for the manger and the employee, outcomes from the appraisal and record keeping.
NIP05F01 – Performance appraisal form
This form can be used to appraisee an employee's performance. This form is first completed by the employee and then completed by the line manager. The form includes a rating system for both the employee and line manager to rate performance.
NIP05L01 – Letter confirming agreements made following performance appraisal
The performance appraisal should be an overview of performance and an opportunity to provide constructive feedback as well as recognize work well done by the employee. It should not be held in an investigatory context or followed up with a notification of concern. However, if there are areas of concern, areas of improvement can be agreed upon. This letter can be used to outline the concerns to the employee.
NIP05F02 – Checklist for Performance Appraisal
If a line manager fails to prepare properly for an appraisal interview, the employee being interviewed will quickly sense and resent this. This guide provides the essential do' and don'ts for the line manager.
NIP05F03 – Action Plan following appraisal
This form should only be used for Employees undergoing an annual appraisal. This form details the objectives agreed for the year ahead.
NIP02C01 – Contract Clause on Paternity Leave and Pay
This contract clause outlines terms and conditions associated with paternity leave such as duration, pay and notification requirements.
NIP02C02 – Contract Clause on Enhanced Paternity Leave and Pay
This contract clause outlines conditions surrounding paid paternity leave, and any eligibility criteria associated with this.
NIP02L01 – Letter informing employee that they are not eligible for paternity leave and/or pay
This letter outlines why an employee may not be entitled to paternity leave and/or pay, and gives examples of reasons why this would be the case.
NIP02F03 – Form for fathers/partners requesting time off to attend ante-natal appointments
This form can be used by expectant fathers to request time off for ante-natal appointments. The time off is capped at six and a half hours for each appointment. There is no qualifying period for entitlement to this right.
NIP02L02 – Letter accepting paternity leave request
This letter can be used to accept a request for paternity leave, and outline the dates and other details.
NIP02L03 – Letter to an employee confirming entitlement to paternity leave but not to paternity pay
This letter outlines reasons why an employee is entitled to statutory paternity leave, but not statutory paternity pay.
NIP02L04 – Letter to an employee whose child dies after birth outlining their rights
This letter outlines an employee's rights to paternity leave after the death of a child after birth.
NIP02L05 – Letter of condolence following stillbirth/miscarriage
This letter offers an employee condolences and support after a stillbirth, or miscarriage.
NIP02L06 – Letter explaining the entitlements to paternity leave and pay
This letter gives general information on statutory paternity leave and pay.
NIP02L07 – Letter seeking further information on a paternity leave request
This letter requests further information from an employee on their request for paternity leave.
NIP03P01 – Employee of the month Policy
The purpose of this policy is to clearly outline the policy and procedure surrounding the organisations “employee of the month” scheme. This policy can be an excellent way for an employer to demonstrate their appreciation for their employees. This can also serve to motivate employees.
NIP03P02 – Employee suggestion scheme policy
Many employees will have very helpful suggestions and ideas, and an employee suggestion scheme can be an excellent way of recognising these suggestions. This policy outlines how suggestions are dealt with and it outlines that suggestions may/may not be implemented by the organisation
NIP03P03 – Reward Policy
This policy outlines the provision of rewards and benefits for employees. This policy covers areas such as job evaluation, pay grades, salary, bonus, pension and other benefits.
NIP03P04 – Bonus Policy
The purpose of this policy is to provide clarity to employees of how they can successfully avail of the organisations bonus scheme. This policy covers eligibility, the terms of a bonus and the different types of bonus available.
NIP03P05 – Relocation Policy
This policy outlines the organisations approach to assistance for employees who are required to relocate for work-related purposes. This policy outlines the eligibility for relocation assistance and the type pf assistance available.
NIP03P06 – Job Evaluation Policy
The purpose of this policy is to provide clarity on the job evaluation process within the organisation. This policy clearly outlines the process of the organisation will follow when evaluating a job role.
NIP03C01 – Commission contract clause
This clause should be included in the contract of any employee where there is a commission payment as part of their terms and conditions of employment. This clause outlines the terms of the commission payment.
NIP03C02 – Bonus Contract Clause
This clause should be included in the contract of any employee where there is a bonus payment as part of their terms and conditions of employment. This clause outlines the terms of the bonus payment.
NIP03C03 – Bonuses and Expenses Contract Clause for Senior Employees
This clause can be included in the contract of senior employees. This clause outlines various expenses that may be included in the clause of a senior employee.
NIP03L01 – Letter outlining a salary sacrifice
This letter should be sent to an employee when a salary sacrifice has been agreed. This letter outlines the terms of the salary sacrifice.
NIM01L46 – Letter to employee outlining entitlement to time off for fertility (IVF) treatment
This letter can be sent to an employee who is undergoing fertility treatment, offering them the support of the organisation. This letter also explains to the employee that they can take time from their annual leave, or that the organisation is giving them additional paid leave on top of their annual leave entitlement while they undergo fertility treatment
NIM02P01 – Mediation Policy
This policy outlines the procedure to be followed when two or more employees have agreed to mediation. This policy outlines the process of mediation, when mediation can be used, what happens if mediation is not used and circumstances when mediation should not be used.
NIM02F01 – Mediation Referral Form
This form can be used to send to an independent mediator when mediation has been agreed. This form proves details on the participants and the information available.
NIM02F02 – Declaration Form to signify an employee’s acceptance of a mediation process to resolve a dispute
This form should be completed by an employee to signify if they are willing or not to partake in mediation.
NIM02S01 – Script of Mediation Meeting
This template script can be used by a trained mediator as a guide for the mediation process.
NIM02L01 – Letter to employee offering a mediation process to resolve a dispute
This letter can be sent to an employee where mediation is considered an appropriate option for resolving a dispute. This letter outlines the process of mediation and requests the employee to sign and return a copy either agreeing to or rejecting the process.
NIM02L02 – Letter inviting an employee to a mediation meeting after obtaining agreement
This letter can be sent to an employee who has agreed to mediation to attempt to resolve an outstanding dispute. This letter outlines the details of when and where the mediation will take place.
NIM02L03 – Letter confirming a positive outcome of a mediation process and next steps
This letter can be sent to the participants of a mediation process. This letter outlines that mediation was successful and details the points which were agreed at mediation.
NIM02L04 – Letter confirming an unsuccessful outcome of a mediation process and next steps
This letter can be sent to the participants of mediation outlining that mediation failed to resolve the dispute. This letter will outline the next steps.
NIM02L05 – Letter to employee who has declined mediation
This letter can be sent to an employee who has declined to partake in mediation. This letter outlines the next steps in the process.
NIM03P01 – Mobile Phone Policy
This policy outlines an employee's responsibilities in respect of mobile telephones provided by the organisation and the rules relating to the use of personal mobile phones at work.
NIM03P02 – Policy on mobile phone use when driving
This policy outlines the organisations rules on the use of mobile phones when in a vehicle and driving, during working hours.
NIM03F01 – Form for employee to sign to confirm that they have been provided with a mobile phone
This form can be given to any employee who has been provided with a company phone. This form should be completed by the employee to confirm that they have received the mobile phone.
NIM03C01 – Mobile Phone Contract Clause
This clause can be included in the contracts of any employee that has been provided with a mobile phone by their employer. This clause outline the acceptable usage of the mobile phone and has a number of options for the employer.
NIM03L01 – Letter of reminder to an employee that a mobile phone is for work-related purposes only
This letter can be sent to any employee who has breached the terms of the mobile phone policy and used their work mobile or personal use. This letter serves as a reminder to the employee that personal use is not permitted.
NIM03L02 – Letter of concern to an employee who has been excessively using mobile phone for personal use
This letter can be sent to any employee who has excessively used their work mobile for personal use. This letter is not a formal sanction but will serve as a reminder to the employee that they have breached the organisation's procedures.
NIM03F02 – Form for deducting money from an employee’s wages due to excessive mobile phone usage
This form should be completed by an employee who has excessively used their company mobile phone for personal use. This form when completed and signed by the employee will permit the employer to deduct the excess costs from the employee's wages.
NIP01C01 – Contract Clause on parental leave
This clause outlines the employee's right to request and take statutory parental leave. It informs employees of eligibility criteria.
NIP01L04 – Letter explaining the entitlement to take parental leave
This letter explains statutory parental leave entitlements such as the duration of parental leave, eligibility criteria, notification requirements and other important information.
NIP02P02 – Policy on time off for fathers/partners for ante-natal appointments
This policy outlines the employer's policy on time off for fathers or partners for ante-natal appointments.
NIM01L25 – Letter to an employee whose maternity leave has started early due to an early birth
This letter should be sent to an employee who has given birth to their child earlier than expected. This letter offers congratulations on behalf of the organisation, and informs the employee that their maternity leave has now been triggered, beginning from the day after childbirth
NIM01L26 – Letter of invitation to meeting to discuss a pregnancy-related risk assessment
This letter can be sent to a pregnant employee following a risk assessment. This letter outlines requests to meet the employee to discuss the risk assessment.
NIM01L28 – Letter of explanation of maternity rights to employee whose baby dies after birth
This letter can be sent to an employee who has suffered the lose of their baby after birth. This letter offers condolences and also outlines the employee's maternity rights.
NIM01L29 – Letter approving an amendment to duties following a period of maternity leave
This letter can be sent to an employee who has requested changes to their role following maternity leave. This letter provides a number of options either approving the change permanently, approving the leave on a temporary basis or offering a trial first.
NIM01L30 – Letter for employee who is absent due to pregnancy nearing 4th week before Expected Week of Childbirth
This letter can be sent to an employee who is absent due to pregnancy related illness, notifying her that her maternity leave will automatically begin if she has not recovered by the 4th week before expected childbirth. The letter asks the employee to keep the organisation informed as to her wellbeing
NIM01L31 – Letter of explaining the right to statutory maternity pay
This letter provides comprehensive information regarding maternity pay to an employee who has notified the organisation of pregnancy.
NIM01L32 – Letter approving a phased return to work following maternity leave
This is a letter confirming to an employee that their request for a phased return to work following maternity leave has been granted. The letter should include the specific details of the phased return schedule
NIM01L33 – Letter confirming revised maternity start and end dates following a premature birth
This letter confirms the date of commencement for maternity leave to an employee whose child has been born prematurely . This letter contains options, for whether or not maternity leave had already started at the time of premature birth
NIM01L34 – Letter to confirm an employee’s intentions regarding her return to work
This letter can be sent to an employee in order to seek clarity in relation to what date they intend to return to work, and to inform them that if they wish to amend the return to work date that is currently scheduled, they must provide 8 weeks of notice
NIM01L35 – Letter to a new mother outlining consequences of non-acceptance of alternative duties
This letter informs a new mother that, due to them not accepting an alternative role, which was decided after a risk assessment, they must be placed on medical suspension to protect the employee and their baby
NIM01L36 – Letter confirming date of return to work after maternity leave
This letter should be sent to an employee in order to confirm with the employee the date that they will return to the workplace
NIM01L37 – Letter confirming ineligibility to statutory maternity pay
This letter informs an employee that they are not entitled to receive statutory maternity pay, but that instead they may be able to avail of either of maternity allowance or shared parental leave
NIM01L38 – Letter to a pregnant employee outlining consequences of non-acceptance of alternative duties
This letter informs a pregnant employee that, due to them not accepting an alternative role, which was decided after a risk assessment, they must be placed on medical suspension to protect the employee and their unborn child
NIM01L39 – Letter informing an employee of breastfeeding arrangements
This letter should be sent to a new mother to outline the arrangements the organisation have put in place to facilitate her on her return to work, particularly in relation to breastfeeding arrangements
NIM01L40 – Letter confirming a summary of maternity leave and pay entitlements
This letter can be sent to an employee as an abridged summary of the organisations maternity leave policy and their maternity pay entitlements
NIM01L41 – Letter following up with an employee who has not returned to work at the end of maternity leave
This letter should be sent to an employee who has failed to return to work following their maternity leave, and informing them that their absence is now being treated as unauthorised absence
NIM01L42 – Letter informing an employee on maternity leave of any changes that might affect her
This letter can be sent to an employee that is currently on maternity leave to inform them of changes in the workplace that might affect her upon her return to work
NIM01L43 – Letter responding to holiday requests before or after maternity leave
This letter can be used in response to a pregnant employee submitting a holiday request. This letter contains several options based on whether the request is being approved for holidays before maternity leave starts, approved after maternity leave starts, or if the holiday request has simply been refused
NIM01L44 – Letter confirming receipt of MATB1 Form
This letter confirms to the employee that the organisation has received their MATB1 form, and asks the employee to confirm what date they intend to commence their maternity leave
NIM01L45 – Letter to employee following successful fertility (IVF) treatment
This letter can be sent to an employee to congratulate them on successful fertility treatment. Enclosed with this letter should be the organisations maternity policy
NIM01L04 – Invitation to take Keeping In Touch Days
This letter invites an employee that is currently on maternity leave to attend a keeping in touch day, which can be a means of providing training/ keeping the employee up to date with developments so that they can more easily transition back to the workplace after their leave.
NIM01L05 – Letter offering a suitable alternative role during pregnancy due to health and safety reasons
This letter informs a pregnant employee that a risk assessment was carried out and that it is not considered safe for them to continue in their role while pregnant. The letter instead provides details of a suitable alternative role.
NIM01L06 – Letter of response to an employee who has requested time off to attend an ante natal appointment
This letter can be sent to an employee who has submitted their resignation whilst on maternity leave. This letter accepts the employee's resignation and outlines details of final pay.
NIM01L07 – Letter to an employee who is not returning to work following her maternity leave
This letter can be sent to an employee who has notifying the organisation of her intention to take maternity leave. This letter outlines details on both leave and pay entitlements.
NIM01L08 – Letter to an employee whose maternity leave has commenced due to a maternity related absence
This letter notifies an employee that their maternity leave has (Read More)
NIM01L09 – Letter of response to an employee who has provided notice of her intention to take maternity leave
This letter can be sent to an employee who has notifying the organisation of her intention to take maternity leave. This letter outlines details on both leave and pay entitlements.
NIM01L10 – Letter suspending a pregnant employee or a new mother on health and safety grounds
This letter can be sent to a pregnant employee following a health and safety risk assessment. If the risk assessment has identified the employee's current role as a risk then the employee needs to be offered alternative work or be suspended on full pay if there is no other suitable work available.
NIM01L11 – Letter explaining the rights of an employee who suffered a miscarriage before 24 weeks of pregnancy
This letter can be sent to an employee who has suffered a miscarriage before 24 weeks of pregnancy. This letter outlines the employee's entitlements. An employee who suffers a miscarriage before 24 weeks of pregnancy is not entitled to maternity leave.
NIM01L12 – Letter explaining the rights of an employee who suffered a miscarriage after 24 weeks of pregnancy
This letter can be sent to a employee who has suffered a miscarriage after 24 weeks of pregnancy. This letter outlines the employee's entitlements. An employee who suffers a miscarriage after 24 weeks is entitled to maternity leave.
NIM01L13 – Offer of temporary employment to cover maternity leave
This letter offers a job candidate a fixed term contract of employment for the purposes of covering maternity leave. This job offer includes the relevant legislation required in Ireland for Fixed term contracts.
NIM01L14 – Letter to employee inviting to meeting to discuss their return to work
This letter can be sent to an employee who is due to return to work from maternity leave. This letter invites the employee to a meeting prior to their return to discuss the return to work. It is good practice for an employer to meet with an employee prior to her return to work.
NIM01L15 – Letter of condolence following stillbirth/miscarriage
This letter can be sent on behalf of the organisation to offer condolences to an employee who has suffered a miscarriage or still birth.
NIM01L17 – Letter authorising reduced/different hours upon return to work from maternity leave
This letter can be sent to an employee who has requested a change to their hours of work following their maternity leave. This letter can be sent to an employee following a meeting confirming that their request has been granted. This letter outlines to the employee that the change represents a permanent change to the terms and conditions of their employment.
NIM01L18 – Letter offering a suitable alternative role during breastfeeding due to health and safety reasons
This letter can be sent to a breastfeeding employee after a risk assessment whereby a risk has been identified. This letter offers the employee a temporary change of job role whilst she is breastfeeding. This letter requests the employee signs to conform her agreement with this change.
NIM01L19 – Letter notifying an employee of an amendment to statutory maternity pay
This letter should be sent to an employee to explain to them that due to either a government increase or the organisation conducting a salary review, their statutory maternity pay has been amended
NIM01L20 – Letter to an employee who wishes to amend her maternity leave start date
This letter can be sent to an employee who wishes to change her maternity leave start date. This letter provides 2 options either granting or declining the request.
NIM01L21 – Letter notifying an employee that insufficient notice has been given to end maternity leave and return to work
This letter can be sent to an employee who wishes to end her maternity leave early and return to work. This letter offers 2 options either granting or declining the request. It is important to note that the request can only be declined in the case that the employee has not provided the required notice.
NIM01L22 – Letter of explanation in relation to Keeping in Touch Days
This letter explains to an employee how a keeping in touch day will be coordinated, and this letter also highlights the employees statutory rights regarding how many keeping in touch days are permitted
NIM01L23 – Letter to an employee whose maternity leave has started early due to a pregnancy-related absence
This letter should be sent to notify an employee that, since their absence is related to their pregnancy, their maternity leave has automatically been triggered
NIM01L24 – Letter of invitation to a pre-maternity leave meeting
This letter can be sent to an employee who is due to go on maternity leave. This letter requests a meeting with the employee to discuss her leave, her return to work dates, annual leave and any other questions.
NIJ01P01 – Job Share Policy
The organisation may at its discretion, and if the circumstances permit this, approve a job share arrangement. This policy outline the terms of the organisations job share policy
NIJ01H01 – Job Share Considerations
This guide provides clarity on factors to consider when setting up a job share arrangement
NIJ02P01 – Jury Service Policy
Occasionally, employees will be required to complete mandatory jury service. This policy explains to the employee what is expected from them in terms of notification of summons, as well as to provide proof.
NIJ02L01 – Letter approving time off for jury service
This letter should be sent to an employee who has notified the employer of their requirement to complete jury service. This letter confirms to the employee that they will be granted unpaid time off for their jury service.
NIJ02L02 – Letter from employer supporting employees application to defer/be excused from jury service
The purpose of this letter is to explain to the Jury Service that, due to certain factors, you believe that the employee should be excused/deferred from jury service at this time
NIM01P01 – Maternity Leave Policy
This maternity leave policy outlines to employees their employment rights upon becoming pregnant, including maternity leave entitlements, requirements to qualify for maternity leave, and how to apply for maternity leave among other factors.
NIM01P02 – Ante Natal Care Policy
This policy outlines the employees entitlements to take time off for ante-natal care. The policy also contains details about pay, and how absence due to ante-natal care is recorded separately to sickness absence.
NIM01P03 – Breast feeding policy
This policy details the supports that the employer provides to pregnant employees/employees who have returned to work from maternity leave. Included in this policy are details of comfortable rest areas, facilities for breastfeeding and preparing bottled milk, as well as an area for changing their baby
NIM01P05 – Policy on Annual Leave during Maternity Leave
This policy is designed to inform employees that their annual leave entitlements continue to accrue throughout maternity leave, and that annual leave cannot be taken during maternity leave.
NIM01P06 – Policy on varying hours of work after maternity leave
This policy outlines the organisations procedure when employees returning from maternity leave wish to request a variation to their contractual hours of work.
NIM01P07 – Contractual Maternity Pay Policy
This policy is used when employers offer enhanced maternity pay, in excess of the statutory levels, as well as outlining to the employees what supports will be provided to them in terms of ante natal time off, and time off for stillbirth or miscarriage.
NIM01C01 – Contract Clause on Enhanced Maternity Pay
This contract clause can be included in employees contracts of employment, outlining enhanced maternity pay entitlements. There are multiple options in this clause for the employer in terms of what requirements they will expect from their employees in order to avail of enhanced maternity pay
NIM01F01 – Form for an employee to request a change to the start date of her maternity leave
This form should be submitted by a pregnant employee who wishes to request that the start date of their maternity leave be changed from a previously agreed date, and should include both the previous start date and the requested new start date
NIM01F02 – Maternity Leave And Pay Notification Form
This form should be filled out by employees that intend to take maternity leave, confirming expected dates of birth/date that maternity is due to start, as well as whether they qualify for statutory or enhanced maternity pay
NIM01F03 – Risk Assessment Form for new and expectant mothers
This risk assessment form should be completed by the organisations risk assessment manager, in order to establish any aspects of the workplace that could be hazardous to a pregnant employee. The form is a questionnaire, with space to detail actions that the employer should take to mitigate the risk identified
NIM01F04 – Form to notify a pregnancy-related absence 4 weeks before the expected week of childbirth (EWC)
This form should be completed by a pregnant employee who is experiencing a pregnancy related illness fewer than 4 weeks from the expected date of childbirth. The submission of this form automatically triggers maternity leave and pay.
NIM01F05 – Form to notify maternity leave has started due to early birth
This form should be submitted by an employee who had requested for maternity leave to begin on some date, but whose child has been born prior to this date, in order for them to request that their maternity leave/pay commence on the day after childbirth.
NIM01L01 – Letter congratulating an employee on the birth of their baby
This letter should be sent to an employee who has just given birth, to send them the organisations best wishes
NIM01L02 – Letter notifying an employee on maternity leave of an internal vacancy
This letter is designed to be sent to an employee that is currently on maternity leave, informing them of a job opening which might be of interest to them, that has become available during their maternity leave
NIM01L03 – Letter outlining the entitlement to statutory maternity pay
This letter should be issued to an employee that has notified the organisation of their intention to take maternity leave. This letter outlines to the employee their entitlements to receive statutory maternity pay
NIH01L01 – Letter rejecting holiday request
This letter can be sent to an employee when an annual leave request is rejected. This letter explains the reason for the rejection.
NIH01L02 – Letter imposing holiday for an employee who has failed to take their full entitlement
This letter can be sent to an employee who has failed to take their full holiday entitlement. The letter requests the employee to book annual leave or the leave will be imposed by the organisation.
NIH01L03 – Letter to an employee requesting they take holidays at a specific time
This letter can be sent employees to remind them to reserve annual leave for specific closure periods such as Christmas.
NIH01L04 – Letter to an employee who has not returned from holidays
This letter can be sent to an employee who has failed to return to from holidays. The letter explains that the current absence is considered unauthorised and requests the employee to contact the organisation.
NIH01L05 – Letter of invitation to a disciplinary hearing due to not returning from holidays
This letter is inviting an employee to a disciplinary hearing due to their failure to return from holidays. This letter should be sent following an investigation.
NIH01L06 – Letter confirming unpaid leave during a period of closure
This letter should be sent to an employee to outline that the organisation has a closure period and the employee will be required to reserve annual leave. This letter outlines that the employee will not be paid as they have no leave remaining.
NIH01L07 – Letter confirming holidays will be taken at a different time due to sickness during holidays
This letter confirms that an employee who was sick whilst on holiday will have their annual leave reinstated.
NIH01L08 – Letter to confirm leave entitlement at the start of the year
This letter can be sent to an employee at the beginning of the year to confirm how much leave the employee has in the current leave year.
NIH01L09 – Letter to notify an employee to take holidays during the notice period
This letter can be sent to an employee to notify them that they are required to take any outstanding annual leave during their notice period.
NIH01L10 – Letter of reminder to employees to reserve their annual leave entitlement
This letter can be sent as reminder to any employee who has not booked annual leave requesting the employee to book their leave.
NIH01L11 – Letter responding to a request for holidays to be paid
This letter can be sent to any employee who ha requested that holiday payment is made instead of taking their leave. This letter outlines the reasons why annual leave must be taken.
NIH01L12 – Letter of response to a request for holidays to be carried over
This letter can be sent in response4 to an employee who has requested that their annual leave is carried over. This policy provides 3 options either approving the leave, declining the request or part approving the leave.
NIH02P02 – Occasional Homeworking Policy
This policy sets out the terms and conditions surrounding homeworking and what is required from employees when working from home. This policy applies to all employees who work from home or who may need to work from home in the future.
NIH02F02 – Homeworking Checklist
This checklist should be reviewed by a line manager when dealing with a request for home working.
NII01P01 – Induction Policy
The purpose of the policy is to outline clearly to all new employees what the policy and procedure is relating to ensuring an effective induction is carried out upon commencement of employment.
NII01H01 – Induction Checklist
This form can be used by new employees to confirm that they have received all necessary information relating to their induction. Once signed the checklist should be stored in the employee’s personnel file.
NII01H02 – How to guide on Inductions
This form can be used to assist in developing an effective induction. This form cove4rs the purpose of a good induction, what should be included in the induction and who should be involved in the induction.
NII01F02 – New Starter Checklist
This form can be used by new employees to confirm that they have received all necessary information relating to their induction. Once signed the checklist should be stored in the employee’s personnel file.
NII01F03 – Mentor/Buddy Checklist
This form can be used when an organisation has implemented a 'buddy system' for new employees. This form should be completed by the buddy and will serve to provide guidance to the buddy on the areas they will cover with the new employee.
NII01F04 – Personal Details Form for New Starter
This form should be completed by all new starters and a copy should be retained securely on their personnel file.
NIG02L19 – Letter confirming that a grievance would not be addressed using the grievance procedure as it was already raised and investigated
This letter should be sent to an employee who is raising a grievance that has already been dealt with in a previous grievance. This letter informs the employee that the new grievance will not be heard due to an investigation having already taken place.
NIG02L20 – Letter confirming that an issue is too minor to be dealt with under the grievance procedure
This letter should be sent to an employee who has raised a grievance to inform the employee that their complaint is considered as too minor to warrant being handled under the organisations grievance procedures.
NIG02L21 – Letter to an employee who retracted a grievance seeking clarification on reasons why
This letter should be sent to an employee who has retracted their grievance, in order to clarify with the employee their reason for retracting their grievance.
NIG02L22 – Letter to employees to confirm a collective grievance investigation will be conducted
This letter should be sent to employees who have raised numerous grievances in relation to the same matter, informing them that their grievance will be considered as a collective grievance
NIG02L23 – Letter to invite an elected representative to a collective grievance hearing
This letter should be sent to the person who was nominated to be the employee representative at a collective grievance hearing, to invite them to attend a collective grievance hearing.
NIG02L24 – Letter confirming the outcome of a collective grievance process
This letter should be issued to all employees that are involved in a collective grievance process, informing them of the outcome of the grievance investigation
NIG02L25 – Letter to invite an elected representative to a collective grievance appeal hearing
This letter should be sent to the person who was nominated to be the employee representative at a collective grievance hearing, to invite them to attend a collective grievance appeal hearing.
NIG02L26 – Letter confirming the outcome of a grievance appeals process
This letter should be issued to all employees that are involved in a collective grievance process, informing them of the outcome of the grievance appeal
NIG02F01 – Form for an employee to raise a grievance
This form should be available to all employees, and should be filled in by any employee that wishes to raise a grievance. This form should include the nature of the grievance as well as the alleged perpetrator
NIG02F02 – Form for an employee to retract a grievance
This form should be available to all employees, and should be used in the instance where an employee would like to retract a grievance that they had previously submitted
NIG02F03 – Form to summarise the management of a grievance process
This form should be used internally, and is for the purpose of keeping track of what steps of the grievance investigation have been completed and which stages are yet to be completed, including which parties are yet to be met with
NIG02F04 – Investigation report form for grievances
This form provides guidance to the practice of investigations and is designed to help Investigation Officers and anyone else delegated to investigate a grievance raised by an employee. This form includes all major steps involved in an investigation
NIG02F05 – Template Form for witness statement
This form provides a template witness statement, which should be filled in with information garnered during a meeting with named witnesses
NIG02F06 – Form for an employee to appeal a grievance decision
This form should be available to all employees, and should be used in the instance where an employee wishes to appeal against the outcome of their grievance. This form should include their grounds for appeal
NIG02H01 – How to guide on the management of employee grievances
This guide covers all the essential information required to carry out a grievance investigation, including expertise on every stage of the process
NIG02S01 – Script for use in grievance appeal meeting
This script can be used in a grievance appeal hearing, and offers guidance to the chair of the appeal meeting on what format the meeting should follow, and includes a sample list of general questions that could be used
NIG02S02 – Script for use in grievance hearing
This script can be used in a grievance hearing, and offers a template guide on how the format of the meeting should be conducted, and includes a sample set of general questions that may be useful to ask in the grievance hearing
NIH01F01 – Holiday Request Form
This form can be completed by an employee who wishes to request annual leave. The form outlines the dates requested and the amount of leave available.
NIH01P01 – Annual Leave Policy
This policy outlines an organisation procedure on annual leave. The policy outlines the procedure for booking leave, carrying leave forward, payment, entitlement and prescribed days.
NIH01F02 – Form for employee to request to have their holiday entitlements carried over
This form should be completed by any employee who wishes to request that annual leave be carried forward if the organisation permits leave to be carried forward. The form includes the reason for the carry over and the amount of leave to be carried over.
NIG01C01 – Contract clause on Garden Leave
This contract clause should be included in each employees contract of employment, explaining the organisations policy on garden leave, and the employees obligations if they are placed on garden leave
NIG01L01 – Letter informing employee of the employer’s intention to impose garden leave
This letter should be issued to an employee that who has either given or been given notice of termination of employment, informing them that they will be placed on garden leave as opposed to working out their notice
NIG02P01 – Grievance Policy
This document outlines to employees the organisations grievance policy, including how to raise a grievance, details of how investigations are carried out, and how the data relating to the grievance will be stored.
NIG02L01 – Letter acknowledging a grievance
This letter should be sent to a staff member that has raised a grievance, informing them that their request has been acknowledged and that an investigation will launch in due course.
NIG02L02 – Invitation to discuss concerns in an informal meeting
This letter should be sent to a staff member that has raised an informal grievance. This letter serves to invite the staff member to a meeting in order to discuss their concerns in an informal setting.
NIG02L03 – Letter acknowledging that the grievance has been resolved informally
This letter should be sent to a staff member that has raised a grievance and has agreed to resolve their grievance following an informal meeting.
NIG02L04 – Invitation to grievance meeting
This letter should be sent to a staff member that has raised a formal grievance. The purpose of this letter is to invite the staff member to attend a formal meeting to discuss the nature of their grievance.
NIG02L05 – Letter informing employee that a grievance has been raised against them by a colleague
This letter should be sent to an employee who has had a grievance raised against them by a colleague. This letter is to inform them that a grievance has been raised against them, and reiterate to them at this point that this is not implying any guilt.
NIG02L06 – Letter inviting an employee to an investigation meeting
This letter should be sent to an employee who it is believed has information which could be useful when carrying out a grievance investigation. This letter invites the employee to attend an investigation meeting, in order to provide the information that they have.
NIG02L07 – Letter inviting an internal witness to a meeting in relation to another employee’s grievance
This letter should be sent to an employee who was named as a witness by their colleague that has raised a grievance. This letter invites the witness to attend a meeting to gather their account on the matters raised in the grievance.
NIG02L08 – Letter inviting alleged perpetrator to attend an investigation meeting
This letter should be sent to an employee who has had a grievance raised against them by a colleague, inviting them to attend an investigation meeting and to provide their version of events.
NIG02L09 – Letter outlining the progress made in the grievance process
This letter should be sent to an employee who has raised a grievance, providing them with an update on the progress of their grievance, for example they should be informed of what steps have been completed and what steps remain to be completed.
NIG02L10 – Letter to an employee who has failed to attend a grievance meeting
This letter should be sent to an employee who has been invited to a grievance meeting so that their grievance could be heard, but failed to attend the meeting. The letter includes two separate courses of action, depending on whether this is the first time they have failed to attend, or if they have failed to attend on multiple occasions.
NIG02L11 – Letter to employee informing them of the outcome of their grievance hearing
This letter should be sent to an employee who has raised a formal grievance, informing them of the outcome of their grievance.
NIG02L12 – Letter to employee who has retracted grievance
This letter should be sent to an employee who has retracted their grievance. This letter contains options for two approaches, the first option is to accept the retraction and stop investigating. The second option is to continue with the investigation due to the serious nature of the allegations.
NIG02L13 – Letter explaining that a new grievance will be dealt with as part of an existing grievance
This letter should be sent to an employee who has an outstanding grievance, but wants to raised another related grievance. This letter informs the employee that the second grievance will be dealt with simultaneously.
NIG02L14 – Letter responding to an ex employee that has raised a grievance
This letter should be sent to a former employee who has raised a grievance after they have left the organisation. This letter informs the former employee that their concerns are being investigated, and they will receive correspondence in due course.
NIG02L16 – Invitation to grievance appeal meeting
This letter should be sent to an employee who has appealed against the outcome of their grievance. The purpose of this letter is to invite them to attend an appeal meeting, so that the grounds for their appeal can be considered.
NIG02L17 – Letter of outcome for a grievance appeal
This letter should be sent to an employee who has appealed against the outcome of their grievance, informing them that a decision has been made in relation to their appeal.
NIG02L18 – Letter requesting an external witness to provide a statement regarding an internal grievance
This letter should be sent to someone who has been named as a witness during a grievance investigation, in the instance where the named witness is not an employee of the organisation. This letter asks if they would mind providing their account in writing.
NIF03F03 – Homeworking Checklist
This checklist outlines a number of standards that must be met in order for a homeworking request to be approved.
NIF03L01 – Letter of invitation to flexible working meeting
This letter should be issued to an employee who has requested flexible working, in order to invite them to attend a meeting to discuss their request.
NIF03L02 – Letter to approve flexible working request
This letter should be issued to an employee who has requested flexible working, and has attended a meeting in relation to their request, informing them that their request for flexible working has been approved.
NIF03L03 – Letter to decline flexible working request
This letter should be issued to an employee who has requested flexible working, and has attended a meeting in relation to their request, informing them that their request for flexible working has been declined.
NIF03L04 – Letter agreeing a trial period of flexible working request
This letter should be issued to an employee who has requested flexible working, and has attended a meeting in relation to their request, informing them that their request for flexible working has been approved for a trial period.
NIF03L05 – Letter agreeing to an extension to trial period of flexible working
This letter should be issued to an employee who is currently on a trial flexible working arrangement in the instance where the employer would like to extend the trial period. The reason for wanting to extend the trial period should be explained to the employee.
NIF03L06 – Invitation to appeal meeting regarding the non-approval of a flexible working request
This letter should be issued to an employee who has had a flexible working arrangement turned down. This letter invites the employee to a meeting where they can outline the basis of their appeal against the decision.
NIF03L07 – Letter upholding an appeal to flexible working request
This letter should be issued to an employee who has appealed against the decision not to approve a flexible working arrangement. The purpose of this letter is to inform them that the their appeal has been upheld.
NIF03L08 – Letter rejecting an appeal to flexible working request
This letter should be issued to an employee who has appealed against the decision not to approve their flexible working request. The purpose of this letter is to tell them that their appeal has been rejected. The letter should explain why their appeal has been rejected.
NIF03L09 – Letter rescheduling a flexible working meeting
This letter should be sent to an employee who is due to attend a flexible working meeting which now must be rescheduled. This letter provides an alternative time/date to hold the meeting.
NIF03L10 – Letter informing employee of eligibility to apply for flexible working request
This letter should be sent to an employee who satisfies the criteria necessary for submitting a flexible working request. This letter simply notifies qualifying employees that they are eligible to request flexible working.
NIF03L11 – Letter informing employee of a delay in the decision-making process of a flexible working request
This letter should be sent to an employee who has request a flexible working arrangement to inform them that there has been a delay in the decision making process in relation to their application.
NIF03L12 – Letter to employee to inform them of their ineligibility to request flexible working
This letter should be sent to an employee who has requested a flexible working arrangement to inform them that they do not meet the appropriate criteria necessary to request flexible working.
NIF03L13 – Letter to employees to inform them of the availability of flexible working
This letter should be issued to all eligible employees to inform them that an opportunity for flexible working arrangement has become available if they wish to apply for it.
NIF03L14 – Letter informing employee of a successful trial period of flexible working
This letter should be sent to an employee who has underwent a successful trial period of flexible working, to inform them that the arrangement will be made permanent.
NIF03L16 – Letter requesting further information on a flexible working request
This letter should be sent to an employee who has submitted a request for flexible working, but did not provide all of the necessary information. This letter asks the employee to provide this missing information.
NIF03S01 – Script for flexible working meeting
This script should be used by the chair of a flexible working meeting. This script provides guidance on how to carry out such a meeting, including some examples of questions that could be asked.
NIF03S02 – Script for flexible working request appeal meeting
This script should be used by the chair of a flexible working appeal meeting. This script provides guidance on how to carry out such a meeting, including some examples of questions that could be asked.
NIF03H01 – How to Guide on how to manage flexible working requests
This how to guide explains how a flexible working request should be handled, including advice on meetings that should be held with employees and criteria that should be considered when considering the request
NIE02F01 – Form for Declaration that Employee Handbook has been received and read
This form should be provided to a new employee at the same time as the employee handbook. The employee should complete this form and return it to the organisation in order to confirm that they have read the handbook.
NIE03P01 – Employee Dress and Presentation Policy
This policy outlines how employees are expected to dress in the workplace. This policy includes options based on whether the employees must wear a uniform, or if they must adhere to a dress code. The policy also covers PPE and employee hygiene.
NIE03H01 – How to Guide to address hygiene issues
This how to guide outlines how to address hygiene issues (Read More)
NIE04L02 – Letter withdrawing job offer based on failure to provide proof of right to work in Great Britain/Northern Ireland
This letter should be sent to a foreign national who had been offered a role at the organisation, informing them that their job offer is being withdrawn on the basis of not providing evidence that they can legally work in Northern Ireland.
NIE04C01 – Contract Clause on permission to work in Great Britain/Northern Ireland
This contract clause should be included in the contract of employees , informing them that they must prove that they are eligible to work in Northern Ireland before commencing employment, and informing them that the onus is on them to keep the employer up to date on the status of their right to work in Northern Ireland.
NIE05P01 – Equal Opportunities Policy (Northern Ireland)
This policy is used to outline the employers commitment to treating staff and job applicants fairly, and providing equal opportunities to all staff. The policy outlines steps that the employer take to eliminate discrimination in the workplace.
NIE05F01 – Equal Opportunities Form (Northern Ireland)
This form should be issued to all employees. It is a brief questionnaire relating to employees gender/sexual orientation/race etc. This form is used to collect this data about employees and applicants, so that discrimination (intentional or inadvertent) can be eliminated when managing the employee.
NIE05P03 – Equal Opportunities statement for job advertisement (Northern Ireland)
This policy should be included in job advertisements to reiterate that the organisation is an equal opportunities employer and is committed to eliminating discrimination in their workplace as well as their recruitment process.
NIF01F01 – Monitoring Form (NI Only)
This form should be issued to all employees upon joining the organisation. The intention of this form is to monitor the number of employees that are of either a Catholic or Protestant background, as well as to monitor the proportion of each gender in the workforce.
NIF01F02 – Record of monitoring information for employees (NI Only)
This form should be used internally, and its purpose is to keep track of the religious background/gender of the organisations current employees.
NIF01F03 – Record of monitoring information for applicants (NI Only)
This form should be used internally, and its purpose is to keep track of the religious background/gender of job applicants.
NIF01H01 – How to Guide on fair employment monitoring in NI
This how to guide gives a breakdown of how to correctly carry out fair employment monitoring in Northern Ireland. This includes information on registering with the equality commission, annual monitoring and periodic reviews.
NIF02L01 – Letter informing an employee whose fixed term contract is due to expire
This letter should be issued to employees who were issued a fixed term contract, informing them that their fixed term is approaching its conclusion. This letter includes information around final payments, and appeals against termination.
NIF02L02 – Letter of offer for fixed term employment
This letter should be issued to a job applicant who has applied for a fixed term position, informing them that they are being offered the position.
NIF02L03 – Letter offering to extend a fixed-term contract
This letter should be issued to an employee who is employed with a fixed term contract, offering them an extension to this fixed term for whatever reason the organisation might wish to pursue such an extension.
NIF03P02 – Flexi-time Policy
This policy outlines the organisations approach to flexi-time working, including how to request it as well as information around mandatory hours, and how to record hours worked.
NIF03P03 – Job Share Policy
This policy outlines how the organisation oversees job-share arrangements. The policy addresses how to apply for a job share.
NIF03P04 – Term-Time Working Policy
This policy outlines the organisations stance of term-time working arrangements. The policy details how to apply for a term-time working arrangement, as well as possible reasons why an employee might not be eligible
NIF03F01 – Form for employee requesting flexible working
This form should be available to all employees, and should be completed by an employee that wishes to submit a flexible working request.
NIF03F02 – Form for employee to withdraw request for flexible working
This form should be available to any employee who has submitted a flexible working request, and should be submitted by the employee in the instance where they wish to withdraw their flexible working request.
NID05L23 – Letter of invitation to an appeal meeting
This letter should be issued to an employee who wishes to appeal the outcome of their disciplinary hearing, inviting them to attend an appeal meeting. This letter should include details of when and where the appeal meeting will take place.
NID05L24 – Letter of outcome of an appeal process
This letter should be issued to an employee who has appealed the outcome of their disciplinary hearing, informing them of the outcome of their appeal.
NID05L25 – Letter of response to a resignation during paid suspension
This letter should be issued to an employee who has resigned while on paid suspension pending a disciplinary investigation. This letter includes options based on whether or not the resigning employee has raised any grievances in their resignation.
NID05L26 – Letter to employee to inform them of a decision that was made in their absence following a disciplinary hearing – written submission provided
This letter should be issued to an employee who was absent for their disciplinary hearing (but provided a written submission) informing them that a decision was made in their absence.
NID05L27 – Letter to Employee’s doctor to confirm if employee is fit to attend an investigation meeting
This letter should be sent to the GP of an employee who is subject to a disciplinary investigation. This letter seeks to establish whether the employee would be well enough to attend an investigation meeting.
NID05L28 – Letter informing absent employee that a disciplinary hearing will proceed in their absence
This letter should be issued to an employee who has not confirmed their intentions to attend a disciplinary hearing, informing them that the meeting will proceed in their absence.
NID05S01 – Script for an Investigation Meeting
Managers can use this script to guide them through the process of conducting an investigation meeting as part of a disciplinary process.
NID05S02 – Script for a disciplinary hearing
Managers can use this script to guide them through the process of conducting a disciplinary hearing, having concluded from the investigation meeting(s) that disciplinary action is warranted.
NID05S03 – Script for an appeal meeting
Managers can use this script to guide them through the process of conducting an appeal meeting, in the case where an employee has appealed against the outcome of their disciplinary findings.
NID05H01 – How to Guide on disciplinary procedure
This guide provides information and guidance on how to carry out a disciplinary procedure in the instance that an employee is believed to have breached the terms of their employment.
NID05F01 – Form for Investigation Report
This form provides guidance on the practice of investigations and is designed to help Investigation Officers and anyone else delegated to investigate allegations of misconduct referred to them by the standards of the Organisation. The investigation should be conducted in line with the disciplinary policy and procedure
NID05F02 – Form for witness statements
This form should be completed to document evidence obtained from a witness during a disciplinary investigation. Template questions are provided, but specific questions in relation to the alleged incident should be prepared prior to the witness interview.
NID05C01 – Contract Clause on the right to suspend an employee pending a disciplinary investigation
This contract clause can be included in employees contracts of employment reserving the right to suspend them pending any future disciplinary investigations
NID05C02 – Contract Clause on the right to exercise normal sickness absence policy during periods of paid suspension
This contract clause can be included in employees contracts of employment, which gives the employer the right to pay sick pay instead of their normal pay to an employee who is suspended on full pay but has notified the employer of illness.
NID05C03 – Contract Clause for disciplinary and dismissal
This contract clause can be included in employees contracts of employment requiring them to familiarise themselves with the organisations disciplinary procedures.
NID06P01 – Dress code policy
This policy covers the topic of work attire, including what constitutes appropriate and inappropriate attire, as well as detailing sanctions for failure to comply with the policy.
NID07P01 – Intoxicants Policy
This policy outlines to employees that the organisation will not tolerate employees being under the influence of alcohol or drugs in the workplace, and reserves the right to carry out drug/alcohol testing in the workplace.
NID07P02 – Drugs and alcohol testing policy
This policy outlines to employees that the organisation reserves the right to test employees for the presence of alcohol or drugs in their system. The policy also explains the sanctions for being under the influence at work, as well as how the test result data is stored in line with data protection regulations.
NIE01P01 – Code of Conduct Policy
This policy provides a framework of standards which employees are expected to uphold while employed at the organisation, such as timekeeping, use of facilities, behaviour outside of work etc.
NIE02H01 – How To Guide for an Employee Handbook
This how to guide is designed to help the organisation in drafting their own employee handbook. This guide includes a template index with examples of policies that would be good practice to include.
NID04L03 – Letter inviting the alleged perpetrator to a meeting to discuss a complaint made against them
This letter should be sent to an employee who has had allegations made against them. The purpose of the meeting is to provide an opportunity for the alleged perpetrator to respond to the allegations.
NID04L04 – Letter inviting a witness to a meeting
This letter should be sent to any employee named as a witness in a Dignity at Work complaint. This letter invites the employee to a meeting to discuss any evidence they may have.
NID04L09 – Letter acknowledging complaint relating to bullying/harassment
This letter acknowledges a complaint raised by an employee and informs them that the will be invited to a meeting in due course.
NID04F01 – Form for an employee who wishes to raise a Grievance
This form can be used by any of the organisation’s employees to submit a complaint about the behaviour of a colleague, his/her manager or a third party, or any other workplace issue.
NID04F02 – Form for a witness
This form should be used to record a witness statement relating to a bullying/harassment workplace investigation. The witness must read, sign and date the statement to reflect their agreement to give evidence.
NID04F03 – Form for an employee who wishes to retract their Bullying/Harassment Complaint
This form should be provided to an employee who has raised a complaint relating to bullying/harassment, but subsequently wishes to withdraw the complaint.
NID04F04 – Form for investigation report
This report should be completed by the person who investigated the allegations. This form will outline the allegations, the witness evidence, any other evidence, the findings of the investigation and the recommendations.
NID04S01 – Script for a formal hearing regarding a bullying or harassment complaint
Managers can use this script to guide them through the process of a formal dignity at work hearing with the person who has raised a complaint.
NID04H01 – How to guide on dealing with bullying or harassment complaints
This guide provides information and guidance on how to deal with complaints of bullying and harassment in the workplace.
NID05P01 – Disciplinary Policy and Procedure
This procedure outlines the disciplinary process that should be followed. The procedure includes the sanctions that can be applied. The process also covers the right to be accompanied, the conduct of disciplinary cases , the right to appeal a decision. and examples of what constitutes gross, major and minor misconduct.
NID05L01 – Letter informing an employee suspected of misconduct that a workplace investigation will take place
This letter should be sent to an employee suspected of misconduct to inform them that a workplace investigation will take place.
NID05L08 – Letter informing an employee that further to investigation no disciplinary proceedings will take place
This letter should be sent o any employee who was suspected of misconduct that following investigation no further action will be taken.
NID05L09 – Letter of invitation to disciplinary hearing
This letter is inviting an alleged perpetrator to a disciplinary hearing following an investigation. The alleged perpetrator should receive all evidence such as minutes and witness statements with this letter. This letter also outlines the employee's right to be accompanied at a disciplinary hearing. An employee should get at least 48 hours notice of a disciplinary hearing.
NID05L15 – Letter confirming the dismissal of an employee for misconduct
This letter should be issued to an employee who has been subject of a disciplinary investigation informing them that they are being dismissed due to misconduct.
NID05L16 – Letter confirming the dismissal of an employee for gross misconduct
This letter should be issued to an employee who has been subject of a disciplinary investigation informing them that they are being dismissed due to gross misconduct.
NID05L17 – Letter confirming a verbal warning
This letter should be issued to an employee who has been subject of a disciplinary investigation informing them that they are receiving a verbal warning
NID05L18 – Letter confirming a written warning
This letter should be issued to an employee who has been subject of a disciplinary investigation informing them that they are receiving a written warning
NID05L19 – Letter confirming a final written Warning
This letter should be issued to an employee who has been subject of a disciplinary investigation informing them that they are receiving a final written warning
NID05L20 – Letter confirming a disciplinary sanction other than a warning or dismissal
This letter should be issued to an employee who has been subject of a disciplinary investigation informing them of the sanction that is being imposed. This letter should be used if the sanction is anything other than a warning or dismissal.
NID05L22 – Letter informing employee that appeal is out of time
This letter should be issued to an employee who has declared that they wish to appeal the outcome of their disciplinary hearing informing them that they did not submit their appeal before the deadline.
NID01H01 – How to Guide on Data Protection Compliance
This guide provides information on how an employer can remain compliant with data protection
NID01L15 – Letter obtaining consent from an employee to access medical information
This letter can be sent to an employee when an employer wishes to obtain their consent to access a medical report on the employee. This letter should be sent to accompany the Consent form to obtain a medical report.
NID01L16 – Letter to Employee’s GP seeking medical information for employment purposes
This letter can be sent to an employee's GP when the employer has obtained consent from the employee to contact the GP directly to obtain a medical opinion on the employee.
NID01C01 – Monitoring of Personal Communications Contract Clause
This clause can be inserted into a contract of employment when employer monitors the communication structures within the organisation.
NID01C02 – Data Protection Contract Clause
This clause should be inserted into a contract of employment. This clauses informs an employee who their information Is processes.
NID02P01 – Policy in the event of a death of an employee
This policy is a point of reference for employees in the event of a death of a colleague. It covers points such as the funeral arrangements and notification of the death.
NID02L01 – Letter to the workforce informing them of the death of a colleague
This letter can be sent to the workforce following the death of an employee. This letter informs employees on the funeral arrangements and offers support to the employees.
NID02L02 – Letter to a family member of an employee who has passed away
This letter can be sent to the family of an employee who has died offering condolences and support.
NID02L03 – Letter informing external contacts about the death of an employee
This letter can be sent to external contacts to inform them of the death of an employee
NID03P01 – Policy on Deductions
This policy outlines when the employer may seek repayment from an employee in the form of a deduction from wages
NID03L02 – Letter to employee requesting for them to agree to a deduction
This letter should be sent to an employee to seek their agreement on the method of how an overpayment will be reimbursed to the employer.
NID03L03 – Letter setting out deductions regarding a loan to an employee
This letter should be sent to any employee who has requested a loan from the employer. The employer should obtain the employee's agreement on the terms of the repayment.
NID03L04 – Letter to existing employee outlining an overpayment and requirement for this to be deducted from final salary
This letter should be sent to any employee who has received an overpayment in their wages. This letter will outline the arrangements for the repayment of the over payment.
NID03L05 – Letter to former employee outlining an overpayment and requirement for this to be deducted from final salary
This letter should be sent to any employee who has left the organisation and received an overpayment. This letter will inform the employee that a deduction will be made from their final salary.
NID03F01 – Form for employee to sign to reflect a deduction from their pay
This form should be completed by an employee who has received an overpayment. This form outlines how the employee will repay the over payment to the employer.
NID03C01 – Contract clause to outline deductions from wages
This clause can be included in a contract of employment. This clause outlines when the employer could make deductions from an employee's pay.
NID04P01 – Dignity at Work Policy and Procedure
The purpose of this policy is to clearly outline the procedure that the organisation will follow for handling allegations of bullying, harassment and sexual harassment in the workplace, and ultimately to prevent any such activity from happening in the workplace
NID04P02 – Mental Health Anti-Harassment and Bullying Policy
The purpose of this policy is to clearly outline the procedure that the organisation will follow for handling allegations of harassment on the grounds of mental health in the workplace, and ultimately to prevent any such activity from happening in the workplace
NID04L01 – Letter of invitation to formal hearing for an employee who has raised a bullying or harassment complaint
This letter should be sent to an employee who has raised allegations of bullying or harassment. This letter outlines the employee's rights during the process.
NID04L02 – Letter re-scheduling a formal hearing for an employee who has raised a bullying or harassment complaint
This letter is offering a second opportunity to an employee who has raised allegations under the Dignity at Work Procedure to attend a hearing.
NID01P06 – Medical Records Privacy Notice
This privacy notice should be given to all employees. It outlines how and why the organisation collects and processes personal data relating to employees medical records data in line with GDPR and the Data Protection Act 2018.
NID01P07 – Subject Access Request Policy
This policy outlines how an organisation deals personal data and explains the organisation’s approach to making a subject access request, and how the organisation ensures compliance with General Data Protection Regulation (GDPR) in relation to the handling of personal data in this regard.
NID01P08 – Data Protection Retention Schedule
This data protection retention schedule outlines the duration for which varying categories of personal data will be held, the purpose of the processing, the format by which it is stored and the legal basis for processing this data.
NID01L01 – Letter Responding to a Subject Access Request providing the requested information
This letter responds to a subject access request and provides a copy of the information that is held and also lets the data subject know how it is processed
NID01L02 – Letter responding to Subject Access Request asking for more information
This letter is responding to a subject access request informing the data subject that the employer will comply with the request however, as the request is complex the employer will need more information.
NID01L03 – Letter extending time to respond to a subject access request
This letter is responding to a subject access request informing the data subject that the employer will comply with the request however, as the request is complex the employer will need more time.
NID01L04 – Letter refusing a subject access request
This letter can be sent to a data subject where the employer perceives the request to be unfounded or excessive. The letter r provides options for the employer to explain their rationale.
NID01L05 – Letter asking for a fee for a subject access request
The employer is not normally permitted to charge a fee for a SARS request. However, if the request is manifestly unfounded or repetitive they may charge a fee.
NID01L06 – Letter informing and individual that incorrect data about them has been rectified
This letter can be sent to a data subject to inform them that their request to have data that was incorrect rectified is complete
NID01L07 – Letter asking for more information from an employee who has requested that data be rectified
This letter can be sent to a data subject who has requested that incorrect data in relation to them is rectified. This letter requests further information on the data to permit the employer to complete the request.
NID01L08 – Letter extending time to respond to an individual’s request to rectify data
This letter requests further time to feal with a subject access request. The reason for the extension is due to the complex nature of the information requested.
NID01L09 – Letter refusing an individual’s request to rectify data
This letter responds to an individual who has requested their data is rectified. This letter refuses the request as it is either excessive or unfounded.
NID01L10 – Letter informing an employee that data about them has been erased
This letter responds to an individual who has requested the erasure of data relating to them. This letter confirms that the employer has completed this request.
NID01L11 – Letter asking for more information from an employee who has requested the erasure of data
This letter responds to an individual who has requested the erasure of data relating to them. This letter confirms that the employer is willing to comply with the request but they need further information.
NID01L12 – Letter extending time to respond to an employee’s request for the erasure of data
This letter responds to an individual who has requested the erasure of data relating to them. This letter confirms that the employer is willing to comply with the request but they need additional time due to the complexity of the information requested.
NID01L13 – Letter refusing an individual’s request for the erasure of data
This letter responds to an individuals request for erasure of their data refusing the request. The letter outlines the reasons for refusal such as the request is excessive or manifestly unfounded.
NID01F01 – Data Protection Impact Assessment Form
This form should be completed whenever the organisation is considering processing personal information of its employees. This firm will identify the impact of the processing and if it is necessary and compliant with GDPR and The Data Protection Act 2018.
NID01F02 – Form for making a subject access request
This form should be completed by an individual who wishes to complete a SARS. This form outlines the information the employee requests and who they should return the form too.
NID01F03 – Form for an individual to request the rectification of incorrect data about them
This form should be completed by individuals who wish to have incorrect data in relation to them rectified. This form outlines the data the employee wishes to have rectified and what they request it is amended to.
NID01F04 – Form for an individual to request the erasure of data about them
This form should be completed by an individual who wishes to have data erased about them. This form requests the employee to let the employer know the reasons for the deletion, the data to be deleted and any supporting information.
NIC02P03 – Using own vehicle for company business policy
This policy can be given to any employee who is required to travel on work related business but who has not been provided with a company vehicle. This policy outlines the rules around an. Employee using their own vehicle, fuel costs and the employee's responsibilities.
NIC02C02 – Contract clause on requiring an employee to hold a drivers license
This clause can be included in the terms and conditions of any employee who is required to drive as part of their job role.
NIC03F01 – NI Compromise Agreement Template
This form should be used as a template when drafting a formal compromise agreement between the employer and the employee, outlining the terms under which both parties have agreed to terminate employment.
NIC03L01 – Letter initiating a compromise agreement (without prejudice) NI
This letter should be sent to an employee with an outstanding issue (e.g. grievance/disciplinary process) which has left irreconcilable differences between the employee and the employer. This letter is to establish the willingness of the employee to engage in a compromise agreement.
NIC03L02 – Letter confirming that employee has been given independent advice before entering into an agreement (NI)
This letter should be sent to an employee as part of a compromise agreement, in order to confirm with the employee that they have received independent legal advice
NIC03F02 – Solicitor’s Agreement/Certificate (NI)
This form should be sent to the legal representative of the employee, and should be signed by the legal representative to confirm that the employee has received independent legal advice.
NIC03L03 – Cover letter to go with compromise agreement (NI)
This letter should be issued to an employee who is being offered a compromise agreement, to seek confirmation that they have sought and received independent legal advice on the compromise agreement.
NIC03H01 – A How To Guide on Compromsie Agreements (NI)
This guide provides all the information required for an employer before initiating a compromise agreement with one of their employees.
NIC03S01 – Template script on how to conduct an initial meeting to initiate a without prejudice process/compromise agreement (NI)
This script provides employers with a guide on how to conduct an initial meeting to discuss a proposed compromise agreement.
NIC04C01 – NI Permanent Contract of Employment
This contract provides a standard contract for permanent employees in NI. This contract includes all the mandatory clauses that are required in a statement of main terms and conditions of employment.
NIC04C07 – NI Post Termination Restrictions
This can be given to employee's where post termination restrictions are applicable this is normally for employees in senior positions. These restrictions cover areas such as non compete and intellectual property.
NIC04L02 – Letter for employee who hasn’t signed their contract of employment
This letter should be issued to any employee that has failed to sign and return their terms and conditions of employment. This letter requests an employee to provide reasons as to why they have not signed their terms.
NIC04H01 – How To Guide on Issuing the Contract of Employment
This guide provides all the information required of anyone who is issuing a contract of employment. This guide provides useful information on each section of the terms and conditions of employment and explains the rationale as to why watch clause should be included.
NIC04L03 – Letter to inform employees of contract updates
This letter can be issued to employees anytime there is an update to their terms and conditions of employment. This letter will accompany the updated contracts and outlines the relevant changes to the employee.
NIC05P01 – Corporate Social Responsibility Policy
This policy covers the environment, community work, education, business relationships and employees.
NIC05P02 – Policy on supporting employees doing volunteer work
This policy outlines the organisations support for employees to undertake voluntary work and the process for employees to follow.
NIC06P01 – COVID-19 Policy
This policy outlines the organisations position ion dealing with COVID-19 in the workplace. This includes working from home, sick pay, sick leave, annual leave short time working and a temporary lay off.
NID01P01 – Data Protection Policy
This policy outlines the employers responsibilities in dealing with Data in the workplace in line with GDPR and the Data Protection Act 2018.
NID01P02 – Policy on processing special category personal data
This policy sets out the organisation's approach to processing special category personal data and criminal records data. It supplements the organisation's data protection policy.
NID01P05 – Contractors Privacy Notice
This privacy notice should be available to all contractors. This policy outlines how the organisation will collect and process an applicants data in line with GDPR and the Data Protection Act 2018.
IEV01L05 – Letter of invitation to consultation meeting to discuss a variation in terms and conditions
This letter can be sent to an employee to invite them to an initial consultation meeting to discuss a proposed change to their terms and conditions. This letter outlines the details of the proposed changes but ensures the employee knows that this is a proposed change only and the organisation is seeking their agreement.
IEW01P01 – Whistleblowing policy
This policy outlines the procedure for employees if they believe that they need to make a ‘protected disclosure’. This policy covers the protection and confidentiality employees are entitled to. In addition this policy outlines the process for raising concerns either internally or externally.
IEW01F01 – Form for employee to make a protected disclosure of information (i.e to whistleblow)
This form can be completed by any employee who wishes to make a proteted disclosure. This form outlines the details of the disclosure and the individuals involved.
IEW01L01 – Letter inviting employee to a meeting to discuss their protected disclosure in person
This letter can be sent to an employee who has made a protected disclosure inviting the employee to a meeting to discuss the matter in detail.
IEW01P02 – Anti bribery policy
This policy covers the organisations rules in relation to the prevention of bribery.The policy outlines the bahaviour expected of employees and the rules around accepting gifts.
IEW02P01 – Work Related Social Events Policy
This policy outlines the expectations of employees at work related social events. This policy clarifies what is considerd a work place event and the conduct expected of employees at such events.
IEY01H01 – Young Persons – Requirement Guide ROU
This guide provides an overview for employing young persons. The guide covers who is classified as a young worker and who is classified as a child worker. This guide provides a summary of the legislation and the entitlements of young persons.
NIA01P01 – Adoption Leave Policy
This policy covers adoptive leave and pay. This policy includes information on an employee's eligibility, rights during adoptive leave, time off for appointments, returning to work and statutory entitlements.
NIA01P02 – Adoption Pay Policy
This policy covers options for organisations that offer enhanced redundancy pay as a benefit to their employee's.
NIA01F01 – Form for an employee to request adoption leave
This form should be completed by an employee who wishes to request a period of adoptive leave. This form should include the expected date for the leave to start, as well as the duration of leave being requested.
NIA01L01 – Letter outlining the entitlement to statutory adoption pay
This letter should be sent as a response to any employee who has provided notice of their intention to take adoption leave. This letter includes the statutory leave entitlements and benefits.
NIA01L02 – Letter of response to an employee who has provided notice for intention to take adoption leave
This letter can be sent to an employee to provide details on their entitlements when on adoptive leave.
NIA01L03 – Letter to employee inviting to a meeting to discuss their return to work from adoption leave
This letter should be sent to any employee that is currently on adoptive leave but is due to return. This letter requests a meeting with the employee to discuss their return to work and to brief them on any updates.
NIA01L04 – Letter to an employee who wishes to amend their adoption leave start date
This letter should be sent as a response to any employee who has requested to change the start date of their adoptive leave. There are 2 options outlined either approving or declining the request.
NIA01L05 – Letter confirming ineligibility to statutory adoption pay
This letter should be issued to any employee who has requested adoption leave but that does not qualify for statutory adoption pay.
NIA01L06 – Letter requesting evidence of eligibility to take adoption leave
This letter is in response to an employee's request to take adoptive leave. This letter outlines the employee's statutory entitlements and also requests that the employee provides evidence of their eligibility to apply for adoptive leave i.e. a certificate of placement.
NIA02P01 – Adverse Weather Policy
This policy outlines the process that an organisation follows in the event of unforeseen extreme weather conditions. This policy covers options that the employer offers in the event of adverse weather conditions.
NIC01P01 – Code of Conduct Policy
This policy covers the basis of what is acceptable proactive within the workplace. This policy should be given to all employees at induction stage and can be tailored to suit the needs of each organisation. Some of the points included in this policy are timekeeping, mobile phone usage, confidentiality and use of facilities.
NIC02C01 – Contract Clause for employees who have been provided with a motor vehicle for work-related purposes
This clause can be included in the terms and conditions of any employee who has been provided with a company vehicle.
NIC02P02 – Policy on mobile telephone use whilst driving
This policy covers the use of mobile phones whilst driving. The policy provides two options. The options include to completely ban mobile phone usage whilst travelling or to permit the use of hand free devices.
IET03L05 – Letter of invitation to an employee to discuss request for training/ study leave
This letter can be sent to an employee who has submitted a request for training or study leave. This letter is inviting the employee to a meeting to discuss the details of the requested leave.
IET04L01 – Due Diligence Information Request Cover Sheet
This is a letter that the transferee (the incoming employer) can send to the transferor (outgoing employer) to request employment information for the employees who are due to be transferred. The letter specifies the documents required such as contracts of employment, personnel files, attendance records, disciplinary and grievance records, leave records and performance files, among other important pieces of employment information.This letter is normally sent as part of the due dilligence process before any agreement is made.
IET04L02 – Letter of Initial Contact TUPE
This letter can be sent by either the transferee or the transferor, and informs affected employees that their employment will be transferred on a certain date, that their terms and conditions will be honoured and that a consultation process will take place.
IET04L03 – Letter Arranging the election of employee representatives
This letter invites employees to elect an employee representative to consult with the employer on their behalf, in advance of a TUPE process.
IET04L04 – Letter of invitation to employee representative to a Tupe consultation meeting
This letter can be used to invite the elected representatives to a consultation meeting to discuss questions/queries/concerns of them and their work colleagues. At this stage the elected representative will have been chosen by colleagues. If there are less than 50 employees and the workforce is not Unionised, this document can be amended to invite employees to individual meetings.
IET04L05 – Letter to employee representative in relation to a Tupe transfer and the start of consultation process
This letter can be used to inform elected representatives that there will be a Transfer of Undertakings and that a consultation process will imminently take place. At this stage the elected representative will have been chosen by colleagues. If there are less than 50 employees and the workforce is not Unionised, this document can be amended to inform individuals rather than elected representatives. Consultation must commence at least 30 days before the transfer.
IET04L06 – Letter to notifying employees TUPE applies
This letter notifies affected employees that their employment will be transferred to another employer, the date of transfer and that a consultation process will take place.
IET04L07 – Letter to employees who did not transfer
This letter informs an employee that their employment did not transfer to another employer because their duties are not wholly or mainly part of the transferred work.
IET04L08 – Cover letter regarding personnel files to transferee
This is a letter that can be used by the transferor (outgoing employer) informing them that the personnel files have been sent and what information is contained within the personnel files.
IET04L09 – Employee letter to confirm an opt out of transfer of undertakings
This template can be used by a transferor whose employee does not wish to transfer and avail of their right to have their terms and conditions of employment honoured. If an employee has expressed a concern that they do not wish to transfer, they must put this in writing in order to prevent a constructive dismissal claim.
IET04L10 – Letter of invitation to a final TUPE consultation meeting
This letter can be used to invite elected representatives to a final consultation meeting. At this stage the elected representative will have been chosen by colleagues. If there are less than 50 employees and the workforce is not Unionised, this document can be amended to invite employees to individual meetings.
IET04F01 – Ballot form for the election of employee representatives for TUPE consultation
This form is provided for affected employees to elect their chosen representative to inform them and consult with the organisation on their behalf during a transfer of undertakings situation.
IET04S01 – Script when announcing to employees they will be affected by a TUPE Transfer
This script can be used for an employer whose business will be transferring to another organisation, meaning that a number of employees will be transferring employment. The script can be used as a guide to ensure employees are initially fully informed as far as possible.
IET04S02 – Script for a TUPE Consultation Meeting
This script can be used for a consultation meeting regarding employees who will be transferring employment. The script can be used as a guide to ensure employees are initially fully informed as far as possible.
IEU01P01 – Policy regarding unpaid leave
This policy outines the organisations procedure for booking unpaid leave. This policy outlines that other leave should be exhausted prior to booking unpaid leave. The policy also covers the process for booking leave the restrictions around unpaid leave.
IEU01F01 – Form for employee to request unpaid leave
This form can be provided to any employee who has requested unpaid leave. This form requests that the employee provides details on the leave such as the dates of the leave and an explanation as to why annual leave could not be used.
IEV01L01 – Letter seeking an employee’s agreement to vary terms and conditions of employment
This letter should be sent following an initial meeting to seek the agreement of an employee to vary their terms and conditions of employment.
IEV01L02 – Letter confirming changes to duties temporarily due to health and safety reasons
This letter can be sent to an employee following a meeting to discuss a temporary change to their terms and conditions on health and safety grounds. This letter outlines the reason for the changes and requests the employee to sign and return a copy.
IEV01L03 – Letter following consultation that no agreement has been reached in varying terms and conditions
This letter can be sent to an employee following an initial consultation meeting outlying that an agreement was not reached. This letter provides two options on how to proceed.
IEV01L04 – Letter confirming variation of terms and conditions after consultation process
This letter can be sent to an employee after an initial consultation meeting outlining that agreement has been reached to change the employees terms and conditions. This letter outlines the terms to be changed and requests the employee sign and return a copy to signify their agreement.
IES06H02 – How to guide on Managing Long Term absence
This guides gives employers guidance on the process of how to effectively manage long-term absence. This can be a very challenging process for employers to manage and it is important that employers are deemed to be fair and reasonable throughout all stages.
IES07P01 – E cigarettes Policy
This policy outlines that the organisation has a ban on the use of e-cigarettes. This policy outlines the reason for the ban.
IES07P02 – Smoking Policy
This policy outlines the organisations smoking policy and outlines where employees are permitted to smoke.
IES08P01 – Social Media Policy
This policy covers the terms of acceptable use of social media in the workplace. The policy outlines the rules around social media use and also covers what action the organisation may take if there is a breach of procedure.
IET01F01 – Exit interview form
This form can be used to complete an exit interview with any employee that has resigned. An exit interview is a valuable tool for gaining information on the reasons for an employees departure. The interview has a number of questions in relation to various factors such as training and development within the workplace
IET01F02 – Checklist for managers conducting exit interviews
An exit interview is not a legal requirement however it can help in identifying staff retention and motivation issues, so that the organisation can put improvement measures in place where necessary and possible. This guide will assist managers in preparing for an exit interview.
IET01L01 – Letter requesting the return of company property from a former employee
This letter can be sent to an employee who has left employment requesting they return company property.
IET01L02 – Letter to former employee who is suspected of being in breach of post termination restrictions
This letter can be sent to a former employee who was subject to post termination restriction and now is suspected to be in breach of these restrictions.
IET02P01 – Time off in lieu policy
This policy confirms the details of taking back hours worked on top of an employee’s basic contracted hours instead of overtime pay. This policy outlines what is considered overtime and the management of time off in lieu (TOIL)
IET03P01 – Training Policy
This policy outlines the organisations approach to the training and development of employees. This policy covers training needs, training agreements and requests for training.
IET03F01 – Training Needs Analysis Form
This form should be completed to assist in identifying training needs for employees. When gaps are identified a plan can be put in place to fulfill the training.
IET03F02 – Training Plan form
This form can be completed to provide a plan for training for a particular employee.
IET03F03 – Training Record Form
This form can be completed for individual employees to record the training they have received. A copy can be retained on their personel file.
IET03F04 – Training Request Form
This form should be completed by an employee when the employee wishes for the employer to sponsor or provide training for them. This form outlines the cost of the training and where the training will be provided.
IET03F06 – Training Agreement Template
There is no legislation surrounding whether an employee is liable to repay training costs upon leaving employment. Many employers lose their return on investment into employees’ development should they leave. It is recommended that employers ask employees to complete a training agreement to ensure they are protected. This training agreement provides detailed information on when the employee will be required to reimburse the employer.
IET03L01 – Letter declining an employee’s request to study/training
This letter can be sent as a follow up to an employee's request for training. This letter outlines the reasons the employer has refused the employee's request.
IET03L02 – Letter requiring an employee to repay training costs should they resign
This letter can be sent to an employee when the employer has agreed to pay for training. This letter outlines that the employee will be required to repay the costs of the training should they resign and provides details of when the reimbursement will apply.
IET03L03 – Letter granting an employee’s request to study or undertake training
This letter should be sent to an employee who has requested to study or undertake training and outlines the terms in which the employer will grant the leave. The letter also includes the option if the employer will pay or not pay for the training.
IET03L04 – Letter following employee’s resignation seeking to recoup training costs
This letter can be sent to an employee who has resigned and there is a training agreement in place to permit the employer to recover costs of training that was paid for the employee. This letter provides details for the reimbursement of the training fees.
IES06L22 – Letter confirming what has been agreed following a long term absence return to work meeting
This letter can be sent to an employee to confirm what was agreed at a return to work meeting after a long-term spell of absence, such as frquency of review meetings and any supports that have been granted.
IES06L23 – Letter confirming what has been agreed following a short term absence return to work meeting
This letter can be sent to an employee to confirm what was agreed at a return to work meeting after a short-term spell of absence, such as confirmation of notification procedures and ensuring that the employee is fit to be back at work.
IES06L24 – Letter to an employee who is on sickness absence to notify the employer of an anticipated return to work date
This letter should be sent to an employee to obtain further information on the duration of their absence and a return to work date. The purpose of the letter is to help the employer plan ahead for the operational needs of their organisation.
IES06L25 – Letter of invitation to discuss the contents of an occupational report
This letter is sent to an employee further to the employer recieving the findings of an occupational health report. The letter invites the employee to a meeting to discuss the findings.
IES06L26 – Letter confirming the outcome of a meeting held to discuss the contents of an occupational report
This letter is to send to an employee to confirm what was agreed further to receipt of an occupational health report. It gives the option for the employee to either return to work or remain absent if they are unfit to return to work. The letter also gives the employer the option to inform the employee if it is a case that there is no liklihood of a return to work, or if they are to return to an alternative role.
IES06L27 – Invitation to formal capability meeting regarding long term absence
This letter invites an employee to a formal capability hearing. This should only be sent after an informal process has been followed; for example a number of absence review meetings and review of medical evidence.
IES06L28 – Outcome of a formal capability meeting regarding long term absence to confirm termination of employment
This letter confirms termination of employment as a result of capability, normally long-term absence, This letter should only be sent to an employee where a formal capability hearing has taken place following a number of informal absence reivew procedures. Employers are advised to proceed with caution and seek legal advice on this procedure to avoid diability discrimination.
IES06L29 – Letter for an employee whose fit note states “may be fit for work”
This letter is to confirm what reasonable accommodations would be required to facilitate an employee's return to work, and whether the reasonable accommodations can be approved or not.
IES06L30 – Letter to an employee arranging a return to work meeting
The letter invites an employee to a return to work meeting and outlines the elements that will be discussed at the meeting such as ensuring the employee is fit to be back at work and the reintegration back into the workplace after a spell of absence.
IES06L31 – Letter requesting an employee to attend a medical assessment prior to returning to work
This letter is for an employer who has concerns that the employee might not be medically fit to return to work. It seeks consent from the employee for a medical report prior to their return to work.
IES06L32 – Letter to employee informing them of holiday accrual and how it is taken after or during sick leave
This letter informs an employee of what annual leave accrual they have after a period of sick leave. The letter outlines the option of the employee submitting a holiday request for their desired dates of holidays, asking the employee to take leave on specific dates or permitting the carry over of holidays to the following holiday year.
IES06P01 – Sickness Policy Ireland
This is a comprehensive sickness absence policy which outlines notification procedures, definitions of short and long term absence, procedures for dealing with short and long term absence, trigger points, medical appointments and return to work interviews, among other important information. It is recommended that all employers have a clear sickness policy so that employees are clear on the procedures.
IES06S01 – Script for a meeting with an employee who has had persistent short-term absenteeism
This script will assist employers with a guide on how to structure a meeting where there are concerns over an employee's persistent short term absenteeism.
IES06S02 – Script for a meeting with an employee is absent long-term
This script outlines the structure of a formal capability meeting that has been a arranged as a result of long-term absence. It will inform employers on the key questions to ask an employee as well as the formal entitlements that an employee has in the case of a formal meeting.
IES06S03 – Script for a formal capability hearing regarding long-term absence
This script will assist employers with a guide on how to structure a meeting whereby an employee is on long-term absence. It covers key points such as what reasonable accommodations should be made and whether the employee would be willing to give consent for a medical report, among other important information.
IES06S04 – Script for an absence meeting with an employee who has cited work-related stress as the reason for absence
This script will give an employer a guide on how to structure a meeting where an employer is absent as a result of work-related stress. It will inform employers on the key questions to ask such as what can be done by the employer to alleviate the stress.
IES06F01 – Sickness self-certification form
A self-cert form is normally completed for a short period of illness i.e. less than 7 consecutive days. It is recommended that this is completed by the employee to record the reasons for absence and other important information such as whether they have visited their GP.
IES06F02 – Return to work interview form Ireland
This return to work form is beneficial to record a return to work meeting and other important information such as whether the employee is fit to be back at work, whether they adhered to the absence notification procedures, if their absence is likely to re-occur and any handover of duties. It is also benefical to record whether the employee has submitted the appropriate medical certification or self-cert, and whether the employee has hit their trigger point and if any further action is required.
IES06F03 – Access to medical reports form Ireland
An employer must provide this form to the employee for completion in the case where they are obtaining consent from the employee to access a medical report, or medical records. It outlines the employee's rights regarding this process. An employee must give consent to an employer in the case they wish to access a medical report.
IES06H01 – How to guide on Managing Short term absence
This guide gives employers practical guidance on how to manage persistent short term absenteeism; such as when to arrange absence review meetings, arrange a medical assessment and letters of concern.
IES05L05 – Letter informing employee of being put on temporary lay-off
This letter can be sent to an employee whose contract permits a temporary lay off. This letter outlines the terms of the lay off and the reasons for the employer implementing a lay off.
IES06L01 – Letter confirming that the organisation will hold off on absence review meeting until further notice
This letter is used to inform an employee that the organisation will hold off on any further contact until the employee has had some time to rest and recover from their illness. It is normally used when an employee is suffereing from a long-term illness.
IES06L02 – Letter confirming with the employee that they will receive occupational sick pay at discretion
This letter should be sent to an employee who is not contractually entitled to sick pay, but where the employer will, at their discretion, pay sick pay on one occasion. It is recommended that the timeframes are stipulated (start and end date of sick pay), in order to protect the employer against any ambiguity and against setting a precedence.
IES06L04 – Letter to employee on long term sick leave asking for their preferred means of keeping in touch
This letter is used to send to an employee who is off on long-term absence, to ascertain how they would prefer to be contacted.
IES06L05 – Letter of Invitation to a welfare review meeting
This letter is used by an employer where there is a concern for an employee's welfare and the employer would like to invite the employee to a meeting to discuss further. The employee to be invited to the meeting can either absent or in work
IES06L06 – Letter arranging a long term absence review meeting at the employee’s home
This letter is used to arrange a home visit with an employee who is on long-term absence. The home visit will be to discuss their absence and obtain further information on the situation. It is recommended that regular absence review meetings are held with employee who is on long-term absence. This letter should be sent and tailored on each occasion of a long-term absence meeting.
IES06L07 – Letter confirming an employee’s return to work after long term absence
This letter is used to send to an employee whose long-term absence is coming to an end, to communicate arrangements for their return to work. It is recommended that this letter is sent in advance of the return to work.
IES06L08 – Letter seeking consent from an employee to access a medical report
This letter is used to send to an employee to seek their consent to obtain a medical report on their condition. An employer is unable to access medical information about an employee without their consent.
IES06L10 – Letter to an employee’s GP requesting a medical report
This letter is only used after the employer has obtained explicit consent from an employee to access a medical report. The letter is used to send to the employee's GP to obtain further information on the employee's condition and what reasonable accommodations need to be made in the workplace to faciliate the employee, among other important information.
IES06L11 – Letter inviting an employee to a short term absence review meeting
This letter is used to send to an employee who has issues of persistent short-term absenteeism. The invitation to the meeting will outline the main points to be discussed at the meeting, with the aim of understanding the reasons for persistent absence. Employers can insert reference to any trigger points or dates of absence within the letter.
IES06L12 – Letter of concern for an employee who is persistently absent for short term spells
This is a letter of concern for an employee who continues to have spells of short term absence and there has been no improvement. The employee would normally not have any underlying medical condition or extenuating circumstances. The letter outlines a timeframe whereby the attendance of the employee will be monitored. It also references potential disciplinary proceedings if improvements in attendance are not forthcoming.
IES06L13 – Letter to an absent employee outlining that occupational sick pay will cease on a certain date
This letter is used for employers to stipulate when occupational sick pay will come to an end so that there is clarity for the employee.
IES06L14 – Letter confirming reasonable accommodations are being made in order to facilitate an employee’s return to work
This letter is normally sent after a discussion has taken place with the employee regarding reasonable accommodations that are recommended to faciliate a return to work. The letter outlines what reasonable accommodations can be implemented by the employer in order to allow the employee to return to work.
IES06L15 – Letter inviting an employee with work related stress to an absence review meeting
This letter is sent to an employee who has notified the employer that they are suffering from work-related stress and absent from work as a result. The letter invites the employee to a meeting to discuss the stressors with an aim to alleviating the stress that the employee is experiencing. It is recommended that work-related stress is addressed as soon as reasonably practicable.
IES06L16 – Letter to an employee to outline that a period of sickness absence where they haven’t submitted medical evidence is considered unauthorised
This letter notifies an employee that their failure to submit a medical certificate has resulted in them being on unauthorised absence, which is unpaid.
IES06L17 – Letter to an employee on unauthorised absence who has made contact with the employer
This letter invites an employee on unauthorised absence to a meeting to discuss their absence and their circumstances. It reminds the employee that their absence is unauthorised and unpaid.
IES06L18 – Letter to an employee on unauthorised absence who has not made contact with the employer
This letter is for an employee who is absent from work and has not made contact with the employer. The letter informs the employee that their continued failure to make contact may be a disciplinary matter and that they should make contact as soon as possible. The letter invites the employee to a meeting to discuss their absence and their circumstances.
IES06L19 – Letter following a short term absence review meeting outlining what has been agreed
This letter should be sent by the employer following a meeting to discuss short-term absence. It confirms what was discussed, what the sickness policy states and what was agreed regarding improvements and the monitoring of the employee's sickness record.
IES06L20 – Letter following a long term absence review meeting outlining the next steps
This letter is used to follow up on a long-term absence meeting to discuss the next steps such as what was agreed, the date of the next meeting and the possibility of obtaining the employee;s consent for a medical report.
IES06L21 – Letter notifying an employee of the consequences of failure to submit medical certificates
This letter can be sent to an employee who is absent for greater than 3 consecutive days, but who has failed to submit any medical certificates. The letter reminds the employee that without submission of medical certificates their absence is unauthorised, without pay and potentially a disciplinary matter.
IER05L05 – Letter to employee who is about to retire wishing them well
This letter can be sent to an employee who is due to retire wishing them well in the future.
IES01P01 – Sabbatical policy
This policy outlines the organisations position to employees taking sabbaticals, and the procedure for this.
IES01L01 – Letter of invitation to discuss request for sabbatical
This letter invites an employee to a meeting following a request for a sabbatical, to discuss the request in further detail and how it would work in practice.
IES01L02 – Letter declining a sabbatical
This letter declines a request for a sabbatical and suggests examples of reasons why it might be declined (in the absence of legislation in this area).
IES01L03 – Letter approving time off for sabbatical
This letter approves a sabbatical and suggests terms and conditions for a sabbatical (in the absence of legislation in this area).
IES01L04 – Letter inviting employee to meeting following Sabbatical Leave to discuss reintegration to the workplace
This letter invites an employee to meeting following Sabbatical Leave to discuss reintegration to the workplace
IES03C01 – Template Contract for Services
This document can be used as the basis for an agreement with a genuine independent contractor, freelance or Consultant. It is intended to be used as a contract for services rather than an employment contract.
IES04L01 – Letter initiating a Settlement agreement (without prejudice)
This form should be used as a template when drafting a formal settlement agreement between the employer and the employee, outlining the terms under which both parties have agreed to terminate employment.
IES04L02 – Letter confirming that employee has been given independent advice before entering into an agreement
This letter should be sent to an employee with an outstanding issue (e.g. grievance/disciplinary process) which has left irreconcilable differences between the employee and the employer. This letter is to establish the willingness of the employee to engage in a settlement agreement.
IES04F02 – Solicitor’s Agreement/Certificate
This letter should be sent to an employee as part of a settlement agreement, in order to confirm with the employee that they have received independent legal advice
IES04L03 – Cover letter to go with settlement agreement
This form should be sent to the legal representative of the employee, and should be signed by the legal representative to confirm that the employee has received independent legal advice.
IES04H01 – A How To Guide on settlement Agreements
This guide provides all the information required for an employer before initiating a compromise agreement with one of their employees.
IES04S01 – Template script on how to conduct an initial meeting to initiate a without prejudice process/settlement agreement
This script provides employers with a guide on how to conduct an initial meeting to discuss a proposed settlement agreement.
IES05P01 – Short time working and Lay Offs Policy
This policy should be inserted into all employment handbooks. This clause outlines when the employer may enforce a temporary lay off or short time working. If this policy is not in a contract of employment / employee handbook the employer will need to consult and seek agreement from an employee prior to a period of temporary lay off or short time working.
IES05C01 – Short Time Working and Lay Off Contract Clause
This clause should be inserted into all employment contracts. This clause outlines when the employer may enforce a temporary lay off or short time working. If this clause is not in a contract of employemnt the employer will need to consult and seek agreement from an employee prior to a period of temporary lay off or short time working.
IES05L01 – Letter informing employee of being put on short time working
This letter can be sent to an employee whose contract permits short time working. This letter outlines the terms of the short time working and the reasons for the employer implementing short time working.
IES05L02 – Letter informing employee that work has become available
This letter can be sent to an employee on a temporary lay off to inform them that some hours have become available and requests the employee to inform the employer if they wish to avail of these hours.
IES05L03 – Letter seeking employee’s agreement to short time working or lay off
This letter can be sent to an employee seeking their agreement to a period of temporary lay off or short time working. This letter can be sent when there is no contractual right to enforce temporary lay off or short time working.
IES05L04 – Letter informing employee of end of short time working or lay off period
This letter can be sent to an employee to inform them that the temporary lay off or short time working has come to an end and that the employee is invited back to work.
IER03L04 – Letter of response to a request for a reference stating employer has a policy of not providing references
This letter responds to a reference request stating that it is the policy of that employer not to provide a reference.
IER03L05 – Letter rejecting an employee due to unsatisfactory references
This letter withdaws a conditional offer of employment due to unsuccessful reference checks.
IER04P01 – Resignation Policy
This policy details the process to be followed by an employee who wishes to resign and gives guidance for managers on the issues to consider before the resignation takes effect. This policy covers notice of resignation, withdrawal of resignation, pay in lieu of notice, garden leave, exit interviews and managing annual.
IER04L01 – Letter of Acceptance of Resignation
This letter can be sent to an employee who has resigned and accepting the employee's resignation.
IER04L02 – Letter to an employee who has resigned in the heat of the moment
The letter should be sent to an employee who has resigned in the heat if the moment. It is important that any employee who has resigned in the heat of the moment is given the opportunity to reconsider.
IER04L03 – Letter to an employee who raised a grievance within resignation letter to ask them to reconsider their resignation
The letter should be sent to an employee who has resigned and within their resignation has raised a grievance. It is important that any employee who has raised a grievance has the opportunity to have their concerns dealt with.
IER04L04 – Letter to an employee who has reconsidered their resignation now accepting their resignation
This letter can be sent as a follow up to an employee who has been given the opportunity to reconsider their resignation but has decided to continue with their resignation. This letter outlines that the organisation will now accept the resignation.
IER04L05 – Letter to employee who has resigned outlining that they will be paid in lieu of notice
This letter can be sent in response to an employee's resignation outlining that the employee will not be required to work their notice and will instead be paid in lieu. It is important that the employee's contract has a PILON clause permitting the employer to enforce this.
IER04L06 – Letter to an employee who has verbally resigned asking them to confirm their intentions
This letter shoud be sent to any employee who has resigned verbally requesting that the employee notify the employer in writing. It is best practice that a resignation is in writing and this will ensure if the employee has any issues that have resulted in the employee's resignation these can be addressed.
IER04L07 – Letter to an employee who has resigned asking them to recover training costs
This letter can be sent to an employee who has resigned seeking to recoup training costs from the employee. This letter outlines the terms under which the employer is seeking to recover the training costs.
IER04L08 – Letter accepting a retraction of resignation
This letter can be sent to an employee who has resigned and wishes to then retract their resignation. This letter is accepting the employee's request.
IER04L09 – Letter to employee who has resigned whilst on suspension
This letter should be sent to an employee who has resigned whilst on suspension. This letter is acknowledging the resignation but also informing the employee if it was not their intention to resign they should contact the organisation immediately.
IER04L10 – Letter to employee with short service who has been on unauthorised absence, accepting and concluding a resignation
This letter can be sent to an employee who is absent without contacting the organisation and who has only a short amount of service. This letter should only be sent after previous efforts to reach the employee have failed.
IER05C01 – Contract Clause on retirement age if it can be objectively justified
This clause can be included in a contract of employment when there is a reason for enforcing a retirement age. In Ireland there is no legislation at present to state that a retirement age cannot be in a contract. Employers should be mindful if the retirement age is not in the contract it cannot be enforced. Employers should always consider if there is a justifiable rationale for including the retirement age otherwise they could face claims of age discrimination
IER05P01 – Retirement policy and procedure
This policy can be used to outline the organisations retirement policy. The policy outlines the process for retirement and provides 2 options. The first option outlines that a retirement age is not enforced and the second option outlines the organisations retirment age.
IER05F01 – Form for an employee to request retirement
This form can be completed by an employee who wishes to notify the organisation of their intention to retire.
IER05L01 – Letter of invitation to discuss employees plan to retire
This letter should be sent to any employee who has notified the organisation of their plan to retire. This letter is inviting the employee to a meeting to discuss their retirement plans.
IER05L02 – Letter announcing an employee’s retirement
This letter can be sent to the wider workforce to announce the retirement of an employee. The employee who is retiring should be notified in advance that the letter will be sent. This letter also provides the option of inviting all employees to a celebratory function to mark the retirement.
IER05L03 – Letter of response to an employee who has notified the employer of their plan to retire
This letter can be sent to an employee to confirm that the employer has received their notification of retirement and will be in touch in relation to the next steps.
IER05L04 – Letter to an employee outlining final payments upon retirement
This letter can be sent to an employee whose retirement has been confirmed. The letter will outline the final repayments due to the employee.
IER02L33 – Letter providing information to Union or Employee Representatives regarding the redundancy process
This letter provides information to employee representatives or trade union reprentatives regarding the collective redundancy process.
IER02L34 – Letter of notification of redundancy with a final consultation meeting
This letter invites an employee to a final consultation meeting and informs them if there are no further considerations that the employer will need to proceed with redundancy.
IER02L35 – Letter of Invitation to redundancy appeal meeting
This letter invites an employee to a formal appeal meeting following their written appeal of a redundancy.
IER02L36 – Letter confirming the outcome of appeal against redundancy
This letter confirms an outcome of a redundancy appeal either overturning the decision of redundancy or upholding the decision of redundancy.
IER02H01 – How to guide on a compliant redundancy process
This how to guide gives employers practical guidance and advice on individual and collective redundancy consultation processes.
IER02S01 – Script for an individual consultation meeting
This script gives a guide on how to structure an individual redundancy consultation meeting.
IER02S02 – Script for a collective consultation meeting
This script gives a guide on how to structure an collective redundancy consultation meeting with either a trade union representative or an employee representative.
IER02S03 – Script of Appeal Meeting
This script gives a guide on how to structure a redundancy appeal meeting.
IER02F01 – Redundancy Calculation Form
This form outlines the mandatory payments that should be paid to an employee following their redundancy, and can be used as a written statement to provide to the employee.
IER02F02 – Election Ballot Form
This form is provided for affected employees to elect their chosen representative to inform them and consult with the organisation on their behalf during a potential redundancy situation.
IER02F03 – Voluntary Redundancy Form
This form can be used by employees who wish to apply for voluntary redundancy.
IER02F04 – Selection Matrix Form
This form can be used as a scoring matrix when selecting individuals for redundancy. It is important that the criteria is relevant to the employer's organisation and the job roles at risk of redundancy.
IER02F05 – Selection Pools Ranking Form
This form can be used to summarise the ranking of employees who have been scored as part of the redundancy selection process.
IER03P01 – Policy on how the organisation manages references
This policy outlines how the reference process is managed; and outlines whether the employer provides the information that has been requested, or only certain information as a standard. It also refers to the retention of such information and what to do if the individual wishes to see a copy of their reference.
IER03C01 – Contract Clause on references
This contract clause outlines that employment is subject to successful references.
IER03F01 – Reference request form
This reference form can be used to send to current or previous employers of a prospective candidate to find out further information on their skills, experience and character.
IER03F02 – Form to seek consent from a candidate to obtain references
This form documents explicit consent from prospective employees to seek references.
IER03L01 – Letter outlining reference policy
This letter outlines an employer's reference policy regarding information that can be provided, for example only job title and dates of employment.
IER03L02 – Letter requesting a reference
This letter can be sent to a former or current employer of a prospective employee seeking a reference.
IER03L03 – Letter providing a reference
This letter outlines reference details for an employee.
IER02L11 – Letter to an employee on maternity leave to inform her that a redundancy consultation process is being carried out
This letter informs an employee who is on maternity leave that her job role is at risk of redundancy and that she will be offered a suitable alternative vacancy, if it is available. It also informs her that a consultation process will be carried out. This is an area of extreme risk as in most cases an employee cannot be made redundant whilst on maternity leave.
IER02L12 – Letter of confirmation of redundancy outlining that an employee is not entitled to a statutory redundancy payment due to under 2 years’ service
This letter informs an employee with under 2 years' service that they will not be entitled to a statutory redundancy payment, as they do not have the requisite length of service
IER02L13 – Letter of confirmation of redundancy outlining that an employee is entitled to a statutory redundancy payment
This letter notifies an employee of termination of employment, by way of redundancy and outlines that the employee is entitled to a statutory redundancy payment
IER02L14 – Letter inviting an employee to a meeting to discuss their application for voluntary redundancy
This letter is a follow up to an application for voluntary redundancy, inviting an employee to a meeting to discuss their application for voluntary redundancy.
IER02L15 – Letter of invitation for a redundant employee to a meeting to discuss alternative employment
This letter invites an employee whos job role is at risk of redundancy to a meeting to discuss a possible alternative job role.
IER02L17 – Letter to employee on maternity leave offering a suitable alternative role
This letter offers an employee who is on materntiy leave and whose job role is at risk of redundancy, a suitable alternative job role.
IER02L18 – Letter of response to an employee on maternity leave who has refused alternative employment
This letter outlines to an employee who is on maternity leave, whose job role is at risk of redundancy and who has been offered suitable alternative employment that if they choose to decline the offer of suitable alternative employment that they will loose their right to a statutory redundancy payment.
IER02L20 – Letter of response to a redundancy claim when there is work available
This letter responds to an employee who has submitted a written claim for a redundancy payment, outlining that work is available and the claim for redundancy is rejected. This notice must be sent to the employee within 7 days of the written claim for redundancy having been made.
IER02L21 – Letter outlining that an employee is not entitled to a redundancy payment following a period of short-time working or lay-off
This letter gives a number of reasons as to why an employee might not be entitled to a redundancy payment following a period of short-time working or lay-off.
IER02L22 – Letter confirming that a trial period of alternative role has been successful
This letter informs an employee of a successful trial period of suitable alternative employment, and confirms that the role will become permanent and redundancy no longer applies.
IER02L23 – Letter withdrawing redundancy due to change in circumstances
This letter informs an employee that a recent notification of termination of employment by way of redundancy is being withdrawn due to a change in circumstances and that the employee will remain in their current role and terms and conditions of employment.
IER02L24 – Letter acknowledging acceptance of offer of alternative employment for an employee on maternity leave
This letter acknowledges acceptance of an employee on maternity leave of an offer of suitable alternative employment
IER02L25 – Letter informing employees that the deadline for voluntary redundancy applications has now passed
This letter informs employees that the deadline for applying for voluntary redundancy has now passed.
IER02L26 – Letter of response to employee feedback suggestions during the consultation process
This is a template letter that can give feedback to an employee who has raised suggestions as to how to avoid a redundancy situation.
IER02L27 – Letter informing affected employees of the scoring criteria that is to be used for redundancy selection
This letter informs affected employees that a scoring matrix will be used for redundancy selection, and specifies what the scoring criteria will be.
IER02L29 – Letter asking employees to take part in a ballot for an employee representative to represent them during a collective redundancy consultation process
Collective redundancy process - this letter is to ask employees to take part in a secret ballot process so that they can vote for an employee representative to consult on their behalf.
IER02L30 – Letter to employee representatives approving the consultation process with employees during a collective redundancy process
Collective redundancy process - this letter informs employee reprentatives of their role in the collective consultation process including the requirement to clearly communicate with all parties.
IER02L31 – Letter of invitation to a Union or Employee Representative to a consultation meeting for collective redundancy process
This letter invites an employee representative or a trade union representative to a collective consultation meeting.
IER02L32 – Letter to employee representatives outlining that no compulsory redundancies are necessary due to voluntary redundancies
This letter informs employee representatives that compulsory redundancies will not take place due to the acceptance of voluntary redundancies.
IER01H01 – Guide for interviews
This guide provides the key factors to ensure that the interview process is compliant and professional. It details the elements to prepare in advance of an interview process, such as questions and questioning techniques, opening and closing the interview, record keeping and giving feedback.
IER01H02 – How to guide when recruiting new employees
This how to guide gives practical advice to employers on how to manage the recruitment and selection process in its entirety; from advrtising the job role, shortlisting, arranging interviews and offers of employment. It focuses on legal compliance, avoiding risk and professionalism of the process.
IER02P01 – Redundancy Policy
This policy outlines the key stages associated with the redundancy process such as reasons for redundancy, the consultation process, the selection process, redeployment, individual and collective redundancy and the appeals process.
IER02P02 – Policy on time off work to search for new employment for employees being made redundant
This policy outlines the company's approach to paid time off to search for alternative employment, after an employee has been notified of redundancy.
IER02P03 – Policy on selection criteria for a redundancy process
This policy outlines how the employer will approach the use of selection criteria within a redundancy process and covers important points such as identifying the selection pool and what scoring criteria can be used.
IER02P04 – Policy on voluntary redundancy
Ths policy outlines the process of voluntary redundancy, such as the application process for voluntary redundancy, accpeting and declining requests for voluntary redundancy and redundancy payments.
IER02P05 – Policy on Contractual Redundancy Pay
This policy can be used by employers who offer enhanced redundancy payments over and above the statutory redundancy amount.
IER02P06 – Policy on the Redundancy Appeals Process
This policy outlines the appeals process after an employee has been dismissed by way of redundancy. An employee who appeals redundancy will be entitled of the right of appeal and a meeting to discuss their grounds for appeal.
IER02P07 – Policy on A Collective Redundancy Process
This policy outlines the collective consultation process, the circumstances which require collective consultation and the rules associated with collective consultation such as the need to elect representatives.
IER02C01 – Contract Clause on Redundancy Rights
This contract clause outlines the employee's right to notice and an appeals procedure should they be dismissed by way of redundancy.
IER02L01 – At risk of redundancy letter
This letter is to be used for an employee whose job role is at risk of redundancy; to inform them the rationale for redundancy and to outline that there will be a consultation process.
IER02L02 – Letter inviting applications for voluntary redundancy
This letter invites employees to apply for voluntary redundancy to avoid having to make compulsory redundancies.
IER02L03 – Letter accepting an application for voluntary redundancy and outlining the details of the package
This letter confirms acceptance of an application for voluntary redundancy and gives details on the redundancy package that will be offered to the employee.
IER02L04 – Invitation to a redundancy consultation meeting
This letter invites an employee whose job role is at risk of redundancy to a consultation meeting as part of the redundancy consultation process.
IER02L05 – Invitation to second redundancy consultation meeting
This letter is to follow up from a first consultation meeting and to invite the employee to a second consultation meeting in order to further consult and give feedback from the first consultation meeting.
IER02L06 – Letter confirming that employee’s job role is no longer at risk of redundancy
This letter confirms that further to a consultation process an employee's job role is no longer at risk of redundancy and that they remain employed on their current terms and conditions of employment.
IER02L07 – Letter informing employees that no redundancies will take place as a result of voluntary redundancies
This letter confirms that due to acceptance of voluntary redundancy applications, the issues have been rectified and there is no longer a need for a compulsory redundancy process.
IER02L08 – Letter informing employees that no redundancies will take place as a result of a change in circumstances
This letter confirms that due to a change in circumstances there is no longer a need for a compulsory redundancy process.
IER02L09 – Letter offering a trial period of alternative employment to an employee who has been made redundant
This letter confirms that alternative employment is being offered on a trial basis to an employee whose job role was at risk of redundancy. It explains the start and end date of the trial period, and that if the trial period is unsuccessful the redundancy of the job role will proceed.
IER02L10 – Letter confirming redundancy following an unsuccessful trial period of alternative employment
This letter follows an unsuccessful trial period of an alternative position and confirms that the employee will now be made redundant. It outlines the employee's redundancy pay (if applicable), notice and holiday entitlements and the entitlement to appeal.
IER01F06 – Shortlisting form
This form provides structure for the shortlisting process and ensures that the shortlisting process is adequately documented. This assists in protecting the employer in justifying recruitment and selection decisions, incase the process is challenged.
IER01F07 – Form for Line Managers to request new staff
This form can be used internally by a HR Department or manager to document the details of a vacancy that is required.
IER01F08 – Template Job Advertisement
This template can be used by an employer when designing a job advertisement.
IER01F09 – Template Job Description
This template job description gives employers a guide on what information to use when outlinine duties and responsibilities of a job role.
IER01F10 – Form of Consent for a Job Applicant to Consent to a Medical Report
This form is used to send to an employee to seek their consent to obtain a medical report . An employer is unable to access medical information without the individual's consent.
IER01F11 – Expenses Form for a Job Applicant
This form cab be used for job applicants to submit any expenses associated with the interviewing process, which are normally pre-agreed.
IER01F12 – Interview Candidate Score Sheet
This is a guide for employers on how to score at interview. Employers are advised to amend the questions accordingly in line with the person
IER01F13 – Interview Schedule Template
specification and the job description of the available role being interviewed for.
IER01F14 – Medical Questionnaire
This form can be completed by a new recruit to obtain any pertinent medical information.This document must only be used after the employer has made an offer of employment to an individual; it should not be sent out with a job application form.
IER01L01 – Letter of Invitation to Interview
This letter invites a job applicant to an interview and outlines the details of the interview such as the date, time and location of interview.
IER01L02 – Letter of offer
This letter can be sent to a successful job applicant who is going to be offered employment. It outlines the terms and conditions of employment that will be offered as well as any conditions relating to the offer such as references and probationary period.
IER01L03 – Rejection Letter for employee after Interviews
This letter can be sent to a job applicant who has attended an interview but has been unsuccessful and will not proceed any further in the recruitment and selection process.
IER01L04 – Letter of Invitation to second Interview
This letter invites a job applicant to a second interview, after they have attended a first interview.
IER01L05 – Letter rejecting an applicant who was not invited to interview
This letter can be sent to a job applicant who has not been successful in proceeding to interview stage.
IER01L06 – Letter responding to a request for feedback from a job applicant
This letter can be used to provide feedback to a job applicant who has been unsuccessful.
IER01L07 – Letter withdrawing a conditional letter of employment
This letter can be used to withdraw a job offer. Note that any withdrawal should not be as a result of any disclosure of a protected characteristic to avoid a discrimination claim.
IER01L08 – Letter informing an applicant that their details will be kept on file for future vacancies (GDPR Compliant)
This letter outlines that a job applicant's details will be kept on file and includes a consent form so that the applicant can give consent to their details being kept on file (GDPR Compliant).
IER01L09 – Letter informing an unsuccessful candidate of a suitable alternative vacancy that they may be interested in
This letter outlines to a job applicant that an alternative vacancy that better suits their skills and qualifications has become available.
IER01L10 – Letter inviting an applicant to an assessment centre
This letter invites a job applicant to an assessment centre as part of the recruitment and selection process. The letter gives the details of the assessment such as the date, time, duration and location; as well as the methods of assessment.
IER01S01 – Format for interviews
This document provides a guide to employers as to what format an inverview should take, and the key elements to prepare for an interview process.
IEP08L06 – Letter of Termination of Employment after a probationary review hearing
This letter informs an employee of termination of employment due to an unsuccessful probationary period after a formal hearing at which the concerns were discussed. The employee is given the right to appeal the decision of termination of employment.
IEP08L07 – Conditional Letter of offer with a probationary period
This letter offers employment with the condition that the employee successfully completes a probationary period.
IEP08L08 – Letter of Invitation to attend probationary appeal hearing
This letter invites an employee to a formal probationary appeal hearing after the employee has appealed the decision of termination of employment by way of an unsuccessful probationary period.
IEP08L09 – Letter of outcome following probationary period appeal
This letter outlines that the outcome of a probationary appeal process in that the original decision has been upheld or overturned.
IEP08F01 – Probationary period assessment form
This form can be used by employers as a guide to review performance/conduct during the probationary period. Employers may wish to amend the detail included accordingly to the job role.
IEP08F02 – Summary Preparation form for employee prior to a probationary review meeting
This form can be used by employees to prepare for their probationary review. It will give the line manager an indication of how the employee feels they have performed during this initial period of employment.
IEP08F03 – Summary Preparation form for line managers prior to a probationary review meeting
This form can be used by line managers in preparation for a probationary review assessment.
IEP08S01 – Script of probationary hearing
This script can be used for a formal probationary review. Employers should bear in mind that the employee must have a probationary clause within their contract of employment, have signed their contract of employment and be within their probationary period in order to exercise termination of employment or an extension of probationary period.
IEP08S02 – Script of Probationary appeal hearing
This script can be used for a formal probationary appeal meeting.
IEP08H01 – How to guide Probationary period
This how to guide outlines the process for managing a probationary period, including an explanation of the purpose of probationary periods, how to manage any concerns during the probationary period, what support should be provided, along with information on confirming the successful completion of a probationary period as well as terminating employment either before completion of the probationary period or at the end of the probationary period.
IEP09P01 – Policy on promotion
This letter can be sent to an employee that has been promoted. This letter outlines the terms of the promotion and provides the option of a trial period in the new position. It is important to remember that an employee who is placed on a trail period could not be dismissed if they were not successful and they would need to return to their original position.
IEP09P02 – Policy on Succession Planning
The purpose of this policy is to outline the organisations approach to employee progression and succession within the organisation. The policy covers training needs analysis and the procedure for succession planning.
IEP09L01 – Letter of offer for an internal promotion
The purpose of this policy is to ensure that the organisation promotes the most suitable employees in a fair and consistent manner free from discrimination. This policy outlines the procedure that will be followed when a job is being advertised.
IER01P01 – Recruitment Policy
This policy outlines the organisations recruitment and selection policy including important information such as equal opportunities, training/promotion, advertising, the application process, screening, interviewing, offers of employment, training, reference checking, medical checks and record keeping.
IER01P02 – New Employee Referral Bonus policy
This policy outlines the procedure for incentivising employees who refer an employee to the organisation. It stipulates eligibility criteria and the reward
IER01F01 – Application Form Sample
This application form can be used as a template.
IER01F02 – Interview record form
This form can be used to record the outcome of an interview process, including any second or third choices. It can also be helpful to formally record the successful candidate’s salary expectations and notice to give. It should be retained with all other interview documentation including score sheets and application forms.
IER01F03 – Reference request Form
This form can be used to seek a reference from a previous employer for a new employee. The form can be sent to the referee or alternatively can be completed via telephone.
IER01F04 – Person specification template
This form can be used to outline the essential and desirable criteria for a vacancy.
IER01F05 – Recruitment checklist
This form can be used internally by a HR department or manager to verify the tasks that are associated with a recruitment process such as advertising, screening, interviews and the various different pieces of correspondence that are required.
IEP07H02 – Performance Management Audit – form needs uploaded again due to mistake
This audit forms assists employers in analysing what gaps they have in their performance management systems and techniques and helps to devise an effective action plan.
IEP07S01 – Script for an Informal Performance Review Meeting
This script can be used for an informal performance review meeting needs to take place, and may potentially lead to a formal capability hearing. Employers should bear in mind that the employee must always have the opportunity to respond to the concerns in an informal context before being invited to a formal capability hearing regarding performance. It is important to be as specific as possible regarding any under-performance. Examples should be used, and nothing new should be raised at the next stage (the formal capability hearing).
IEP07H03 – Key Performance Indicators Examples
This document will assist organisations with suggestions on how to set specific key performance indicators, which will feed into an effective performance management system and help to measure employee performance. Note – every sector is different and you can choose what is relevant to your business.
IEP07F03 – KPI Setting Form
This template form assists managers in setting targets as well as determining how often these will be reviewed and how they will be measured.
IEP07F04 – Daily Team Briefing for effective day-to-day performance management form
This form gives a template guide on how to conduct a daily team briefing.
IEP07L05 – Letter of invitation to a formal capability hearing following an informal performance management process with no improvement
This is a letter of invitation to a formal capability hearing following an informal performance management process with no improvement
IEP07L06 – Letter confirming a formal verbal warning due to under-performance
This is a outcome of a formal capability hearing informing the employee of a verbal warning. Note that this letter should not be issued unless a formal hearing has been completed.
IEP07L07 – Letter confirming a formal written warning due to under-performance
This is an outcome of a formal capability hearing informing the employee of a written warning. Note that this letter should not be issued unless a formal hearing has been completed.
IEP07L08 – Letter confirming a formal final written Warning due to under-performance
This is an outcome of a formal capability hearing informing the employee of a final written warning. Note that this letter should not be issued unless a formal hearing has been completed.
IEP07L09 – Letter confirming a disciplinary sanction other than a warning or dismissal
This is an outcome of a formal capability hearing informing the employee of another sanction other than a warning or dismissal. Note that this letter should not be issued unless a formal hearing has been completed.
IEP07L10 – Letter confirming the dismissal of an employee for under-performance after having followed a performance management or capability procedure
This is a outcome of a formal capability hearing informing the employee of dismissal. Note that this letter should not be issued unless a formal hearing has been completed.
IEP07S02 – Script for a formal capability hearing regarding underperformance
This script can be used for a formal capability meeting regarding underperformance. Employers should bear in mind that the employee must always have the opportunity to respond to the concerns in an informal context before being invited to a formal capability hearing regarding performance. It is important to be as specific as possible regarding any under-performance however as this is a formal meeting, which may result in a formal sanction, all issues of concern that are raised must have already been addressed in an informal context (informal performance review meeting]. The employee must have been invited in writing to this meeting, via formal letter, given the opportunity to be accompanied by a work colleague or a trade union representative and have been given 48 hours’ notice.
IEP07L11 – Letter of invitation to a formal appeal hearing following a capability sanction regarding performance
This is a letter of invitation to a formal appeal hearing following a capability sanction regarding performance
IEP07L12 – Letter of outcome of a performance management appeal process
This is a letter of outcome of a performance management appeal process
IEP08P01 – Probationary Period Policy
This policy is used for employees who are within their probationary period so that there is a process for measuring suitability during this timeframe.
IEP08L01 – Letter to invite an employee to a probationary progress meeting
This letter invites an employee to a probationary review meeting to discuss their progress. This is an informal meeting therefore the employee is not entitled to be accompanied.
IEP08L02 – Letter of formal invitation to probationary review hearing
This is a formal invitation to a probationary review hearing, where a possible outcome is that the employee's employment is terminated by way of an unsuccessful probationary period. The employee would normally be entitled to be accompanied at this meeting and it is advised that a minimum of 48 hours advance notice is given to the employee of the meeting.
IEP08L03 – Letter of extension of probationary period due to illness
This letter informs an employee that their probationary period is being extended due to their sick leave.
IEP08L05 – Letter confirming to employee that they have passed their probation
This letter informs an employee that they have successfully completed their probationary period.
IEP04L06 – Letter confirming that a salary increase is not approved following a request
This letter can be sent to an employee following a request to increase their salary. This letter outlines that the request is not granted and provides various options for why the request was declined.
IEP04L07 – Letter confirming that a deduction has been made from the final wages of an employee
This letter can be sent to an employee outlining that a deduction will be made from their final pay. This letter should only be sent when there is a contractual obligation to permit a deduction from wages.
IEP04L08 – Letter of confirmation that a performance related bonus has been paid
This letter can be sent to an employee confirming that a performance related bonus will be paid. The letter outlines when the payment will be paid and how the bonus is calculated.
IEP04L09 – Letter of confirmation that a performance related bonus has not been paid – outlining reasons why
This letter can be sent to an employee outlining that a performance related bonus will not be paid. The letter outlines the reason as to why the bonus will not be paid.
IEP04L10 – Letter to inform an employee that they have been overpaid in error
This letter can be sent to an employee that has been overpaid in error. This letter requests that the employee notify the organisation how they would like to repay the overpayment.
IEP04L11 – Letter to inform a former employee that they have been overpaid in error
This letter can be sent to a former employee outlining that they have been overpaid in error. This letter requests that the employee repay the overpaid amount. This letter provides 2 options either to repay in the final payment or to repay by other means.
IEP04L12 – Letter of confirmation that financial assistance will be provided following relocation
This letter can be sent to an employee who is relocating and will be availing of the organisations relocation policy. This letter provides various options for relocation assistance.
IEP06P01 – Performance apprasial policy
The performance appraisal is an extremely effective tool in the performance management process. This policy outlines the organisation procedure for appraisals. The policy covers areas such as features of the appraisal, guidance for the manger and the employee, outcomes from the appraisal and record keeping.
IEP06F01 – Performance appraisal form
This form can be used to appraisee an employee's performance. This form is first completed by the employee and then completed by the line manager. The form includes a rating system for both the employee and line manager to rate performance.
IEP06L01 – Letter confirming agreements made following performance appraisal
The performance appraisal should be an overview of performance and an opportunity to provide constructive feedback as well as recognize work well done by the employee. It should not be held in an investigatory context or followed up with a notification of concern. However, if there are areas of concern, areas of improvement can be agreed upon. This letter can be used to outline the concerns to the employee.
IEP06F02 – Checklist for performance appraisal
If a line manager fails to prepare properly for an appraisal interview, the employee being interviewed will quickly sense and resent this. This guide provides the essential do' and don'ts for the line manager.
IEP06F03 – Action Plan following appraisal
This form should only be used for Employees undergoing an annual appraisal. This form details the objectives agreed for the year ahead.
IEP06H01 – How to guide on how to conduct a performance appraisal
This how to guide gives employers and line managers some helpful tips on how to conduct an effective performance appraisal process, ensuring that the process is productive, constructive and positive for the employee and not a ‘tick-box exercise.
IEP06F04 – Training Needs Analysis for use at Appraisal
This form can be used following an appraisal whereby training issues were identified at the appraisal. This form can be completed to agree the training needs and when and who will provide the training.
IEP06F06 – Training Record Form for use at Appraisal
This form can be completed to record training agreed at the annual appraisal.
IEP07P01 – Performance Management policy
This policy should be used when an employee's performance has been identified as falling below an acceptable level. Its purpose is to provide a framework for resolving the issue, ideally through the improvement of the employee's performance. As a last resort, the policy specifies the circumstances in which the employee may be redeployed to more suitable work or dismissed on the ground of capability.
IEP07L01 – Letter of concern performance management
This letter should be provided to an employee after an informal performance improvement meeting. This is not a formal warning but will provide clarity to an employee in a documented way, that any further underperformance may lead to formal disciplinary action.
IEP07H01 – How to guide Performance Management
This guide gives employers practical information on how to manage day to day performance. It focuses on basic but effective tools that support good performance management; such as setting basic standards, expectations and targets followed by regular feedback and communication.
IEP07L04 – Letter rescheduling an informal performance review meeting to discuss concerns
This is letter to reschedule an informal invitation to a performance review meeting to discuss concerns regarding performance.
IEP03L03 – Letter to an employee confirming entitlement to paternity leave but not to paternity pay
This letter outlines reasons why an employee is entitled to statutory paternity leave, but not Company paternity pay.
IEP03L04 – Letter to an employee whose child dies after birth outlining their rights
This letter outlines an employee's rights to paternity leave after the death of a child after birth.
IEP03L05 – Letter of condolence following stillbirth/miscarriage
This letter offers an employee condolences and support after a stillbirth, or miscarriage.
IEP03L06 – Letter explaining the entitlements to paternity leave and pay
This letter gives general information on statutory paternity leave and pay.
IEP03L07 – Letter seeking further information on a paternity leave request
This letter requests further information from an employee on their request for paternity leave.
IEP04P01 – Employee of the month Policy
The purpose of this policy is to clearly outline the policy and procedure surrounding the organisations “employee of the month” scheme. This policy can be an excellent way for an employer to demonstrate their appreciation for their employees. This can also serve to motivate empoloyees.
IEP04P02 – Employee suggestion scheme policy
Many employees will have very helpful suggestions and ideas, and an employee suggestion sceme can be an excellent way of recognising these suggestions. This policy outlines how suggestions are dealt with and it outlines that suugestions may/may not be implemented by the organisation
IEP04P03 – Reward Policy
This policy outlines the provision of rewards and benefits for employees. This policy covers areas such as job evaluation, pay grades, salary, bonus, pension and other benefits.
IEP04P04 – Bonus Policy
The purpose of this policy is to provide clarity to employees of how they can successfully avail of the organisations bonus scheme. This policy covers eligibility, the terms of a bonus and the different types of bonus available.
IEP04P05 – Relocation Policy
This policy outlines the organisations approach to assistance for employees who are required to relocate for work-related purposes. This policy outlines the eligibility for relocation assistance and the type pf assistance available.
IEP04P06 – Job Evaluation Policy
The purpose of this policy is to provide clarity on the job evaluation process within the organisation. This policy clearly outlines the process of the organisation will follow when evaluating a job role.
IEP04C01 – Commission contract clause
This clause should be included in the contract of any employee where there is a commission payment as part of their terms and conditions of employment. This clause outlines the terms of the commission payment.
IEP04C03 – Bonuses and Expenses Contract Clause for senior employees
This clause can be included in the contract of senior employees. This clause outlines various expenses that may be included in the clause of a senior employee.
IEP04F01 – Form for an employee to signify their acceptance of a deduction from wages
This form should be completed by an employee to sinify their consent to a deduction from theior wages. A deduction can be made with an employee's agreement and therefore it is important to have consent on file prior to a deduction being made.
IEP04F02 – Salary Sacrifice Deduction Form
This form should be completed when an employee has requested a salary sacrifice and this has been agreed by the employer.
IEP04L01 – Letter outlining a salary sacrifice
This letter should be sent to an employee when a salary sacrifice has been agreed. This letter outlines the terms of the salary sacrifice.
IEP04L02 – Letter outlining a pay freeze
This letter can be sent following a pay review to inform the employees that their salary will not be increased and there will be a pay freeze. This letter outlines the rationale for the decision by the company.
IEP04L03 – Letter to seek agreement from an existing employee to make a deduction from pay
This letter can be sent to an existing employee to seek their agreement to making a deduction from their pay. The letter provides the employee with 2 options either to pay in installments or in one payment. It is important to remember that unless there is a contractual arrangement in place any deduction from wages without agreement could be deemed unlawful deduction of wages.
IEP04L04 – Letter to seek agreement from a former employee to make a deduction from pay
This letter can be sent to an former employee to seek their agreement to making a deduction from their pay. The letter provides the employee with 2 options either to pay from their final wages or to pay be other means. It is important to remember that unless there is a contractual arrangement in place any deduction from wages without agreement could be deemed unlawful deduction of wages.
IEP04L05 – Letter confirming a salary increase
This letter can be sent to an employee who will receive a pay increase. The employee should return a signed copy which can be retained on their file.
IEP01L02 – Letter informing an employee that they are not eligible for parent’s leave
This letter outlines the reasons why an employee may not be eligible for parents leave and informs them that parents leave is not approved.
IEP01L03 – Letter explaining the entitlement to take parent’s leave
This letter explains parents leave entitlements such as the duration of parents leave, eligibility criteria, notification requirements and other important information.
IEP01C01 – Contract Clause on Parent’s Leave
This clause outlines the employee's right to request and take parents leave. It informs employees of eligibility criteria.
IEP02F01 – Form for an employee to request Parental Leave
This form can be used to request parental leave and requests key information such as dates and duration of the parental leave request.
IEP02F02 – Form to show the balance of parental leave
This form can record the balance left on an employee's parental leave record.
IEP02C01 – Contract Clause on parental leave
This clause outlines the employee's right to request and take statutory parental leave. It informs employees of eligibility criteria.
IEP02L01 – Letter informing an employee that they are not eligible for parental leave
This letter outlines the reasons why an employee may not be eligible for statutory parental leave and informs them that parental leave is not approved.
IEP02L02 – Letter authorising the employee’s request of parental leave
This letter authorises parental leave and outlines the agreed arrangements such as the start and end date of parental leave, and that it is unpaid time off.
IEP02L03 – Letter to an employee postponing a period of parental leave
This letter confirms that parental leave will be postponed and outlines the reasons for the postponement. Statutory parental leave can be postponed for up to 6 months after the original date which the employee requested the leave.
IEP02L04 – Letter explaining the entitlement to take parental leave
This letter explains statutory parental leave entitlements such as the duration of parental leave, eligibility criteria, notification requirements and other important information.
IEP02P01 – Parental leave policy
The purpose of this policy is to outline the organisations position regarding the taking of parental leave; including eligibility, notification requirements and evidence required. Parental leave is available for both natural and adoptive parents, and is unpaid.
IEP03P01 – Paternity leave policy
This policy outlines the employer's procedure for expectant fathers in relation to paternity leave; including the procedure relating to eligibility, notification and entitlements during such leave.
IEP03P02 – Policy on time off for fathers/partners for ante-natal appointments
This policy outlines the employer's policy on time off for fathers or partners for ante-natal appointments.
IEP03C01 – Contract Clause on Paternity Leave and Pay
This contract clause outlines terms and conditions associated with paternity leave such as duration, pay and notification requirements.
IEP03C02 – Contract Clause on Enhanced Paternity Leave and Pay
This contract clause outlines conditions surrounding paid paternity leave, and any eligibility criteria associated with this.
IEP03L01 – Letter informing employee that they are not eligible for paternity leave
This letter outlines why an employee may not be entitled to paternity leave, and gives examples of reasons why this would be the case.
IEP03F01 – Form requesting paternity leave in respect of an adoption
This form can be used to request paternity leave in the case of adoption.
IEP03F02 – Form requesting paternity leave in respect of a childbirth
This form can be used to request paternity leave in the case of chidbirth.
IEP03F03 – Form for fathers/partners requesting time off to attend ante-natal appointments
This form can be used by expectant fathers to request time off for ante-natal appointments. The time off is capped at a once off right to 2 classes immediately prior to the birth.
IEP03L02 – Letter accepting paternity leave request
This letter can be used to accept a request for paternity leave, and outline the dates and other details.
IEM01L37 – Letter to employee outlining entitlement to time off for fertility (IVF) treatment
This letter can be sent in response to an employee who has requested time off for IVF treatment. This letter outlines that the employee could avail of either annual leave or unpaid time off. There is no statutory right for paid time off for IVF treatment.
IEM02P01 – Mediation Policy
This policy outlines the procedure to be followed when two or more employees have agreed to mediation. This policy outlines the process of mediation, when mediation can be used, what happens if mediation is not used and circumstances when mediation should not be used.
IEM02F01 – Mediation Referral Form
This form can be used to send to an independent mediator when mediation has been agreed. This form proves details on the participants and the information available.
IEM02F02 – Declaration Form to signify an employee’s acceptance of a mediation process to resolve a dispute
This form should be completed by an employee to signify if they are willing or not to partake in mediation.
IEM02S01 – Script for Mediation Meeting
This template script can be used by a trained mediator as a guide for the mediation process.
IEM02L01 – Letter to employee offering a mediation process to resolve a dispute
This letter can be sent to an employee where mediation is considered an appropriate option for resloving a dispute. This letter outlines the process of mediation and requests the employee to sign and return a copy either agreeing to or rejecting the process.
IEM02L02 – Letter inviting an employee to a mediation meeting after obtaining agreement
This letter can be sent to an employee who has agreed to mediation to attempt to resolve an outstanding dispute. This letter outlines the details of when and where the mediation will take place.
IEM02L03 – Letter confirming a positive outcome of a mediation process and next steps
This letter can be sent to the participants of a mediation process. This letter outlines that mediation was sucessful and details the points which were agreed at mediation.
IEM02L04 – Letter confirming an unsuccessful outcome of a mediation process and next steps
This letter can be sent to the participants of mediation outlineg that mediation failed to resolve the dispute. This letter will outline the next steps.
IEM02L05 – Letter to employee who has declined mediation
This letter can be sent to an employee who has declined to partake in mediation. This letter outlines the next steps in the process.
IEM03P01 – Mobile Phone Policy
This policy outlines an employee's responsibilities in respect of mobile telephones provided by the organisation and the rules relating to the use of personal mobile phones at work.
IEM03P02 – Policy on mobile phone use when driving
This policy outlines the organisations rules on the use of mobile phones when in a vehicle and driving, during working hours.
IEM03F01 – Form for employee to sign to confirm that they have been provided with a mobile phone
This form can be given to any employee who has been provided with a company phone. This form should be completed by the employee to confirm that they have received the mobile phone.
IEM03C01 – Mobile Phone Contract Clause
This clause can be included in the contracts of any employee that has been provided with a mobile phone by their employer. This clause outline the acceptable usage of the mobile phone and has a number of options for the employer.
IEM03L01 – Letter of reminder to an employee that a mobile phone is for work-related purposes only
This letter can be sent to any employee who has breached the terms of the mobile phone policy and used their work mobile or personal use. This letter serves as a reminder to the employee that personal use is not permitted.
IEM03L02 – Letter of concern to an employee who has been excessively using mobile phone for personal use
This letter can be sent to any employee who has excessively used their work mobile for personal use. This letter is not a formal sanction but will serve as a reminder to the employee that they have breached the organisation's procedures.
IEM03F02 – Form for deducting money from an employee’s wages due to excessive mobile phone usage
This form should be completed by an employee who has excessively used their company mobile phone for personal use. This form when completed and signed by the employee will permit the employer to deduct the excess costs from the employee's wages.
IEP01P01 – Parent’s Leave Policy
The purpose of this policy is to outline the organisations position regarding the taking of parents leave; including eligibility, notification requirements and evidence required.
IEP01F01 – Form to request Parent’s Leave
This form can be used to request parents leave.
IEP01L01 – Letter accepting parent’s leave request
This letter authorises parents leave and outlines the agreed arrangements such as the start and end date of parents leave, and that it is unpaid time off.
IEM01L15 – Letter authorising reduced/different hours upon return to work from maternity leave
This letter can be sent to an employee who has requested a change to their hours of work following their maternity leave. This letter can be sent to an employee following a meeting confirming that their request has been granted. This letter outlines to the employee that the change represents a permanent change to the terms and conditions of their employment.
IEM01L16 – Letter offering a suitable alternative role during breastfeeding due to health and safety reasons
This letter can be sent to a breastfeeding employee after a risk assessment whereby a risk has been identified. This letter offers the employee a temporary change of job role whilst she is breastfeeding. This letter requests the employee signs to conform her agreement with this change.
IEM01L17 – Letter to an employee who wishes to amend her maternity leave start date
This letter can be sent to an employee who wishes to change her maternity leave start date. This letter provides 2 options either granting or declining the request.
IEM01L18 – Letter notifying an employee that insufficient notice has been given to end maternity leave and return to work
This letter can be sent to an employee who wishes to end her maternity leave early and return to work. This letter offers 2 options either granting or declining the request. It is important to note that the request can only be declined in the case that the employee has not provided the required notice.
IEM01L19 – Letter of invitation to a pre-maternity leave meeting
This letter can be sent to an employee who is due to go on maternity leave. This letter requests a meeting with the employee to discuss her leave, her return to work dates, annual leave and any other questions.
IEM01L20 – Letter of invitation to meeting to discuss a pregnancy-related risk assessment
This letter can be sent to a pregnant employee following a risk assessment. This letter outlines requests to meet the employee to discuss the risk assessment.
IEM01L22 – Letter of explanation of maternity rights to employee whose baby dies after birth
This letter can be sent to an employee who has suffered the lose of their baby after birth. This letter offers condolences and also outlines the employee's maternity rights.
IEM01L23 – Letter approving an amendment to duties following a period of maternity leave
This letter can be sent to an employee who has requested changes to their role following maternity leave. This letter provides a number of options either approving the change permanently, approving the leave on a temporary basis or offering a trial first.
IEM01L24 – Letter approving a phased return to work following maternity leave
This letter can be sent to an employee who has requested a phased return to work following maternity leave. This letter outlines the details of the phased return.
IEM01L25 – Letter confirming revised maternity start and end dates following a premature birth
This letter can be sent to an employee who has given birth early outlining her maternity leave commencement and termination dates.
IEM01L26 – Letter to confirm an employee’s intentions regarding her return to work
This letter can be sent to an employee to confirm her return to work date and any outstanding annual leave entitlements.
IEM01L27 – Letter to a new mother outlining consequences of non-acceptance of alternative duties
This letter can be sent to a new mother following a risk assessment. If the risk assessment has identified a risk and alternative duties have been offered to the employee but she has not accepted, then this letter can be sent. This letter outlines the consequences of non acceptance of the alternative duties.
IEM01L28 – Letter confirming date of return to work after maternity leave
This letter can be sent to an employee to confirm her return to work date.
IEM01L29 – Letter to a pregnant employee outlining consequences of non-acceptance of alternative duties
This letter can be sent to a pregnant employee following a risk assessment. If the risk assessment has identified a risk and alternative duties have been offered to the employee but she has not accepted, then this letter can be sent. This letter outlines the consequences of non acceptance of the alternative duties.
IEM01L31 – Letter confirming a summary of maternity leave and pay entitlements
This letter can be sent to a pregnant employee in response to her notifying her manager that she is pregnant. This letter outlines the entitlements of the employee to maternity leave, maternity pay, ante natal care, internal vacancies and returning to work.
IEM01L32 – Letter following up with an employee who has not returned to work at the end of maternity leave
This letter can be sent to an employee who has not returned from maternity leave and has not communicated with the organisation in relation to this.
IEM01L33 – Letter informing an employee on maternity leave of any changes that might affect her
This letter can be sent to an employee who is currently on maternity leave and there are changes within the workplace which may affect the employee. This letter informs the employee of the changes.
IEM01L34 – Letter responding to holiday requests before or after maternity leave
This letter can be sent to an employee in response to a request to take annual leave either prior to maternity leave or after maternity leave.
IEM01L35 – Letter confirming receipt of confirmation of pregnancy
This letter can be sent in response an employee has notified the organisation of her pregnancy
IEM01L36 – Letter to employee following successful fertility (IVF) Treatment
This letter can be sent to an employee following successful IVF treatment outlining the organisations maternity policy.
IEM01P06 – Policy on varying hours of work after maternity leave
This policy outlines the organisations procedure when employees returning from maternity leave wish to request a variation to their contractual hours of work.
IEM01P07 – Contractual Maternity Pay Policy
This contract clause can be included in employees contracts of employment, outlining enhanced maternity pay entitlements. There are multiple options in this clause for the employer in terms of what requirements they will expect from their employees in order to avail of enhanced maternity pay
IEM01C01 – Contract Clause on Enhanced Maternity Pay
This form should be submitted by a pregnant employee who wishes to request that the start date of their maternity leave be changed from a previously agreed date, and should include both the previous start date and the requested new start date
IEM01F01 – Form for an employee to request a change to the start date of her maternity leave
This form should be filled out by employees that intend to take maternity leave, confirming expected dates of birth/date that maternity is due to start, as well as whether they qualify for statutory or enhanced maternity pay
IEM01F02 – Maternity Leave and Pay notification form
This risk assessment form should be completed by the organisations risk assessment manager, in order to establish any aspects of the workplace that could be hazardous to a pregnant employee. The form is a questionnaire, with space to detail actions that the employer should take to mitigate the risk identified
IEM01F03 – Risk Assessment Form for new and expectant mothers
This form should be completed by a competent person to risk assess new mothers and pregnant employees.
IEM01F04 – Form to notify maternity leave has started due to early birth
This form should be submitted by an employee who had requested for maternity leave to begin on some date, but whose child has been born prior to this date, in order for them to request that their maternity leave/pay commence on the day after childbirth.
IEM01L01 – Letter congratulating an employee on the birth of their baby
This letter should be sent to an employee who has just given birth, to send them the organisations best wishes
IEM01L02 – Letter notifying an employee on maternity leave of an internal vacancy
This letter is designed to be sent to an employee that is currently on maternity leave, informing them of a job opening which might be of interest to them, that has become available during their maternity leave
IEM01L03 – Letter outlining the entitlement to statutory maternity pay
This letter should be issued to an employee that has notified the organisation of their intention to take maternity leave. This letter outlines to the employee their entitlements to receive statutory maternity pay
IEM01L04 – Letter offering a suitable alternative role during pregnancy due to health and safety reasons
This letter informs a pregnant employee that a risk assessment was carried out and that it is not considered safe for them to continue in their role while pregnant. The letter instead provides details of a suitable alternative role.
IEM01L05 – Letter of response to an employee who has requested time off to attend an ante natal appointment
This letter can be sent to an employee who has requested time off to attend an ante natal appointment. The letter confirms the request and also notes that the time off will be paid.
IEM01L06 – Letter to an employee who is not returning to work following her maternity leave
This letter can be sent to an employee who has submitted their resignation whilst on maternity leave. This letter accepts the employee's resignation and outlines details of final pay.
IEM01L07 – Letter of response to an employee who has provided notice for her intention to take maternity leave
This letter can be sent to an employee why has notifying the organisation of her intention to take maternity leave. This letter outlines details on both leave and pay entitlements.
IEM01L08 – Letter suspending a pregnant employee or a new mother on health and safety grounds
This letter can be sent to a pregnant employee following a health and safety risk assessment. If the risk assessment has identified the employee's current role as a risk then the employee needs to be offered alternative work or be suspended on full pay if there is no other suitable work available.
IEM01L09 – Letter explaining the rights of an employee who suffered a miscarriage before 24 weeks of pregnancy
This letter can be sent to an employee who has suffered a miscarriage before 24 weeks of pregnancy. This letter outlines the employee's entitlements. An employee who suffers a miscarriage before 24 weeks of pregnancy is not entitled to maternity leave.
IEM01L11 – Offer of temporary employment to cover maternity leave
This letter offers a job candidate a fixed term contract of employment for the purposes of covering maternity leave. This job offer includes the relevant legislation required in Ireland for Fixed term contracts.
IEM01L12 – Letter to employee inviting to meeting to discuss their return to work
This letter can be sent to an employee who is due to return to work from maternity leave. This letter invites the employee to a meeting prior to their return to discuss the return to work. It is good practice for an employer to meet with an employee prior to her return to work.
IEM01L13 – Letter of condolence following stillbirth/miscarriage
This letter can be sent on behalf of the organisation to offer condolences to an employee who has suffered a miscarriage or still birth.
IEH01L07 – Letter confirming holidays will be taken at a different time due to sickness during holidays
This letter confirms that an employee who was sick whilst on holiday will have their annual leave reinstated.
IEH01L08 – Letter to confirm leave entitlement at the start of the year
This letter can be sent to an employee at the beginning of the year to confirm how much leave the employee has in the current leave year.
IEH01L09 – Letter to notify an employee to take holidays during the notice period
This letter can be sent to an employee to notify them that they are required to take any outstanding annual leave during their notice period.
IEH01L10 – Letter of reminder to employees to reserve their annual leave entitlement
This letter can be sent as reminder to any employee who has not booked annual leave requesting the employee to book their leave.
IEH01L11 – Letter responding to a request for holidays to be paid
This letter can be sent to any employee who has requested that holiday payment is made instead of taking their leave. This letter outlines the reasons why annual leave must be taken.
IEH01L12 – Letter of response to a request for holidays to be carried over
This letter can be sent in response to an employee who has requested that their annual leave is carried over. This policy provides 3 options either approving the leave, declining the request or part approving the leave.
IEH02P01 – Homeworking policy
This policy outlines the organisations procedure on home working. The policy covers requests to work from home, pay, hours of work, attending the work place, equipment and materials and security.
IEH02P02 – Occasional Homeworking Policy
This policy sets out the terms and conditions surrounding homeworking and what is required from employees when working from home. This policy applies to all employees who work from home or who may need to work from home in the future.
IEH02F01 – Home Workstation Risk Assessment
This form can be used to risk assess a home working workstation. This form should be reviewed by a competent assessor.
IEH02F02 – Homeworking Checklist
This checklist should be rviewed by a line manager when dealing with a request for home working.
IEI01P01 – Induction policy
The purpose of the policy is to outline clearly to all new employees what the policy and procedure is relating to ensuring an effective induction is carried out upon commencement of employment.
IEI01H01 – Induction Checklist
This form can be used by new employees to confirm that they have received all necessary information relating to their induction. Once signed the checklist should be stored in the employee’s personnel file.
IEI01F01 – Staff induction programme form
This form can be used to develop an induction programme for a new recruit. This form will provide clarity to the new recruit on what they will be inducted on, when they will be inducted and who will provide the training
IEI01H02 – How to guide on Inductions
This form can be used to assist in developing an effective induction. This form covers the purpose of a good induction, what should be included in the induction and who should be involved in the induction.
IEI01F02 – New Starter Checklist
This form can be used by new employees to confirm that they have received all necessary information relating to their induction. Once signed the checklist should be stored in the employee’s personnel file.
IEI01F03 – Mentor/Buddy Checklist
This form can be used when an organisation has implemented a 'buddy system' for new employees. This form should be completed by the buddy and will serve to provide guidance to the buddy on the areas they will cover with the new employee.
IEI01F04 – Personal Details Form for New Starter
This form should be completed by all new starters and a copy should be retained securely on their personnel file.
IEJ02P01 – Jury Service Policy
Occasionally, employees will be required to complete mandatory jury service. This policy explains to the employee what is expected from them in terms of notification of summons, as well as to provide proof.
IEM01P01 – Maternity Leave Policy
This maternity leave policy outlines to employees their employment rights upon becoming pregnant, including maternity leave entitlements, requirements to qualify for maternity leave, and how to apply for maternity leave among other factors.
IEM01P04 – Maternity Leave Cover Policy
This policy outlines the employers approach to securing maternity cover. Details regarding handovers, training and keeping in touch days are included in the policy.
IEG02L25 – Letter to invite an elected representative to a collective grievance appeal hearing
This letter should be sent to the person who was nominated to be the employee representative at a collective grievance hearing, to invite them to attend a collective grievance appeal hearing.
IEG02L26 – Letter confirming the outcome of a grievance appeals process
This letter should be issued to all employees that are involved in a collective grievance process, informing them of the outcome of the grievance appeal
IEG02F01 – Form for an employee to raise a grievance
This form should be available to all employees, and should be filled in by any employee that wishes to raise a grievance. This form should include the nature of the grievance as well as the alleged perpetrator
IEG02F02 – Form for an employee to retract a grievance
This form should be available to all employees, and should be used in the instance where an employee would like to retract a grievance that they had previously submitted
IEG02F03 – Form to summarise the management of a grievance process
This form should be used internally, and is for the purpose of keeping track of what steps of the grievance investigation have been completed and which stages are yet to be completed, including which parties are yet to be met with
IEG02F04 – Investigation report form for grievances
This form provides guidance to the practice of investigations and is designed to help Investigation Officers and anyone else delegated to investigate a grievance raised by an employee. This form includes all major steps involved in an investigation
IEG02F05 – Template Form for witness statement
This form provides a template witness statement, which should be filled in with information garnered during a meeting with named witnesses
IEG02F06 – Form for an employee to appeal a grievance decision
This form should be available to all employees, and should be used in the instance where an employee wishes to appeal against the outcome of their grievance. This form should include their grounds for appeal
IEG02H01 – How to guide on the management of employee grievances
This guide covers all the essential information required to carry out a grievance investigation, including expertise on every stage of the process
IEG02S01 – Script for use in grievance appeal meeting
This script can be used in a grievance appeal hearing, and offers guidance to the chair of the appeal meeting on what format the meeting should follow, and includes a sample list of general questions that could be used
IEG02S02 – Script for use in grievance hearing
This script can be used in a grievance hearing, and offers a template guide on how the format of the meeting should be conducted, and includes a sample set of general questions that may be useful to ask in the grievance hearing
IEH01F01 – Holiday Request Form
This form can be completed by an employee who wishes to request annual leave. The form outlines the dates requested and the amount of leave available.
IEH01P01 – Annual Leave Policy
This policy outlines an organistion procedure on annual leave. The policy outlines the procedure for booking leave, carrying leave forward, payment, entitlement and prescribed days.
IEH01F02 – Form for employee to request to have their holiday entitlements carried over
This form should be completed by any employee who wishes to request that annual leave be carried forward if the organisation permits leave to be carried forward. The form includes the reason for the carry over and the amount of leave to be carried over.
IEH01L01 – Letter rejecting holiday request
This letter can be sent to an employee when an annual leave request is rejected. This letter explains the reason for the rejection.
IEH01L02 – Letter imposing holiday for an employee who has failed to take their full entitlement
This letter can be sent to an employee who has failed to take their full holiday entitlement. The letter requests the employee to book annual leave or the leave will be imposed by the organisation.
IEH01L03 – Letter to an employee requesting they take holidays at a specific time
This letter can be sent employees to remind them to reserve annual leave for specific closure periods such as Christmas.
IEH01L04 – Letter to an employee who has not returned from holidays
This letter can be sent to an employee who has failed to return to from holidays. The letter explains that the current absence is considered unauthorised and requestes the employee to contact the organisation.
IEH01L05 – Letter of invitation to a disciplinary hearing due to not returning from holidays
This letter is inviting an employee to a disciplinary hearing due to their failure to return from holidays. This letter should be sent following an investigation.
IEH01L06 – Letter confirming unpaid leave during a period of closure
This letter should be sent to an employee to outline that the organisation has a closure period and the employee will be required to reserve annual leave. This letter outlines that the employee will not be paid as they have no leave remaining.
IEG02L04 – Invitation to grievance meeting
This letter should be sent to a staff member that has raised a formal grievance. The purpose of this letter is to invite the staff member to attend a formal meeting to discuss the nature of their grievance.
IEG02L05 – Letter informing employee that a grievance has been raised against them by a colleague
This letter should be sent to an employee who has had a grievance raised against them by a colleague. This letter is to inform them that a grievance has been raised against them, and reiterate to them at this point that this is not implying any guilt.
IEG02L06 – Letter inviting an employee to an investigation meeting
This letter should be sent to an employee who it is believed has information which could be useful when carrying out a grievance investigation. This letter invites the employee to attend an investigation meeting, in order to provide the information that they have.
IEG02L07 – Letter inviting an internal witness to a meeting in relation to another employee’s grievance
This letter should be sent to an employee who was named as a witness by their colleague that has raised a grievance. This letter invites the witness to attend a meeting to gather their account on the matters raised in the grievance.
IEG02L08 – Letter inviting alleged perpetrator to attend an investigation meeting
This letter should be sent to an employee who has had a grievance raised against them by a colleague, inviting them to attend an investigation meeting and to provide their version of events.
IEG02L09 – Letter outlining the progress made in the grievance process
This letter should be sent to an emoloyee who has raised a grievance, providing them with an update on the progress of their grievance, for example they should be informed of what steps have been completed and what steps remain to be completed.
IEG02L10 – Letter to an employee who has failed to attend a grievance meeting
This letter should be sent to an employee who has been invited to a grievance meeting so that their grievance could be heard, but failed to attend the meeting. The letter includes two separate courses of action, depending on whether this is the first time they have failed to attend, or if they have failed to attend on multiple occasions.
IEG02L11 – Letter to employee informing them of the outcome of their grievance hearing
This letter should be sent to an employee who has raised a formal grievance, informing them of the outcome of their grievance.
IEG02L12 – Letter to employee who has retracted grievance
This letter should be sent to an employee who has retracted their grievance. This letter contains options for two approaches, the first option is to accept the retraction and stop investigating. The second option is to continue with the investigation due to the serious nature of the allegations.
IEG02L13 – Letter explaining that a new grievance will be dealt with as part of an existing grievance
This letter should be sent to an employee who has an outstanding grievance, but wants to raise another related grievance. This letter informs the employee that the second grievance will be dealt with simultaneously.
IEG02L14 – Letter responding to an ex employee that has raised a grievance
This letter should be sent to a former employee who has raised a grievance after they have left the organisation. This letter informs the former employee that their concerns are being investigated, and they will receive correspondence in due course.
IEG02L16 – Invitation to grievance appeal meeting
This letter should be sent to an employee who has appealed against the outcome of their grievance. The purpose of this letter is to invite them to attend an appeal meeting, so that the grounds for their appeal can be considered.
IEG02L17 – Letter of outcome for a grievance appeal
This letter should be sent to an employee who has appealed against the outcome of their grievance, informing them that a decision has been made in relation to their appeal.
IEG02L18 – Letter requesting an external witness to provide a statement regarding an internal grievance
This letter should be sent to someone who has been named as a witness during a grievance investigation, in the instance where the named witness is not an employee of the organisation. This letter asks if they would mind providing their account in writing.
IEG02L19 – Letter confirming that a grievance would not be addressed using the grievance procedure as it was already raised and investigated
This letter should be sent to an employee who is raising a grievance that has already been dealt with in a previous grievance. This letter informs the employee that the new grievance will not be heard due to an investigation having already taken place.
IEG02L20 – Letter confirming that an issue is too minor to be dealt with under the grievance procedure
This letter should be sent to an employee who has raised a grievance to inform the employee that their complaint is considered as too minor to warrant being handled under the organisations grievance procedures.
IEG02L21 – Letter to an employee who retracted a grievance seeking clarification on reasons why
This letter should be sent to an employee who has retracted their grievance, in order to clarify with the employee their reason for rectracting their grievance.
IEG02L22 – Letter to employees to confirm a collective grievance investigation will be conducted
This letter should be sent to employees who have raised numerous grievances in relation to the same matter, informing them that their grievance will be considered as a collective grievance
IEG02L23 – Letter to invite an elected representative to a collective grievance hearing
This letter should be sent to the person who was nominated to be the employee representative at a collective grievance hearing, to invite them to attend a collective grievance hearing.
IEG02L24 – Letter confirming the outcome of a collective grievance process
This letter should be issued to all employees that are involved in a collective grievance process, informing them of the outcome of the grievance investigation
IEF02L07 – Letter upholding an appeal to flexible working request
Ths letter should be issued to an employee who has appealed against the decision not to approve a flexible working arrangement. The purpose of this letter is to inform them that their appeal has been upheld.
IEF02L09 – Letter rescheduling a flexible working meeting
This letter should be sent to an employee who is due to attend a flexible working meeting which now must be rescheduled. This letter provides an alternative time/date to hold the meeting.
IEF02L10 – Letter informing employee of a delay in the decision-making process of a flexible working request
This letter should be sent to an employee who has request a flexible working arrangement to inform them that there has been a delay in the decision making process in relation to their application.
IEF02L11 – Letter to employees to inform them of the availability of flexible working
This letter should be issued to all eligible employees to inform them that an opportunity for flexible working arrangement has become available if they wish to apply for it.
IEF02L12 – Letter informing employee of a successful trial period of flexible working
This letter should be sent to an employee who has underwent a successful trial period of flexible working, to inform them that the arrangment will be made permanent.
IEF02L13 – Letter informing employee of an unsuccessful trial period of flexible working
This letter should be sent to an employee who has underwent an unsuccessful trial period of flexible working. The letter informs the employee that they will now be required to revert back to their original working arrangment.
IEF02L14 – Letter requesting further information on a flexible working request
This letter should be sent to an employee who has submitted a request for flexible working, but did not provide all of the necessary information. This letter asks the employee to provide this missing information.
IEF02S01 – Script for flexible working meeting
This script should be used by the chair of a flexible working meeting. This script provides guidance on how to carry out such a meeting, including some examples of questions that could be asked.
IEF02S02 – Script for flexible working request appeal meeting
This script should be used by the chair of a flexible working appeal meeting. This script provides guidance on how to carry out such a meeting, including some examples of questions that could be asked.
IEF02H01 – How to Guide on how to manage flexible working requests
This how to guide explains how a flexible working request should be handled, including advice on meetings that should be held with employees and criteria that should be considered when considering the request
IEF03P01 – Force Majeure Leave Policy
This policy outlines an employee's entitlement to force majeure leave which is 3 days in 12 months and 5 days in 36 months.
IEF03F01 – Force Majeure request form
This form documents a request for force majeure leave, which is normally done retrospectively.
IEF03L01 – Letter approving an employee’s request for Force Majeure leave
This letter authorises a spell of force majeure leave.
IEF03L02 – Letter declining an employee’s request for Force Majeure leave
This letter declines a request for force majeure leave if it does not meet the leave requirements.
IEG01C01 – Contract clause on Garden Leave
This contract clause should be included in each employees contract of employment, explaining the organisations policy on garden leave, and the employees obligations if they are placed on garden leave
IEG01L01 – Letter informing employee of the employer’s intention to impose garden leave
This letter should be issued to an employee that who has either given or been given notice of termination of employment, informing them that they will be placed on garden leave as opposed to working out their notice
IEG02P01 – Grievance Policy
This document outlines to employees the organisations grievance policy, including how to raise a grievance, details of how investigations are carried out, and how the data relating to the grievance will be stored.
IEG02L01 – Letter acknowledging a grievance
This letter should be sent to a staff member that has raised a grievance, informing them that their request has been acknowledged and that an investigation will launch in due course.
IEG02L02 – Invitation to discuss concerns in an informal meeting
This letter should be sent to a staff member that has raised an informal grievance. This letter serves to invite the staff member to a meeting in order to discuss their concerns in an informal setting.
IEG02L03 – Letter acknowledging that the grievance has been resolved informally
This letter should be sent to a staff member that has raised a grievance and has agreed to resolve their grievance following an informal meeting.
IEE06F02 – Employee Expenses Form
This form should be given to any employee who wishes to submit a claim to be reimbursed for business related expenses.
IEE06P02 – Policy on relocation expenses
This policy outlines to the employee the organisations policy on expenses involved in requesting an employee to relocate for work. Costs include selling existing accomodation and redecorating new accomodation.
IEE06P03 – Employee Loans Policy
This policy outlines the organisations policy towards loaning fund to employees, including repayment plans and a provision for repayment if employment is terminated.
IEF01P01 – Fixed Term working policy
This policy outlines the organisations approach to fixed term employment, and outlines the terms under which fixed term employees will work.
IEF01L01 – Letter informing an employee whose fixed term contract is due to expire
This letter should be issued to employees who were issued a fixed term contract, informing them that their fixed term is approaching its conclusion. This letter includes information around final payments, and appeals against termination.
IEF01L02 – Letter of offer for fixed term employment
This letter should be issued to a job applicant who has applied for a fixed term position, informing them that they are being offered the position.
IEF01C01 – Fixed term contract clause
This contract clause should be included in the contract of an incoming fixed term employee, outlining terms of employment as well as the reason they are being brought in for a fixed term (e.g. covering leave, or seasonal work)
IEF02P01 – Flexible Working Policy
This policy outlines the organisations approach to flexiable working, including how to request it as well as information around mandatory hours, and how to record hours worked.
IEF02P02 – Flexi-time Policy
This policy outlines the organisations approach to flexi-time working, including how to request it as well as information around mandatory hours, and how to record hours worked.
IEF02P03 – Job Share Policy
This policy outlines how the organisation oversees job-share arrangements. The policy addresses how to apply for a job share.
IEF02P04 – Term-Time Working Policy
This policy outlines the organisations stance of term-time working arrangements. The policy details how to apply for a term-time working arrangement, as well as possible reasons why an employee might not be eligible
IEF02F01 – Form for employee requesting flexible working
This form should be available to all employees, and should be completed by an employee that wishes to submit a flexible working request.
IEF02F02 – Form for employee to withdraw request for flexible working
This form should be available to any employee who has submitted a flexible working request, and should be submitted by the employee in the instance where they wish to withdraw their flexible working request.
IEF02F03 – Homeworking Checklist
This checklist outlines a number of standards that must be met in order for a homeworking request to be approved.
IEF02L01 – Letter of invitation to flexible working meeting
This letter should be issued to an employee who has requested flexible working, in order to invite them to attend a meeting to discuss their request.
IEF02L02 – Letter to approve flexible working request
This letter should be issued to an employee who has requested flexible working, and has attended a meeting in relation to their request, informing them that their request for flexible working has been approved.
IEF02L03 – Letter to decline flexible working request
This letter should be issued to an employee who has requested flexible working, and has attended a meeting in relation to their request, informing them that their request for flexible working has been declined.
IEF02L04 – Letter agreeing a trial period of flexible working request
This letter should be issued to an employee who has requested flexible working, and has attended a meeting in relation to their request, informing them that their request for flexible working has been approved for a trial period.
IEF02L05 – Letter agreeing to an extension to trial period of flexible working
This letter should be issued to an employee who is currently on a trial flexible working arrangement in the instance where the employer would like to extend the trial period. The reason for wanting to extend the trial period should be explained to the employee.
IEF02L06 – Invitation to appeal meeting regarding the non-approval of a flexible working request
This letter should be issued to an employee who has had a flexible working arrangement turned down. This letter invites the employee to a meeting where they can outline the basis of their appeal against the decision.
IED05C01 – Contract Clause on the right to suspend an employee pending a disciplinary investigation
This contract clause can be included in employees contracts of employment reserving the right to suspend them pending any future disciplinary investigations
IED05C02 – Contract Clause on the right to exercise normal sickness absence policy during periods of paid suspension
This contract clause can be included in employees contracts of employment, which gives the employer the right to pay sick pay instead of their normal pay to an employee who is suspended on full pay but has notified the employer of illness.
IED05C03 – Contract Clause for disciplinary and dismissal
This contract clause can be included in employees contracts of employment requiring them to familiarise themselves with the organisations disciplinary procedures.
IED06P01 – Dress code policy
This policy covers the topic of work attire, including what constitutes appropriate and inappropriate attire, as well as detailing sanctions for failure to comply with the policy.
IED07P01 – Intoxicants Policy
This policy outlines to employees that the organisation will not tolerate employees being under the influence of alcohol or drugs in the workplace, and reserves the right to carry out drug/alcohol testing in the workplace.
IED07P02 – Drugs and alcohol testing policy
This policy outlines to employees that the organisation reserves the right to test employees for the presence of alcohol or drugs in their system. The policy also explains the sanctions for being under the influence at work, as well as how the test result data is stored in line with data protection regulations.
IEE01P01 – Code of Conduct Policy
This policy provides a framework of standards which employees are expected to uphold while employed at the organsation, such as timekeeping, use of facilities, behaviour outside of work etc.
IEE02H01 – How To Guide for an Employee Handbook
This how to guide is designed to help the organisation in drafting their own employee handbook. This guide includes a template index with examples of policies that would be good practice to include.
IEE02F01 – Form for Declaration the Employee Handbook has been received and read
This form should be provided to a new employee at the same time as the employee handbook. The employee should complete this form and return it to the organisation in order to confirm that they have read the handbook.
IEE03P01 – Employee Dress and Presentation Policy
This policy outlines how employees are expected to dress in the workplace. This policy includes options based on whether the employees must wear a uniform, or if they must adhere to a dress code. The policy also covers PPE and employee hygiene.
IEE03H01 – How to Guide to address hygiene issues
The How to Guide to Address Hygiene Issues provides a (Read More)
IEE04L02 – Letter withdrawing job offer based on failure to provide proof of right to work in Ireland
This letter should be sent to a foreign national who had been offered a role at the organisation, informing them that their job offer is being withdrawn on the basis of not providing evidence that they can legally work in Ireland.
IEE04C01 – Contract Clause on permission to work in Ireland
This contract clause should be included in the contract of employees , informing them that they must prove that they are eligible to work in Ireland before commencing employment, and informing them that the onus is on them to keep the employer up to date on the status of their right to work in Ireland.
IEE05P01 – Equal Opportunities Policy
This policy is used to outline the employers commitment to treating staff and job applicants fairly, and providing equal opportunities to all staff. The policy outlines steps that the employer take to eliminate discrimination in the workplace.
IEE05F01 – Equal Opportunities Form
This form should be issued to all employees. It is a brief questionaire relating to employees gender/sexual orientation/race etc. This form is used to collect this data about employees and applicants, so that discrimination (intentional or inadvertent) can be eliminated when managing the employee.
IEE05P02 – Equal Pay Policy
This policy outlines to employees the organisations commitment to providing equal opportunities to staff, including that equal work receives equal pay.
IEE05P03 – Equal Opportunities statement for job advertisement
This policy should be included in job advertisements to reiterate that the organisation is an equal opportunities employer and is commited to eliminating discrimination in their workplace as well as their recruitment process.
IEE06P01 – Expenses Policy
This policy outlines to employees a range of expenses that the organisation are willing to cover when travelling for work related purposes.
IEE06C01 – Expenses Contract Clause
This contract clause can be included in an employees contract to stipulate how frequently they will be reimbursed for business expenses.
IEE06F01 – Form for a job applicant to claim expenses for a job interview
This form should be given to any job applicant who has submitted a request to claim back expenses related to them attending a job interview, e.g. bus fare.
IED05L15 – Letter confirming the dismissal of an employee for misconduct
This letter should be issued to an employee who has been subject of a disciplinary investigation informing them that they are being dismissed due to misconduct.
IED05L16 – Letter confirming the dismissal of an employee for gross misconduct
This letter should be issued to an employee who has been subject of a disciplinary investigation informing them that they are being dismissed due to gross misconduct.
IED05L17 – Letter confirming a verbal warning
This letter should be issued to an employee who has been subject of a disciplinary investigation informing them that they are receiving a verbal warning
IED05L18 – Letter confirming a written warning
This letter should be issued to an employee who has been subject of a disciplinary investigation informing them that they are receiving a written warning
IED05L19 – Letter confirming a final written Warning
This letter should be issued to an employee who has been subject of a disciplinary investigation informing them that they are receiving a final written warning
IED05L20 – Letter confirming a disciplinary sanction other than a warning or dismissal
This letter should be issued to an employee who has been subject of a disciplinary investigation informing them of the sanction that is being imposed. This letter should be used if the sanction is anything other than a warning or dismissal.
IED05L21 – Letter of outcome of disciplinary hearing for employee who failed to attend hearing
This letter should be issued to an employee who has been subject of a disciplinary investigation, but did not attend their hearing, informing them of the outcome of the disciplinary process.
IED05L22 – Letter informing employee that appeal is out of time
This letter should be issued to an employee who has declared that they wish to appeal the outcome of their disciplinary hearing informing them that they did not submit their appeal before the deadline.
IED05L23 – Letter of invitation to an appeal meeting
This letter should be issued to an employee who wishes to appeal the outcome of their disciplinary hearing, inviting them to attend an appeal meeting. This letter should include details of when and where the appeal meeting will take place.
IED05L24 – Letter of outcome of an appeal process
This letter should be issued to an employee who has appealed the outcome of their disciplinary hearing, informing them of the outcome of their appeal.
IED05L25 – Letter of response to a resignation during paid suspension
This letter should be issued to an employee who has resigned while on paid suspension pending a disciplinary investigation. This letter includes options based on whether or not the resigning employee has raised any grievances in their resignation.
IED05L26 – Letter to employee to inform them of a decision that was made in their absence following a disciplinary hearing – written submission provided
This letter should be issued to an employee who was absent for their disciplinary hearing (but provided a written submission) informing them that a decision was made in their absence.
IED05L27 – Letter to Employee’s doctor to confirm if employee is fit to attend an investigation meeting
This letter should be sent to the GP of an employee who is subject to a disciplinary investigation. This letter seeks to establish whether the employee would be well enough to attend an investigation meeting.
IED05L28 – Letter informing absent employee that a disciplinary hearing will proceed in their absence
This letter should be issued to an employee who has not confirmed their intentions to attend a disciplinary hearing, informing them that the meeting will proceed in their absence.
IED05S01 – Script for an Investigation Meeting
Managers can use this script to guide them through the process of conducting an investigation meeting as part of a disciplinary process.
IED05S02 – Script for a disciplinary hearing
Managers can use this script to guide them through the process of conducting a disciplinary hearing, having concluded from the investigation meeting(s) that disciplinary action is warranted.
IED05S03 – Script for an appeal meeting
Managers can use this script to guide them through the process of conducting an appeal meeting, in the case where an employee has appealed against the outcome of their disciplinary findings.
IED05H01 – How to Guide on disciplinary procedure
This guide provides information and guidance on how to carry out a disciplinary procedure in the instance that an employee is believed to have breached the terms of their employment.
IED05F01 – Form for Investigation Report
This form provides guidance on the practice of investigations and is designed to help Investigation Officers and anyone else delegated to investigate allegations of misconduct referred to them by the standards of the Organisation. The investigation should be conducted in line with the disciplinary policy and procedure
IED05F02 – Form for witness statements
This form should be completed to document evidence obtained from a witness during a disciplinary investigation. Template questions are provided, but specific questions in relation to the alleged incident should be prepared prior to the witness interview.
IED04F02 – Form for a witness
This form should be used to record a witness statement relating to a bullying/harassment workplace investigation. The witness must read, sign and date the statement to reflect their agreement to give evidence.
IED04F03 – Form for an employee who wishes to retract their Bullying/Harassment Complaint
This form should be provided to an employee who has raised a complaint relating to bullying/harassment, but subsequently wishes to withdraw the complaint.
IED04F04 – Form for investigation report
This report should be completed by the person who investigated the allegations. This form will outline the allegations, the witness evidence, any other evidence, the findings of the investigation and the recommendations.
IED04S01 – Script for a formal hearing regarding a bullying or harassment complaint
Managers can use this script to guide them through the process of a formal dignity at work hearing with the person who has raised a complaint.
IED04H01 – How to guide on dealing with bullying or harassment complaints
This guide provides information and guidance on how to deal with compaints of bullying and harassment in the workplace.
IED05P01 – Disciplinary Policy and Procedure
This procedure outlines the disciplinary process that should be followed. The procedure includes the sanctions that can be applied. The process also covers the right to be accompanied, the conduct of disciplinary cases , the right to appeal a decision and examples of what constitutes gross, major and minor misconduct.
IED05L01 – Letter informing an employee suspected of misconduct that a workplace investigation will take place
This letter should be sent to an employee suspected of misconduct to inform them that a workplace investigation will take place.
IED05L02 – Invitation to Investigatory Meeting
This letter can be used to invite an employee suspected of misconduct to an investigation meeting
IED05L03 – Invitation to second Investigatory Meeting
This letter can be used to invite an employee to a second investigation meeting to discuss the allegations further if necessary.
IED05L04 – Invitation to a witness to provide a statement
This letter can be sent to an employee noted as a witness in a workplace disciplinary investigation.
IED05L05 – Letter of Concern as a result of an investigatory process
This letter outlines that no formal disciplinary process will take place following investigation however, the manager will issue the employee with a note of concern. This is not a formal sanction but is a note to the employee that the manager believes there was wrongdoing or misconduct but has decided not to proceed on this occassion with formal disciplinary action.
IED05L06 – Letter of Suspension pending an investigation
This letter should be isued to an employee suspected of a misconduct of a such a serious nature (suspected gross misconduct cases) that it warrents suspension pending an investigation. The decision to suspend should be timely but should not be taken lighlty. Suspension is paid. Suspension can also occur if the person leading the investigation feels the alleged perpetrator may influence/intimadate witnesses or any claimant.
IED05L07 – Letter of suspension pending an investigation with a date for an investigatory meeting
This letter of suspension includes a date for an investigation meeting. This letter should be isued to an employee suspected of a misconduct of a such a serious nature (suspected gross misconduct cases) that it warrents suspension pending an investigation. The decsion to suspend should be timely but should not be taken lighlty. Suspension is paid. Suspension can also occur if the person leading the investigation feels the alleged perpetrator may influence/intimadate witnesses or any claimant.
IED05L08 – Letter informing an employee that further to investigation no disciplinary proceedings will take place
This letter should be sent to any employee who was suspected of misconduct that following investigation no further action will be taken.
IED05L09 – Letter of invitation to disciplinary hearing
This letter is inviting an alleged perpetrator to a disciplinary hearing following an investigation. The alleged perpetrator should receive all evidence such as minutes and witness statements with this letter. This letter also outlines the employee's right to be accompanied at a disciplianary hearing. An employee should get at least 48 hours notice of a disciplinary hearing.
IED05L10 – Letter re-scheduling a disciplinary hearing
This letter is responding to an employee's request to reschedule a disciplinary hearing. This letter has 2 options either granting or declining the request.
IED05L11 – Letter for employee who has not attended a scheduled disciplinary hearing
This letter should be sent to an employee who has failed to attend a disciplinary hearing. This letter provides options depending on the reasons for the employee's failure to attend.
IED05L12 – Letter to Employee’s doctor to confirm if employee is fit to attend formal disciplinary hearing
This letter should be sent to the GP of an employee who has been invited to attend a disciplinary hearing, but has submitted evidence of incapacity. This letter asks the GP for their opinion on whether the employee is well enough to attend a disciplinary hearing.
IED05L13 – Letter to an absent employee to postpone a disciplinary hearing
This letter should be sent to an employee who has been deemed unfit for work before they were due to attend a disciplinary hearing. The letter seeks permission to obtain a medical report from the employees GP, and asks the employee to contact the employer when they are ready to return.
IED05L14 – Letter confirming no action after a disciplinary hearing
This letter should be issued to an employee who has been subject of a disciplinary hearing informing them that no disciplinary action is being taken against them.
IED03P01 – Policy on Deductions
This policy outlines when the employer may seek repayment from an employee in the form of a deduction from wages
IED03L01 – Letter to employee confirming deductions to be made from their pay
This letter can be sent to an employee whereby there is an agreement made that the employer will make a deduction from the employee's wages.
IED03L02 – Letter to employee requesting for them to agree to a deduction
This letter should be sent to an employee to seek their agreement on the method of how an overpayment will be reimbursed to the employer.
IED03L03 – Letter setting out deductions regarding a loan to an employee
This letter should be sent to any employee who has requested a loan from the employer. The employer should obtain the employee's agreement on the terms of the repayment.
IED03L04 – Letter to existing employee outlining an overpayment and requirement for this to be deducted from final salary
This letter should be sent to any employee who has received an overpayment in their wages. This letter will outline the arrangements for the repayment of the over payment.
IED03L05 – Letter to former employee outlining an overpayment and requirement for this to be deducted from final salary
This letter should be sent to any employee who has left the organisation and received an overpayment. This letter will inform the employee that a deduction will be made from their final salary.
IED03F01 – Form for employee to sign to reflect a deduction from their pay
This form should be completed by an employee who has received an overpayment. This form outlines how the employee will repay the over payment to the employer.
IED03C01 – Contract clause to outline deductions from wages
This clause can be included in a contract of employment. This clause outlines when the employer could make deductions from an employee's pay.
IED04P01 – Dignity at Work Policy and Procedure
The purpose of this policy is to clearly outline the procedure that the organisation will follow for handling allegations of bullying, harassment and sexual harassment in the workplace, and ultimately to prevent any such activity from happening in the workplace
IED04P02 – Mental Health Anti-Harassment and Bullying Policy
The purpose of this policy is to clearly outline the procedure that the organisation will follow for handling allegations of harassment on the grounds of mental health in the workplace, and ultimately to prevent any such activity from happening in the workplace
IED04L01 – Letter of invitation to formal hearing for an employee who has raised a bullying or harassment complaint
This letter should be sent to an employee who has raised allegations of bullying or harassment. This letter outlines the employee's rights during the process.
IED04L02 – Letter re-scheduling a formal hearing for an employee who has raised a bullying or harassment complaint
This letter is offering a second opportunity to an employee who has raised allegations under the Dignity at Work Procedure to attend a hearing.
IED04L03 – Letter inviting the alleged perpetrator to a meeting to discuss a complaint made against them
This letter should be sent to an employee who has had allegations made against them. The purpose of the meeting is to provide an opportunity for the alleged perpetrator to respond to the allegations.
IED04L04 – Letter inviting a witness to a meeting
This letter should be sent to any employee named as a witness in a Dignity at Work complaint. This letter invites the employee to a meeting to discuss any evidence they may have.
IED04L05 – Letter of suspension for the alleged perpetrator pending an investigation into bullying or harassment
This letter should be sent to an alleged perpetrator if the allegations against them are sufficiently serious to warrant suspension. This letter outlines the terms of the employee's suspension.
IED04L06 – Letter to an employee who has retracted their bullying or harassment claim
This letter should be sent to an employee who has raised a claim and then subsequently retracted the claim.
IED04L07 – Letter of outcome upholding a bullying or harassment complaint
This letter should be sent to the employee who has raised a claim of bullying and harassment after the claim has been fully investigated. This letter will outline if the claim has been upheld or not upheld and the reasons why. The letter also outlines the next steps.
IED04L08 – Letter of outcome stating there is not enough evidence to uphold a bullying or harassment complaint
This letter of outcome outlines that there was insuffiecient evidence to uphold the employee's allegations. The letter outlines the reasons for this outcome and the evidence that was obtained.
IED04L09 – Letter acknowledging complaint relating to bullying/harassment
This letter acknowledges a complaint raised by an employee and informs them that the will be invited to a meeting in due course.
IED04F01 – Form for an employee who wishes to raise a Grievance
This form can be used by any of the organisation’s employees to submit a complaint about the behaviour of a colleague, his/her manager or a third party, or any other workplace issue.
IED01F01 – Data Protection Impact Assessment Form
This form should be completed whenever the organisation is considering processing personal information of its employees. This form will identify the impact of the processing and if it is necessary and compliant with GDPR and The Data Protection Act 2018.
IED01F02 – Form for making a subject access request
This form should be completed by an individual who wishes to complete a SARS. This form outlines the information the employee requests and who they should return the form too.
IED01F03 – Form for an indivudal to request the rectification of incorrect data about them
This form should be completed by individuals who wish to have incorrect data in relation to them rectified. This form outlines the data the employee wishes to have rectified and what they request it is amended to.
IED01F04 – Form for an individual to request the erasure of data about them
This form should be completed by an individual who wishes to have data erased about them. This form requests the employee to let the employer know the reasons for the deletion, the data to be deleted and any supporting information.
IED01H01 – How to Guide on Data Protection Compliance
This guide provides information on how an employer can remain compliant with data protection
IED01F05 – Form for consent to use employee’s photo
This form seeks consent from an employee for an employer to obtain their photo. This form outlines the reason for the request amd how the employer will process the photo.
IED01F06 – Consent form for employees where the employer requests to obtain a medical report
This form seeks consent from an employee for the employer to contact the employee's GP or an independent medical professional for the purposes of obtaining a medical report on the employee.
IED01F07 – Consent Form for Existing Employees
This form seeks consent of existing employees for the employer to process data in relation to the employee. This form should only be completed when consent can be relied upon and there is no other legitimate basis under GDPR that the employer has for processing the employee's information.
IED01F08 – Consent Form for new Employees
This form seeks consent of new employees for the employer to process data in relation to the employee. This form should only be completed when consent can be relied upon and there is no other legitimate basis under GDPR that the employer has for processing the employee's information.
IED01F09 – Consent form for former employees
This form seeks consent of former employees for the employer to process data in relation to the employee. This form should only be completed when consent can be relied upon and there is no other legitimate basis under GDPR that the employer has for processing the employee's information.
IED01F10 – Consent form for job applicants (unsuccessful)
This form can be used to request consent of a job applicant to continue to hold their personal information on file. This form should only be used when the employer has no other legitimate reason for processing the information. For example an employer will have a legal basis to process an unsuccessful job applicants details for a year in order to be able to defend any future claims from an unsuccessful applicant. If the employer wishes to process their information after this period of time they will need to seek consent.
IED01L14 – Letter seeking identification further to a Subject Access Request
This letter can be sent to an individual who has completed a SARS requesting the individual to provide identification
IED01L15 – Letter obtaining consent from an employee to access medical information
This letter can be sent to an employee when an employer wishes to obtain their consent to access a medical report on the employee. This letter should be sent to accompany the Consent form to obtain a medical report.
IED01L16 – Letter to Employee’s GP seeking medical informaiton for employment purposes
This letter can be sent to an employee's GP when the employer has obtained consent from the employee to contact the GP directly to obtain a medical opinion on the employee.
IED01C01 – Monitoring of Personal Communications Contract Clause
This clause can be inserted into a contract of employment when employer monitors the communication structures within the organisation.
IED01C02 – Data Protection Contract Clause
This clause should be inserted into a contract of employment. This clauses informs an employee how their information Is processes.
IED02P01 – Policy in the event of a death of an employee
This policy is a point of reference for employees in the event of a death of a colleague. It covers points such as the funeral arrangements and notification of the death.
IED02L01 – Letter to the workforce informing them of the death of a colleague
This letter can be sent to the workforce following the death of an employee. This letter informs employees on the funeral arrangements and offers support to the employees.
IED02L02 – Letter to a family member of an employee who has passed away
This letter can be sent to the family of an employee who has died offering condolences and support.
IED02L03 – Letter informing external contacts about the death of an employee
This letter can be sent to external contacts to inform them of the death of an employee
IED01P01 – Data Protection Policy
This policy outlines the employers responsibilities in dealing with Data in the workplace in line with GDPR and the Data Protection Act 2018.
IED01P03 – Employee Privacy Notice
This privacy notice should be given to all employees. It outlines how the organisation collects and processes personal data relating to its employees to manage the employment relationship.
IED01P04 – Recruitment Privacy Notice
This privacy notice should be available to all job candidates. This policy outlines how the organisation will collect and process an applicants data in line with GDPR and Data Protection Act 2018.
IED01P05 – Contractors Privacy Notice
This privacy notice should be available to all contractors. This policy outlines how the organisation will collect and process an applicants data in line with GDPR and the Data Protection Act 2018.
IED01P06 – Medical Records Privacy Notice
This notice informs an employee on how the organisation collects and processes sensitive personal information.
IED01P07 – Subject Access Request Policy
This policy outlines how an organisation deals with personal data and explains the organisation’s approach to making a subject access request, and how the organisation ensures compliance with General Data Protection Regulation (GDPR) in relation to the handling of personal data in this regard.
IED01P08 – Data Protection Retention Schedule
This data protection retention schedule outlines the duration for which varying categories of personal data will be held, the purpose of the processing, the format by which it is stored and the legal basis for processing this data.
IED01L01 – Letter Responding to a Subject Access Request providing the requested information
This letter responds to a subjet access request and provides a copy of the information that is held and also lets the data subject know how it is processed
IED01L02 – Letter responding to Subject Access Request asking for more information
This letter is responding to a subject access request informing the data subject that the employer will comply with the request however, as the request is complex the employer will need more information.
IED01L03 – Letter extending time to respond to a subject access request
This letter is responding to a subject access request informing the data subject that the employer will comply with the request however, as the request is complex the employer will need more information.
IED01L04 – Letter refusing a subject access request
This letter can be sent to a data subject where the employer perceives the request to be unfounded or excessive. The lette provides options for the employer to explain their rationale.
IED01L05 – Letter asking for a fee for a subject access request
The employer is not normally permitted to charge a fee for a SARS request. However, if the request is manifestly unfounded or repetitive they may charge a fee.
IED01L06 – Letter informing and individual that incorrect data about them has been rectified
This letter can be sent to a data subject to inform them that their request to have data that was incorrect recified is complete
IED01L07 – Letter asking for more information from an employee who has requested that data be rectified
This letter can be sent to a data subject who has requested that incorrect data in relation to them is rectified. This letter requests further information on the data to permit the employer to complete the request.
IED01L08 – Letter extending time to respond to an individual’s request to rectify data
This letter requests further time to deal with a subject access request. The reason for the extension is due to the complex nature of the information requested.
IED01L09 – Letter refusing an individual’s request to rectify data
This leter responds to an individual who has requested their data is rectified. This letter refuses the request as it is either excessive or unfounded.
IED01L10 – Letter informing an employee that data about them has been erased
This letter responds to an individual who has requested the erasure of data relating to them. This letter confirms that the employer has completed this request.
IED01L11 – Letter asking for more information from an employee who has requested the erasure of data
This letter responds to an individual who has requested the erasure of data relating to them. This letter confirms that the employer is willing to comply with the request but they need further information.
IED01L12 – Letter extending time to respond to an employee’s request for the erasure of data
This letter responds to an individual who has requested the erasure of data relating to them. This letter confirms that the employer is willing to comply with the request but they need additional time due to the complexity of the information requested.
IED01L13 – Letter refusing an individual’s request for the erasure of data
This letter responds to an individuals request for erasure of their data refusing the request. The letter outlines the reasons for refusal such as the request is excessive or manifestly unfounded.