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IEIS06L03 – Letter inviting an employee to a long term absence review meeting

Categories: All jurisdictions, ROI region|Tags: |

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 taiolred on each occasion of a long-term absence meeting. Download

IEV01L05 – Letter of invitation to consultation meeting to discuss a variation in terms and conditions

Categories: All jurisdictions, ROI region|Tags: |

This letter can be sent to an employee to invite them to an initial consulation meeting to discuss a proposed chane to their terms and conditions. This letter outlines the details of the propsoed changes but ensures the employee knows that this is a proposed change only and the organisation is seeking their agreement.

IET04L01 – Due Diligence Information Request Cover Sheet

Categories: All jurisdictions, ROI region|Tags: |

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.

IET04L04 – Letter of invitation to employee representative to a Tupe consultation meeting

Categories: All jurisdictions, ROI region|Tags: |

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

Categories: All jurisdictions, ROI region|Tags: |

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.

IEV01L04 – Letter confirming variation of terms and conditions after consultation process

Categories: All jurisdictions, ROI region|Tags: |

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.

IET03F06 – Training Agreement Template

Categories: All jurisdictions, ROI region|Tags: |

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.

IES06L26 – Letter confirming the outcome of a meeting held to discuss the contents of an occupational report

Categories: All jurisdictions, ROI region|Tags: |

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.

IES06L28 – Outcome of a formal capability meeting regarding long term absence to confirm termination of employment

Categories: All jurisdictions, ROI region|Tags: |

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.

IES06L32 – Letter to employee informing them of holiday accrual and how it is taken after or during sick leave

Categories: All jurisdictions, ROI region|Tags: |

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

Categories: All jurisdictions, ROI region|Tags: |

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.

IES06S03 – Script for a formal capability hearing regarding long-term absence

Categories: All jurisdictions, ROI region|Tags: |

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.

IES06F02 – Return to work interview form Ireland

Categories: All jurisdictions, ROI region|Tags: |

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.

IES06L02 – Letter confirming with the employee that they will receive occupational sick pay at discretion

Categories: All jurisdictions, ROI region|Tags: |

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.

IES06L06 – Letter arranging a long term absence review meeting at the employee’s home

Categories: All jurisdictions, ROI region|Tags: |

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 taiolred on each occasion of a long-term absence meeting.

IES06L10 – Letter to an employee’s GP requesting a medical report

Categories: All jurisdictions, ROI region|Tags: |

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

Categories: All jurisdictions, ROI region|Tags: |

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

Categories: All jurisdictions, ROI region|Tags: |

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.

IES06L14 – Letter confirming reasonable accommodations are being made in order to facilitate an employee’s return to work

Categories: All jurisdictions, ROI region|Tags: |

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

Categories: All jurisdictions, ROI region|Tags: |

This letter is sent to an employee who has notified the employer that they are suffereing 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.

IES06L18 – Letter to an employee on unauthorised absence who has not made contact with the employer

Categories: All jurisdictions, ROI region|Tags: |

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.

IES06L21 – Letter notifying an employee of the consequences of failure to submit medical certificates

Categories: All jurisdictions, ROI region|Tags: |

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.

IES04L02 – Letter confirming that employee has been given independent advice before entering into an agreement

Categories: All jurisdictions, ROI region|Tags: |

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.

IES05P01 – Short time working and Lay Offs Policy

Categories: All jurisdictions, ROI region|Tags: |

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 employemnt/ 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

Categories: All jurisdictions, ROI region|Tags: |

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.

IER04P01 – Resignation Policy

Categories: All jurisdictions, ROI region|Tags: |

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.

IER04L06 – Letter to an employee who has verbally resigned asking them to confirm their intentions

Categories: All jurisdictions, ROI region|Tags: |

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.

IER05C01 – Contract Clause on retirement age if it can be objectively justified

Categories: All jurisdictions, ROI region|Tags: |

This clause can be included in a contrcat 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

IER02L11 – Letter to an employee on maternity leave to inform her that a redundancy consultation process is being carried out

Categories: All jurisdictions, ROI region|Tags: |

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.

IER02L18 – Letter of response to an employee on maternity leave who has refused alternative employment

Categories: All jurisdictions, ROI region|Tags: |

This letter outlines to an employee who is on materntiy 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.

IER02L09 – Letter offering a trial period of alternative employment to an employee who has been made redundant

Categories: All jurisdictions, ROI region|Tags: |

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.

IEP08H01 – How to guide Probationary period

Categories: All jurisdictions, ROI region|Tags: |

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

Categories: All jurisdictions, ROI region|Tags: |

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.

IEP07S01 – Script for an Informal Performance Review Meeting

Categories: All jurisdictions, ROI region|Tags: |

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).

IEP07S02 – Script for a formal capability hearing regarding underperformance

Categories: All jurisdictions, ROI region|Tags: |

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.

IEP08L02 – Letter of formal invitation to probationary review hearing

Categories: All jurisdictions, ROI region|Tags: |

This ia 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.

IEP06L01 – Letter confirming agreements made following performance appraisal

Categories: All jurisdictions, ROI region|Tags: |

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.

IEP07P01 – Performance Management policy

Categories: All jurisdictions, ROI region|Tags: |

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.

IEP04L03 – Letter to seek agreement from an existing employee to make a deduction from pay

Categories: All jurisdictions, ROI region|Tags: , |

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 an former employee to make a deduction from pay

Categories: All jurisdictions, ROI region|Tags: , |

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.

IEM01L15 – Letter authorising reduced/different hours upon return to work from maternity leave

Categories: All jurisdictions, ROI region|Tags: |

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

Categories: All jurisdictions, ROI region|Tags: |

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.

IEM01L18 – Letter notifying an employee that insufficient notice has been given to end maternity leave and return to work

Categories: All jurisdictions, ROI region|Tags: |

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.

IEM01L27 – Letter to a new mother outlining consequences of non-acceptance of alternative duties

Categories: All jurisdictions, ROI region|Tags: |

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.

IEM01L29 – Letter to a pregnant employee outlining consequences of non-acceptance of alternative duties

Categories: All jurisdictions, ROI region|Tags: |

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.

IEM01L08 – Letter suspending a pregnant employee or a new mother on health and safety grounds

Categories: All jurisdictions, ROI region|Tags: |

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.

IEM01L14 – Letter of invitation to a meeting to discuss a request for reduced/different hour upon return to work from maternity leave

Categories: All jurisdictions, ROI region|Tags: |

This letter can be sent to an employee who has requested a change to their works/days of work upon retune from maternity leave. This letter invites an employee to a meeting to discuss the request. An employer must give consideration to all requests for flexible working. if the employer is unable to grant the request they must have a justifiable reason for this.

IEG02L10 – Letter to an employee who has failed to attend a grievance meeting

Categories: All jurisdictions, ROI region|Tags: |

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.

IED05L05 – Letter of Concern as a result of an investigatory process

Categories: All jurisdictions, ROI region|Tags: |

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

Categories: All jurisdictions, ROI region|Tags: |

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

Categories: All jurisdictions, ROI region|Tags: |

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.

IED05L09 – Letter of invitation to disciplinary hearing

Categories: All jurisdictions, ROI region|Tags: |

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.

IED01F10 – Consent form for job applicants (unsuccessful)

Categories: All jurisdictions, ROI region|Tags: |

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.

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