General Letters & Documents

It is good practice when an employee hands in their notice to acknowledge the resignation in writing. From a company perspective this will confirm key points including leave date, holidays and return of company property. A copy of the acceptance of notice letter should be kept in the employee personnel file for future reference.

Most contracts of employment allow for dismissal in probation periods due to unsatisfactory performance or conduct.

This dismissal in probation period letter should be used in such circumstances and states the areas required when carrying out a dismissal in probation.

When an employee has left your organisation, you will at some point receive a reference request from their new employer. This document should be used as your standard response to ensure you only provide factual information.

Conducting exit interviews with employees who choose to leave a company is good practice to understand the real reason they are leaving. The feedback they provide during the exit interview can allow the organisation to make changes they may feel necessary to avoid loosing any more staff. This exit interview questionnaire covers five key areas.

An extension of probation period letter should be issued to confirm in writing and retain a record of the reasons as to why an employess probation period has been extended.

To extend an employees' probation period there should be a valid reason. For example; there may be times when coming to the end of a new employees probation period you are still not convinced of their ability or conduct and may wish to extend the probationary period to assist you making the final decision. This Extension of Probation Period letter should be used in these circumstances.

It is good practice for all holidays to be documented and authorised in advance by a manager. This electronic holiday form can be emailed for quick and easy usage, or printed out for manual usage. A copy of the holidays request form should always be kept in the employee personnel file for future reference.

It is good practice to complete a Leavers form with any employee who is leaving the company. This document details key areas including any monies outstanding, holidays to be paid or deducted, etc. Completion of this leavers form between manager and employee whilst still in employment will prevent any disagreements from a payroll perspective once the employee has actually left the company.

As an employer you should have a record of all company property issued to any member of staff. This document, Receipt For Company Property, allows you to record all items issued including serial numbers, plus has the additiaonl benefit of being an effective agreement entitling the employee to use the items listed only for work purposes and that they must keep them in good condition. It also ensures that an employee reports them being stolen, broken or defective and should be used when an employee leaves as a record of their safe return.

A repayment agreement protects you the employer from when an employee either leaves before the full amount owed has been repaid or argues there is an amount owed at any point prior to the amount being paid in full. This may be used in conjunction with a training loan, an over payment by error or a loan to assist a new employee until their first salary is made if paid monthly.

There will be times when a new employee joins the company too late to be included in the payroll and a salary advance is required. It is good practice for this to be documented so the employee fully understands that the salary advance will be deducted from their first months' pay.

A salary review letter confirms to the employee if they have received an increase or not and if they have how much and the effective date.

When a salary increase is awarded to an employee it is best practice to notify them in writing. A copy of the Salary Increaes letter should also be kept in their personnel file so you have a copy for your records.

A salary review letter confirms to the employee if they have received an increase or not and if they have how much and the effective date.

This salary review letter informs the employee they have note received an increase and the reasons why.

When an employee reaches the end of their employment probation period successfully it is best practice to notify them in writing with a letter confirming they have completed theor probation period successfully. This may also bring a salary increase which will also require a record keeping. A copy of the successful completion of probation letter should be kept on the employee personnel file for future reference.

This letter can be given when a loyal employee has personal issues such as a seriously ill close relative, a member of the family has deceased or the employee themself is seriously ill. A sympathy letter from the company will offer support to the employee at a time when they need it the most.

This is a simple and easy to use weekly time sheet that will help the small business or office keep a track of the hours required for payroll.

If you have an employee working for you on a work permit, as their Employer you will be requested at some stage to provide a letter to the UK Border Agency confirming certain details. This Work Permit letter contains all of the details you will need to include.