Change to Employment Terms Letter checklist

Read the document to make sure it meets your needs and that everyone involved agrees with the Change to Employment Terms Letter.

Remember that if you have any questions you can easily Ask a lawyer.

The employer (or their representative) must always sign the Change to Employment Terms Letter. The employee must counter-sign the Letter if their employment contract does not expressly say the employer can change employment terms (ie it is silent).

If the employment contract expressly says the employer can change employment terms

The employer can sign the Change to Employment Terms Letter:

• Online, using RocketSign.

• In print, by printing one copy of the Letter.

If the employment contract does not expressly say the employer can change employment terms

The employer can sign the Change to Employment Terms Letter:

• Online, using RocketSign.

• In print, by printing two copies of the Letter.

The Change to Employment Terms Letter is a formal notice which must be served (ie delivered) properly.

Check the contract of employment for any special rules about serving notices and make sure they are followed.

The safest way to serve the Letter is to deliver it in person or, failing this, to send it by courier, post or email. If you serve the Letter:

• In person - hand the Letter to the employee personally.

• By post - it is recommended that you use recorded delivery and that you keep a copy of the proof of posting and delivery. Check that you have the employee’s latest address.

• By email - check that the employment contract allows you to send notices by email and whether it requires you to request a ‘read receipt’ as proof of service.

However you deliver the Change to Employment Terms Letter you should tell the employee that you are changing their terms of employment in person before delivering the Letter. If this is not practical, you must make sure that the employee has received and read the Letter.

If the employment contract does not expressly allow changes to employment terms, the employee must agree to the change by signing on the line over their name and dating both copies. They then must return one of the copies to the employer by the date indicated in the Letter.

The employee can sign:

• Online, using RocketSign.

• In print.

Keep a copy of the Change to Employment Terms Letter for your records. A copy will also be automatically stored in your Rocket Lawyer account ‘Dashboard’.

If you post or hand deliver the Change to Employment Terms Letter, keep a copy of the signed Letter that was sent and anything else included. If you email the Change to Employment Terms Letter, keep a copy of the email that was sent and any attachments together with any ‘read receipts’.

If relevant, when the employee returns the signed Change to Employment Terms Letter make a copy of that and store the signed Letter safely away.