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Change to employment terms letter checklist

Make it Legal™ Checklist

Here are a few important steps to take to finish your document

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.

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

  1. Print out one copy of the letter to send to the employee.

  2. If the employer is a company or LLP, its representative must sign the letter on the line over the employer’s name.


If the employment contract does not expressly say the employer can change employment terms (ie is silent)

  1. Print out two copies of the letter to send to the employee.

  2. If the employer is a company or LLP, its representative must sign both copies on the line over the employer’s name.

The change to employment terms letter is a formal notice which must be served properly.

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

The safest way to serve notice is to deliver in person or failing this, is to send by courier, post or email.

  • In person: hand the letter to the employee personally.

  • Post: if you are serving notice by post then it is recommended that you use recorded delivery and that you keep a copy of the proof of posting and delivery. Check you have the employee’s latest address.

  • 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 letter we recommend you tell the employee that you are changing their terms of employment in person before delivering the letter. If this is not practical, then 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.

  • A copy of the letter will be saved in your Rocket Lawyer account.

  • If you post or hand deliver the letter then keep a copy of the signed letter that was sent and anything else included.

  • If you email the letter then keep a copy of the email that was sent and any attachments together with any "read receipts".

  • When the employee returns the signed letter make a copy of that and store the signed letter safely away.

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