This content is locked!


To access this resource log in or Subscribe to Core.

Get instant access to 3 free resources of your choice. No credit card required.

Sign up now for free access
Send to a friend

This section provides model documents for employers to use in response to the 2020 coronavirus outbreak. Note - some of these documents overlap with other areas of the site.

 

Letter

Letter to an employee explaining the right to take time off for dependants in light of the 2020 coronavirus outbreak

Letter to an employee explaining the right to take time off for dependants in light of the 2020 coronavirus outbreak

This letter outlines the right to take time off for dependants as a result of the school closures in the midst of the 2020 coronavirus outbreak. It details the statutory right alongside notification procedures and reminds staff that this is a short-term solution.

Letter to an employee explaining the right to take time off for dependants in light of the 2020 coronavirus outbreak

Letter to agree flexible furlough due to school closure

Letter to agree flexible furlough due to school closure

Last Modified

The Job Retention Scheme was originally intended to close on 31 October 2020, however, it has been extended to run until the end of September 2021. It permits both full furlough and flexible furlough.

This letter should be used to reach an agreement with the employee to go on flexible furlough ie to work on a part-time basis and be on furlough for the remainder of their normal hours because the employee’s child’s school has closed and no alternative arrangements can be made eg working from home etc. Employers will need to pay the employees for the hours they work but they can still claim capped wage support from the Government’s Job Retention Scheme for the time spent not working.

This letter should be used only after flexible furlough has been discussed with the employee.

Letter to agree flexible furlough due to school closure

Letter to agree to extend furlough and agree to the Job Support Scheme (Closed)

Letter to agree to extend furlough and agree to the Job Support Scheme (Closed)

This letter should be used when the employee is already on furlough under the Job Retention Scheme when the business closure comes into effect, but the furlough agreement is set to run out before the end of October. 

Note: The Job Support Scheme has been postponed indefinitely due to the introduction of new national lockdown restrictions in England and the extension of the Job Retention (furlough) Scheme. It is currently unknown if and when this will come into force. We will continue to publish this content in case the scheme is re-introduced, however at such point we expect the government to clarify if there will be any amends to it. 

Letter to agree to extend furlough and agree to the Job Support Scheme (Closed)

Letter confirming a period of time off for dependants

Letter confirming a period of time off for dependants

This letter outlines that an employee is considered to be on time off for dependants and provides options to be sent either during the time off or after they have returned to work. It also reaffirms that this is a temporary measure and that whilst the Company will aim to be accommodating, it should not be seen as a permanent solution to situations involving dependants such as the 2020 coronavirus school closures.

Letter confirming a period of time off for dependants

Letter to extend probationary period due to coronavirus

Letter to extend probationary period due to coronavirus

This letter can be used when looking to extend a probationary period due to circumstances arising from coronavirus e.g. furlough, self-isolation, shielding.

If there is no contractual right to extend the probationary period, it is advisable to obtain the employee’s agreement to the extension, and the letter includes an option for this. It is unlikely that the employee will withhold agreement if to do so may result in their dismissal. If there is a contractual right to extend, delete the relevant section in the letter and the inclusion of space to sign and date the letter.

Note: shielding was ended permanently on 15 September 2021 and furlough will come to an end on 30 September 2021.

Letter to extend probationary period due to coronavirus

Letter to agree flexible furlough (November 2020 onwards) when JSS agreed

Letter to agree flexible furlough (November 2020 onwards) when JSS agreed

The Job Retention Scheme (JRS) was originally intended to close on 31 October 2020 and be replaced by the Job Support Scheme, however, the JRS has been extended to run throughout November. It permits both full furlough and flexible furlough.

This letter should be sent to employees who had already agreed to be placed into the Job Support Scheme from 1 November 2020 and the employer wishes to put them on flexible furlough i.e. part time work combined with furlough. It informs the employee that the Job Support Scheme has been postponed and, therefore, their unworked hours in November, and for as long as the extended JRS will be in place, or until business circumstances change, will be classed as furlough under the JRS.

It also confirms the payment arrangements that apply under the JRS. They are more favourable to the employee than those under the Job Support Scheme i.e. the employee will receive more money. Accordingly, employers will be able to obtain a higher wage grant. This letter should be used only after employers have discussed the change with the employee.

Letter to agree flexible furlough (November 2020 onwards) when JSS agreed

Letter to employees setting out position on absence and pay due to Coronavirus

Letter to employees setting out position on absence and pay due to Coronavirus

This letter outlines to employees steps that the organisation is taking to work against the spread of the coronavirus. It includes information on self-isolation and what employees should do if they feel they have been exposed to or contracted Covid-19, alongside situations where employees may be sent home.

Letter to employees setting out position on absence and pay due to Coronavirus

Letter advising on temporary homeworking arrangement due to further govt measures

Letter advising on temporary homeworking arrangement due to further govt measures

This letter should be distributed to all staff in response to the change in the rules surrounding working from home in England. It outlines that a temporary period of homeworking is to be re-established and the arrangements surrounding this. 

Letter advising on temporary homeworking arrangement due to further govt measures

Letter to place employee on full furlough (November 2020 onwards) after JSS agreed

Letter to place employee on full furlough (November 2020 onwards) after JSS agreed

The Job Retention Scheme (JRS) was originally intended to close on 31 October 2020 and be replaced by the Job Support Scheme, however, the JRS has been extended to run throughout November. It permits both full furlough and flexible furlough.

This letter should be sent to employees who had already agreed to be placed into the Job Support Scheme from 1 November 2020 and the employer wishes to put the employee on full furlough. It informs the employee that the Job Support Scheme has been postponed and, therefore, their unworked hours in November, and for as long as the extended JRS will be in place, or until business circumstances change, will be classed as furlough under the JRS.

It also confirms the payment arrangements that apply under the JRS. They are more favourable to the employee than those under the Job Support Scheme i.e. the employee will receive more money. Accordingly, employers will be able to obtain a higher wage grant.

This letter should be used only after employers have discussed the change with the employee.

Letter to place employee on full furlough (November 2020 onwards) after JSS agreed

Letter seeking agreement to lay-off or short-time working where no contractual right exists

Letter seeking agreement to lay-off or short-time working where no contractual right exists

Last Modified
Previously modified
This letter template can be used to seek the agreement of an employee to a period of lay-off or short-time working. The letter explains why this period is necessary and explains that the company needs the consent of the employees to implement this period of lay-off or short-time working. The letter also outlines the dates of the period of non-work and has options to explain the payment employees can expect to receive during this time.
Letter seeking agreement to lay-off or short-time working where no contractual right exists

Letter confirming carry over of annual leave into the next leave year

Letter confirming carry over of annual leave into the next leave year

This letter outlines that whilst every effort will be taken to let staff take their annual leave in the current leave year, they may also be able to carry four weeks over in line with the new law on annual leave. It also outlines circumstances in which the remaining 1.6 weeks of statutory leave, alongside any contractual leave, may also be carried over. 

Letter confirming carry over of annual leave into the next leave year

Letter from ‘key worker’ to school asking for their children to be permitted ongoing education

Letter from ‘key worker’ to school asking for their children to be permitted ongoing education

Last Modified
Previously modified

This letter can be used by a 'key worker' to outline to a school why their child(ren) should be permitted to continue to attend school despite wider closures due to coronavirus restrictions. It has been updated to be used during the January 2020 school closures.

Letter from ‘key worker’ to school asking for their children to be permitted ongoing education

Letter to agree to the Job Support Scheme (Open)

Letter to agree to the Job Support Scheme (Open)

Last Modified

This letter is for use to access the ‘original’ Job Support Scheme following a discussion with employees over use of the scheme. It provides two options to cover circumstances where the details of the working hours are known; and also where they are not known at this point but will be notified in advance to the employee.

Note - The Job Support Scheme has been postponed indefinitely due to the introduction of new national lockdown restrictions in England and the extension of the Job Retention (furlough) Scheme. It is currently unknown if and when this will come into force. We will continue to publish this content in case the scheme is re-introduced, however at such point we expect the government to clarify if there will be any amends to it. 

Letter to agree to the Job Support Scheme (Open)

Letter to place shielding employee on furlough

Letter to place shielding employee on furlough

Last Modified
Previously modified

This letter can be used to inform a shielding employee that the company will be designating them as a furloughed worker in line with the government’s Job Retention Scheme which has now been extended until the end of September 2021.

This letter should be used only after the employer has discussed furlough with the employee.

Note - this letter has been updated to reflect the fact that shielding is now paused across England, Scotland and Wales. 

As shielding has now been brought to a permanent end, from 15 September 2021, and furlough ends on 30 September 2021, this letter is for information purposes only 

 

 

Letter to place shielding employee on furlough

Letter to confirm full furlough will continue from November 2020

Letter to confirm full furlough will continue from November 2020

The Job Retention Scheme was originally intended to close on 31 October 2020, however, it has been extended to run until the end of September 2021. It permits both full furlough and flexible furlough.

This letter should be used where an employee was on furlough running up to the end of October 2020 where it was envisaged that furlough would end on 31 October 2020 because that is when the Scheme was meant to close. However, the extension of the Scheme means that the employee is now able to stay on furlough.

This letter confirms to an employee who the company has not been able to offer any work to since 31 October 2020 that their furlough has continued.

This letter should be used only after the employer has discussed the continuation of furlough with the employee.

Letter to confirm full furlough will continue from November 2020

Letter confirming a period of lay-off or short-time working

Letter confirming a period of lay-off or short-time working

Last Modified
Previously modified
Use this letter to let employees know that there will be a period of lay-off or short-time working and what the implications for employees. The letter confirms the period of time of the lay-off or short-time working and has options to explain the payment employees will receive during this time.
Letter confirming a period of lay off or short time working

Letter inviting an applicant to an interview with COVID-19 social distancing measures in place

Letter inviting an applicant to an interview with COVID-19 social distancing measures in place

Last Modified

This letter tells an applicant of all social distancing measures that have been put in place to ensure the safety of everyone concerned whilst they are being interviewed, including whether it should be done remotely. 

Letter inviting an applicant to an interview with COVID-19 social distancing measures in place

Letter to agree flexible furlough (November 2020 onwards)

Letter to agree flexible furlough (November 2020 onwards)

Last Modified

The Job Retention Scheme has been extended to run to the end of September 2021. It permits both full furlough and flexible furlough.

This letter should be used to reach an agreement with the employee to go on flexible furlough i.e. to work on a part-time basis and be on furlough for the remainder of their normal hours. Employers will need to pay the employees for the hours they work but you can still claim capped wage support from the Government’s Job Retention Scheme for the time spent not working.

This letter should be used only after employers have discussed flexible furlough with the employee.

Letter to agree flexible furlough (November 2020 onwards)

Letter to confirm flexible furlough will continue from November 2020

Letter to confirm flexible furlough will continue from November 2020

The Job Retention Scheme was originally intended to close on 31 October 2020, however, it has been extended to run until the end of September 2021. It permits both full furlough and flexible furlough.

This letter should be used where an employee was on flexible furlough running up to the end of October 2020 where it was envisaged that the arrangement would end on 31 October 2020 because that is when the Scheme was meant to close. However, the extension of the Scheme means that the employee is now able to stay on flexible furlough. This letter confirms to an employee who has continued their flexible furlough since 1 November 2020 that furlough is continuing.

It should be used only after the employer has discussed the continuation of flexible furlough with the employee.

Retrospective furlough agreements like this one to backdate cover for arrangements that were in place since 1 November 2020 are permitted provided they are put in place on or before 13 November 2020.

Letter to confirm flexible furlough will continue from November 2020

Letter to place employee on full furlough (November 2020 onwards)

Letter to place employee on full furlough (November 2020 onwards)

The Job Retention Scheme was originally intended to close on 31 October 2020, however, it has been extended to the end of September 2021. It permits both full furlough and flexible furlough.

This letter should be used to reach an agreement with the employee to go on full furlough i.e. to cease work in order for the employer to furlough them under the extended JRS.

This letter should be used only after the employer has discussed furlough with the employee.

Letter to place employee on full furlough (November 2020 onwards)

Letter to place employee on lay off during notice period

Letter to place employee on lay off during notice period

From 1 December 2020, claims cannot be made to the Job Retention Scheme for employees who are serving a statutory or contractual notice period.

Unless the original furlough agreement allows for furlough to continue even when the employer is not claiming from the JRS i.e. furlough and claiming from the JRS are not inextricably linked, or unless the employer undertakes a separate agreement to furlough the employee on payment terms to be agreed, the employee can no longer remain on furlough.

This letter can be used where the employer has no work to offer the employee during the notice period and decides to implement a period of lay off until the termination date. Where the notice pay is protected, the employee will receive full pay during the statutory notice period and then revert to the contractual position during any longer contractual notice period. Where notice pay is not protected, the employee will receive statutory guarantee pay only.

Letter to place employee on lay off during notice period

Letter to employees reminding them of their responsibilities in relation to the control of infectious diseases

Letter to employees reminding them of their responsibilities in relation to the control of infectious diseases

Last Modified
Previously modified

This letter reminds employees of their responsibility to assist the Company in preventing the spread of infectious procedures. It outlines that they should take a period of absence and discuss their return to work with their line manager to assess potential for the spreading of the virus.

Note - this letter has been updated with additional information in light of the 2020 coronavirus outbreak.

Letter to employees reminding them of their responsibilities in relation to the control of infectious diseases

Letter to staff who refuse to return to work due to COVID-19 concerns

Letter to staff who refuse to return to work due to COVID-19 concerns

It also provides options to list any additional steps taken in response to any particular issues raised by staff, alongside confirmation as to whether they will be required back at work. 

Please note that this letter should be used in line with current government guidance surrounding working from home. 

Letter to staff who refuse to return to work due to COVID-19 concerns

Letter to agree to the Job Support Scheme (Open)

Letter to agree to the Job Support Scheme (Open)

Last Modified

This letter is for use to access the ‘original’ Job Support Scheme following a discussion with employees over use of the scheme. It provides two options to cover circumstances where the details of the working hours are known; and also where they are not known at this point but will be notified in advance to the employee.

Note - The Job Support Scheme has been postponed indefinitely due to the introduction of new national lockdown restrictions in England and the extension of the Job Retention (furlough) Scheme. It is currently unknown if and when this will come into force. We will continue to publish this content in case the scheme is re-introduced, however at such point we expect the government to clarify if there will be any amends to it. 

Letter to agree to the Job Support Scheme (Open)

Letter to confirm garden leave for employee on notice

Letter to confirm garden leave for employee on notice

From 1 December 2020, claims cannot be made to the Job Retention Scheme for employees who are serving a statutory or contractual notice period.

Unless the original furlough agreement allows for furlough to continue even when the employer is not claiming from the JRS i.e. furlough and claiming from the JRS are not inextricably linked, or unless the employer undertakes a separate agreement to furlough the employee on payment terms to be agreed, the employee can no longer remain on furlough.

This letter can be used where the employer has no work to offer the employee during the notice period and decides to implement a period of garden leave until the termination date. The employee will be entitled to full pay during this period.

Letter to confirm garden leave for employee on notice

Letter to agree to Job Support Scheme (Open) under revised Scheme pay arrangements

Letter to agree to Job Support Scheme (Open) under revised Scheme pay arrangements

Last Modified

This letter is for use when an organisation has already agreed participation in the Job Support Scheme (Open) with an employee under the now scrapped minimum hours and pay arrangement and now needs to agree participation under the revised Scheme rules. Announced on 22 October, the Scheme is no longer to operate on the basis of a minimum of one third of working hours with a maximum 22% Government wage contribution for unworked hours. It will now operate on the basis of a minimum 20% working hours paid by the employer; 5% of unworked hours paid by the employer to a maximum of £125 per month and a Government contribution of 61.67% of unworked hours to a maximum of £1,541.75 per month. Organisations who have already agreed participation now need to send this letter to seek agreement under the revised terms. Organisations who have not yet started the process of Job Support Scheme (Open) participation do not need this letter. Instead, the Letter to agree Job Support Scheme (Open) should be used.

Note: The Job Support Scheme has been postponed indefinitely due to the introduction of new national lockdown restrictions in England and the extension of the Job Retention (furlough) Scheme. It is currently unknown if and when this will come into force. We will continue to publish this content in case the scheme is re-introduced, however at such point we expect the government to clarify if there will be any amends to it. 

Letter to agree to Job Support Scheme (Open) under revised Scheme pay arrangements

Letter to agree to Job Support Scheme (Closed)

Letter to agree to Job Support Scheme (Closed)

Last Modified

This letter is for staff to agree to be placed on the Job Support Scheme when the business is required to close. It outlines pay that staff will be entitled to and asks them to confirm their agreement. This letter should only be used if the business has been required to close due to coronavirus restrictions. 

Note: The Job Support Scheme has been postponed indefinitely due to the introduction of new national lockdown restrictions in England and the extension of the Job Retention (furlough) Scheme. It is currently unknown if and when this will come into force. We will continue to publish this content in case the scheme is re-introduced, however at such point we expect the government to clarify if there will be any amends to it. 

Letter to agree to Job Support Scheme (Closed)

Letter to recall employee to workplace due to easing or lifting of lockdown

Letter to recall employee to workplace due to easing or lifting of lockdown

This letter can be used to inform an employee that, due to the easing of the lockdown, a temporary period of homeworking implemented because the workplace had to close will cease and they are required to return to the workplace.

Note - this letter should be used in line with current homeworking restrictions as specified by the government 

Letter to recall employee to workplace due to easing or lifting of lockdown

Letter to agree to Job Support Scheme (Closed) under revised Scheme arrangements

Letter to agree to Job Support Scheme (Closed) under revised Scheme arrangements

Last Modified

This letter is for use when an organisation has already agreed participation in the Job Support Scheme (Closed) with an employee under the original payment terms of the Scheme which have now been adjusted by the Government. As per guidance published on 22 October, the Scheme will no longer operate with a £2,100 monthly Government grant cap. It has been reduced to £2,083.33 per month. Organisations who have already agreed participation now need to send this letter to seek agreement to it under the revised monthly cap. Organisations who have not yet started the process of Job Support Scheme (Closed) participation do not need this letter. Instead, the Letter to agree Job Support Scheme (Closed) should be used.

Note: The Job Support Scheme has been postponed indefinitely due to the introduction of new national lockdown restrictions in England and the extension of the Job Retention (furlough) Scheme. It is currently unknown if and when this will come into force. We will continue to publish this content in case the scheme is re-introduced, however at such point we expect the government to clarify if there will be any amends to it. 

Letter to agree to Job Support Scheme (Closed) under revised Scheme arrangements

Letter of eligibility that employee cannot work from home

Letter of eligibility that employee cannot work from home

Last Modified

Note - this letter was last updated on 5 January 2021. 

This letter can be given to employees who are still to attend the workplace in accordance with the Regulations accompanying the national restrictions in England announced by the Prime Minister on 4 January 2021. They can produce it as evidence if questioned on why they are travelling.

Employers in Scotland and Wales can also use this letter.

Letter of eligibility that employee cannot work from home

Letter to agree full furlough due to school closure

Letter to agree full furlough due to school closure

The Job Retention Scheme was originally intended to close on 31 October 2020, however, it has been extended to run until the end of September 2021. It permits both full furlough and flexible furlough.

This letter should be used to reach an agreement with the employee to go on full furlough i.e. to cease work in order for the employer to furlough them under the extended JRS because the employee’s child’s school has closed and no alternative arrangements can be made e.g. working from home etc.

This letter should be used only after furlough has been discussed with the employee.

Letter to agree full furlough due to school closure

Letter to agree flexible furlough

Letter to agree flexible furlough

The letter should be distributed to staff who are to be placed on flexible furlough. It provides two options to cover circumstances where the details of the part-time hours are known; and also where they are not known at this point but will be notified to in advance to the employee.

Letter to agree flexible furlough

Letter to agree to both JRS furlough and Job Support Scheme (Closed)

Letter to agree to both JRS furlough and Job Support Scheme (Closed)

This letter provides an option for employees to agree to be furloughed under the Job Retention Scheme until the end of October, alongside being placed on the Job Support Scheme from 1 November onwards. This is designed to prevent two separate letters having to be distributed due to the furlough scheme ending on 31 October. This letter should only be used when the business is forced to close due to coronavirus restrictions. 

Note: The Job Support Scheme has been postponed indefinitely due to the introduction of new national lockdown restrictions in England and the extension of the Job Retention (furlough) Scheme. It is currently unknown if and when this will come into force. We will continue to publish this content in case the scheme is re-introduced, however at such point we expect the government to clarify if there will be any amends to it. 

Letter to agree to both JRS furlough and Job Support Scheme (Closed)

Policy

Pandemic contingency plan policy

Pandemic contingency plan policy

Last Modified
Previously modified

Use this policy is to set out the contingency plan that should be followed in the event of an outbreak of bird flu or a similar pandemic. This policy covers preparation for an outbreak, dealing with infected employees, dealing with work activities, working, communication and additional advice.

Note - this has been updated with additional information as a result of the 2020 coronavirus outbreak.

Pandemic contingency plan policy

Policy on controlling the risks of infectious diseases in the workplace

Policy on controlling the risks of infectious diseases in the workplace

Last Modified
Previously modified

This policy and procedure outlines the employer's responsibility to protect employees from risk of infectious disease in the workplace, and procedures it will follow to fulfil this responsibility.

Note - this policy has been updated with additional information in light of the 2020 coronavirus outbreak.

Policy on controlling the risks of infectious diseases in the workplace

Emergency protocol business continuity policy

Emergency protocol business continuity policy

Last Modified
Previously modified

Use this policy to set out the organisation's emergency plans. This policy covers the fire procedure, bomb threat procedures, evacuation procedures, and a business continuity management plan.

Note - this policy has been updated with additional information in light of the 2020 coronavirus outbreak.

Emergency protocol business continuity policy

Homeworking policy

Homeworking policy

Last Modified
Previously modified

This policy includes information on applying for homeworking, trial periods, training, management supervision, care and security, and the equipment that will be provided by the company.

Homeworking policy
Download

Form

COVID-19 general workplace safety risk assessment

COVID-19 general workplace safety risk assessment

Last Modified

This risk assessment can be used by a business during return to work after lockdown or in planning for return to work to identify the control measures that should be put in place to protect employees and others from the risk of coronavirus infection.

This template contains a completed example and can be edited for the specific needs of an organisation. 

COVID-19 general workplace safety risk assessment

Questionnaire

Contracts

Homeworker agreement

Homeworker agreement

This document should be distributed to all staff before they commence a period of homeworking. It outlines the terms and conditions of their homeworking arrangement alongside confirming that the organisation reserves the right to cancel this arrangement at any time. There are also specific terms included as a result of the 2020 coronavirus outbreak.  

Homeworker agreement
Download

Checklist

Contract clauses