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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 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.

Letter to extend probationary period due to coronavirus

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 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

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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 to agree to the Job Support Scheme

Letter to agree to the Job Support Scheme

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.

Letter to agree to the Job Support Scheme

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

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

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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

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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 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

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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 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 was updated on 21 July 2020 to include an optional clause on why the company does not believe homeworking is sustainable.

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

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

Policy

Pandemic contingency plan policy

Pandemic contingency plan policy

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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

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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

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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

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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
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Form

COVID-19 general workplace safety risk assessment

COVID-19 general workplace safety risk assessment

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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
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Checklist

Contract clauses