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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 recall employee to workplace due to easing/lifting of restrictions

Letter to recall employee to workplace due to easing/lifting of restrictions

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This letter can be used to inform an employee that, due to the easing of restrictions, a temporary period of homeworking implemented because of Government guidance on working from home will end and they are required to return to the workplace.

Letter to recall employee to workplace due to easing/lifting of restrictions

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

Offer letter – Rehire ex-employees in the health/social care sector due to revoking of vaccine requirement

Offer letter – Rehire ex-employees in the health/social care sector due to revoking of vaccine requirement

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This letter can be used to offer employment to those dismissed in line with the law requiring workers in care homes, and the health and social care sector, in England to be vaccinated, due to the government revoking the vaccine requirement from 15 March 2022. 

Offer letter – Rehire ex-employees in the health/social care sector due to revoking of vaccine requirement

Letter to health/social care staff to rescind previous action due to revoking of vaccine requirement

Letter to health/social care staff to rescind previous action due to revoking of vaccine requirement

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This letter can be used by employers in the health/social care sector to send to staff to rescind previous action, due to revoking of vaccine requirement on 15 March 2022. 

Letter to health/social care staff to rescind previous action due to revoking of vaccine requirement

Letter to health/social care sector staff – removal of mandatory vaccine regulations

Letter to health/social care sector staff – removal of mandatory vaccine regulations

Last Modified

This letter can be used to update workers on the current position and confirm that they will be able to continue in their role regardless of whether they are Covid vaccinated or not.

Where meetings have already been planned or held with individual employees to discuss their vaccination/exemption status, you may need to meet with them to update them on the regulation removal and confirm next steps – e.g. tell them they can return to/remain in their original role.

Legislation to revoke previously enacted laws on mandatory vaccination came into force on 15 March 2022. There is now no legally mandated requirement to be vaccinated against Covid in the UK. We wait to see if a regulatory requirement will be created. 

Letter to health/social care sector staff – removal of mandatory vaccine regulations

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 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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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 a period of lay-off or short-time working

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

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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 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 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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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 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

Policy

Homeworking policy

Homeworking policy

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Previously modified

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

Homeworking policy
Download

Pandemic contingency plan policy

Pandemic contingency plan policy

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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

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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

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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

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

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

Contract clauses