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Model documents and policies

Downloadable and customisable documents relating to redundancy. For more information see the employment law pages.

Redundancy business case guidance

Redundancy business case guidance

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This template can be used to create a business in preparation of a possible redundancy process within the organisation. It provides various areas and questions to consider when formulating the reasoning behind the redundancy, and can help to provide a justification for the process. 

Letter informing an employee that they are at risk of redundancy as part of the individual consultation process

Letter informing an employee that they are at risk of redundancy as part of the individual consultation process

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This letter informs an employee of a redundancy situation, the reason for it, that a consultation period has commenced, and that their position is one of those at risk although all alternative options will be explored.

This letter should be used in redundancies that do not involve a selection process. 

Ballot form for electing employee representatives for collective redundancy consultation

Ballot form for electing employee representatives for collective redundancy consultation

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Use this ballot form to communicate to employees the candidates for election and what the role of the representative will be. Explain how the election process works and what to do with the form.

Financial statement

Financial statement

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The form can be used to set out an employees monetary entitlements following their dismissal for redundancy, and should accompany their redundancy dismissal letter. 

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Candidate nomination form for election of employee representatives for redundancy consultation

Candidate nomination form for election of employee representatives for redundancy consultation

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This letter and form is to be used to ask employees to nominate candidate employees to act as employee representatives for the purposes of collective redundancy consultation.

Redundancy selection matrix

Redundancy selection matrix

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This matrix is for assessors to score an employee being considered for redundancy on performance, skills, disciplinary and attendance record and work experience.

Letter confirming acceptance of an offer of alternative employment to an employee on family leave

Letter confirming acceptance of an offer of alternative employment to an employee on family leave

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This letter confirms the acceptance of alternative employment by an employee made redundant while on family leave and covers how this new position and its trial period will fit with the family leave.

Letter to employee to confirm original redundancy dismissal will stand due to unsuccessful trial period

Letter to employee to confirm original redundancy dismissal will stand due to unsuccessful trial period

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This letter confirms that a trial period in alternative employment has been unsuccessful and that the employee is being made redundant, including details of redundancy pay.

Letter confirming employee made redundant whilst on family leave has accepted alternative vacancy following trial period

Letter confirming employee made redundant whilst on family leave has accepted alternative vacancy following trial period

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This letter should be sent to an employee who was made redundant during family leave to confirm that they have accepted an alternative vacancy within the organisation. The letter confirms the terms and conditions of the role and that the notice of redundancy issued to the employee has now been withdrawn.

Letter formally notifying an employee that they have been selected for redundancy as part of the individual consultation process

Letter formally notifying an employee that they have been selected for redundancy as part of the individual consultation process

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This letter informs an employee formally that they have been selected for redundancy, and invites them to a meeting where they may put their case before a final decision is made.

Letter informing a redundant employee of the employer's decision following a meeting to discuss the offer of alternative employment

Letter informing a redundant employee of the employer's decision following a meeting to discuss the offer of alternative employment

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This letter informs an employee selected for redundancy of the employer’s decision following a meeting to discuss an offer of suitable alternative employment. The letter has optional clauses to offer an employee alternative employment or to notify the employee that no suitable alternative has been identified and confirming the date of the termination of their employment.

Letter informing an employee made redundant whilst on family leave of the consequences of refusing suitable alternative employment

Letter informing an employee made redundant whilst on family leave of the consequences of refusing suitable alternative employment

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This letter informs an employee made redundant while on family leave that a suitable alternative position has been identified, and of the consequences should they refuse to accept it.

Letter informing employees that the deadline for voluntary redundancy applications has now passed

Letter informing employees that the deadline for voluntary redundancy applications has now passed

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This letter informs employees that the deadline for voluntary redundancy applications has passed, and that any employees who have applied will hear soon whether their application has been accepted.

Invite to elect employee representatives for redundancy collective consultation

Invite to elect employee representatives for redundancy collective consultation

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This letter this outlines the need to elect representatives during collective consultation, and explains how that works, as well as asking for nominations of employee representatives to consult with the employer over ways to avoid or minimise the need for redundancies, setting a date for the election of representatives.

Letter to invite an employee to a final consultation meeting

Letter to invite an employee to a final consultation meeting

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This letter confirms the counter proposals raised by an employee at risk of redundancy at a consultation meeting, and invites them to a consultation meeting to give the organisation's response. This letter cautions the employee their employment could be terminated if no alternative is found. 

Letter inviting an employee to a meeting to discuss their application for voluntary redundancy

Letter inviting an employee to a meeting to discuss their application for voluntary redundancy

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This letter invites an employee to a meeting to discuss their application for voluntary redundancy and confirms that they have a right to be accompanied to the meeting by a work colleague or trade union official.

Letter to put an employee at risk of redundancy and invite to individual consultation meeting

Letter to put an employee at risk of redundancy and invite to individual consultation meeting

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This letter informs an employee that their position is at risk of redundancy, and invites them to an individual consultation meeting to discuss the situation.

Letter to confirm formal notice of redundancy and offer of alternative employment

Letter to confirm formal notice of redundancy and offer of alternative employment

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This letter informs an employee selected for redundancy that there is a suitable alternative role for them, giving details of it, and the consequences of their accepting or refusing this offer.

Letter reminding an employee selected for redundancy about an offer of alternative employment

Letter reminding an employee selected for redundancy about an offer of alternative employment

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This letter reminds an employee selected for redundancy about an offer of alternative employment to which they have not responded, giving a final deadline for their answer.

Letter to provide counter notice to Notification of Intention to Claim (LOST)

Letter to provide counter notice to Notification of Intention to Claim (LOST)

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Use this letter to acknowledge the employee's notice of intention to claim redundancy payment and explain that the company will likely contest this claim as there is reasonable expectation of normal work continuing.

Letter to a redundant employee inviting them to a meeting to discuss the offer of an alternative employment position

Letter to a redundant employee inviting them to a meeting to discuss the offer of an alternative employment position

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This letter invites an employee selected for redundancy to a meeting to discuss an alternative position that the company has identified for them.

Letter to confirm employee has accepted an alternative position due to their original role being redundant

Letter to confirm employee has accepted an alternative position due to their original role being redundant

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This letter confirms the trial period and start date of an alternative position accepted by an employee who was previously selected for redundancy.

Letter to a redundant employee setting out the notice period as part of the post-consultation process

Letter to a redundant employee setting out the notice period as part of the post-consultation process

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This letter details the notice entitlement or pay in lieu of notice of employees who have been made redundant, where no suitable alternative employment was found.

Letter to a redundant employee setting out their entitlement to redundancy pay as part of the post-consultation process

Letter to a redundant employee setting out their entitlement to redundancy pay as part of the post-consultation process

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This letter details the redundancy pay and notice entitlements of employees who have been made redundant, where no suitable alternative employment was found.

Letter to an employee made redundant while on family leave confirming that no suitable alternative employment is available

Letter to an employee made redundant while on family leave confirming that no suitable alternative employment is available

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This letter informs an employee made redundant while on family leave that the company has been unable to identify a suitable alternative position for them and confirms the date of the termination of their employment.

Letter to an employee made redundant whilst on family leave who has turned down a suitable alternative vacancy

Letter to an employee made redundant whilst on family leave who has turned down a suitable alternative vacancy

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This letter should be sent to an employee who was made redundant during family leave to inform them what will happen if they turn down an offer of suitable alternative employment within the organisation.

Letter to an employee notifying them of redundancy because no suitable alternative position has been found

Letter to an employee notifying them of redundancy because no suitable alternative position has been found

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This letter confirms that an employee is being made redundant as no alternative employment has been found, and sets out their entitlement to notice or pay in lieu of notice, and redundancy pay.

Letter to an employee selected for redundancy who has failed to respond to an offer of alternative employment

Letter to an employee selected for redundancy who has failed to respond to an offer of alternative employment

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This letter informs an employee previously selected for redundancy that their employment is terminated, as they have failed to respond to an offer (and subsequent reminder) of alternative employment by the final deadline.

Letter to an employee who is made redundant while on family leave offering suitable alternative employment

Letter to an employee who is made redundant while on family leave offering suitable alternative employment

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This letter informs an employee made redundant while on family leave that the Company has been able to identify a suitable alternative position for them. The letter explains that the employee is entitled to a four week statutory trial period in this role and that if they choose to accept this suitable alternative employment, the new role will commence at the end of the above notice period.

Letter to appropriate representatives notifying them that no compulsory redundancies are necessary as a result of voluntary redundancies

Letter to appropriate representatives notifying them that no compulsory redundancies are necessary as a result of voluntary redundancies

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This letter informs the appropriate representatives that compulsory redundancies are no longer necessary, and there have been sufficient applications accepted for voluntary redundancy.

Letter to at risk employees notifying them that no compulsory redundancies are necessary as a result of voluntary redundancies

Letter to at risk employees notifying them that no compulsory redundancies are necessary as a result of voluntary redundancies

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This letter informs an employee previously told their position was at risk of redundancy that no compulsory redundancies will now be necessary, owing to sufficient applications for voluntary redundancy.

Letter to confirm to employee that they have been elected as a representative for redundancy consultation and outline their role

Letter to confirm to employee that they have been elected as a representative for redundancy consultation and outline their role

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This letter can be used to confirm to an employee that they have been elected as a representative for redundancy consultation. This letter also outlines their role. 

Letter to invite employees to apply for voluntary redundancy

Letter to invite employees to apply for voluntary redundancy

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This letter informs employees that redundancies will be necessary, and invites applications for voluntary redundancy to try to avoid compulsory redundancies.
 
A form for the employee to apply for voluntary redundancy is available at the end of this document. 

Letter to the wider workforce providing notification that no compulsory redundancies will be necessary as a result of voluntary redundancies

Letter to the wider workforce providing notification that no compulsory redundancies will be necessary as a result of voluntary redundancies

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This letter informs an employee previously told their position was not at risk of redundancy that no compulsory redundancies will now be necessary, owing to sufficient applications for voluntary redundancy.

Letter to union or employee representatives permitting access to consult with employees as part of the collective consultation process

Letter to union or employee representatives permitting access to consult with employees as part of the collective consultation process

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This letter informs union and employee representatives in a consultation on proposed redundancies that they will have access to affected employees and necessary time off and facilities to fulfil their role.

Notification of redundancy proposals to the elected employee representatives

Notification of redundancy proposals to the elected employee representatives

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This letter can be used to notify already established employee representatives that you are proposing to make 20+ employees redundant at one establishment within a 90-day period.

If you are proposing to make 20-99 posts redundant then a minimum 30-day consultation will apply. If you are proposing to make 100+ posts redundant then a minimum 45-day consultation will apply.

You should review the terms of your agreement with the employee representatives to make sure you meet all necessary obligations.

An HR1 form should also be submitted to the Secretary of State as notification of the proposed redundancies.

Further information on the collective consultation process can be found here.   

Enhanced redundancy pay policy

Enhanced redundancy pay policy

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This policy explains the company's enhanced redundancy pay scheme. It covers definition, discretionary payments, entitlement to the payment, calculation of the payment, and payment of the enhanced pay.

Policy on offering suitable alternative employment for redundant employees where possible

Policy on offering suitable alternative employment for redundant employees where possible

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This policy explains how the Company will attempt to identify suitable alternative employment for any employees selected for redundancy, and the process that will be followed.

Policy on the right to appeal where an employee considers the selection criteria for redundancy have been unfairly applied

Policy on the right to appeal where an employee considers the selection criteria for redundancy have been unfairly applied

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This policy covers the right of employees to appeal against their selection for redundancy, if they consider the selection criteria have been applied unfairly.

Policy on time off work to search for new employment or training for redundant employees

Policy on time off work to search for new employment or training for redundant employees

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This policy describes how employees who have been notified of redundancy may apply for time off work, which may be paid, to search for new employment or training.

Policy on voluntary redundancy

Policy on voluntary redundancy

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This policy explains the circumstances under which employees may apply for voluntary redundancy, how such applications should be made and how they will be considered.

Redundancy policy

Redundancy policy

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This policy lays out how the organisation will manage impending employee redundancies. The policy covers alternatives to redundancy, voluntary redundancy, consultation and information, selection, alternative work, time off to look for work or undergo training, support, statutory redundancy payments, and notice and termination of employment.

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Sample employee chart

Sample employee chart

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This chart can be used to identify those affected by a redundancy exercise, including key information that can be used when calculating potential redundancy costs. 

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Letter to notify trade union of potential redundancies

Letter to notify trade union of potential redundancies

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This letter can be used to notify a recognised trade union that you are proposing to make 20+ employees redundant at one establishment within a 90-day period.

If you are proposing to make 20-99 posts redundant then a minimum 30-day consultation will apply. If you are proposing to make 100+ posts redundant then a minimum 45-day consultation will apply.

You should review the terms of your collective agreement with the union to make sure you meet all necessary obligations.

An HR1 form should also be submitted to the Secretary of State as notification of the proposed redundancies.

Further information on the collective consultation process can be found here.   

Letter to confirm formal notice of redundancy dismissal where selection criteria have been used (lowest scorer)

Letter to confirm formal notice of redundancy dismissal where selection criteria have been used (lowest scorer)

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This letter can be used to confirm formal notice of redundancy dismissal where selection criteria have been used (lowest scorer).