An employer must give employees a ‘written statement of employment particulars’ if their employment contract lasts at least a month or more. This isn’t an employment contract but will include the main conditions of employment.
The employer must provide the written statement within 2 months of the start of employment.
If an employee works abroad for more than a month during their first 2 months’ employment, the employer must give them the written statement before they leave.
What a written statement must include
A written statement can be made up of more than one document (if the employer gives employees different sections of their statement at different times). If this does happen, one of the documents (called the ‘principal statement’) must include as a minimum:
- the business’s name
- the employee’s name, job title or a description of work and start date
- if a previous job counts towards a period of continuous employment, the date the period started
- how much and how often an employee will get paid
- hours of work (and if employees will have to work Sundays, nights or overtime
- holiday entitlement (and if that includes public holidays)
- where an employee will be working and whether they might have to relocate
- if an employee works in different places, where these will be and what the employer’s address is
As well as the principal statement, a written statement must also contain information about:
- how long a temporary job is expected to last
- the end date of a fixed-term contract
- notice periods
- collective agreements
- who to go to with a grievance
- how to complain about how a grievance is handled
- how to complain about a disciplinary or dismissal decision
What a written statement doesn’t need to include
The written statement doesn’t need to cover the following (but it must say where the information can be found):
- sick pay and procedures
- disciplinary and dismissal procedures
- grievance procedures
In Northern Ireland, a written statement must explain what the disciplinary rules and procedures are.
Employers can download a template of a written statement of particulars to fill out.
If an employee has to work abroad for more than a month, an employer must state:
- how long they’ll be abroad
- what currency they’ll be paid in
- what additional pay or benefits they’ll get
- terms relating to their return to the UK
This information can be given to the employee in a separate document.
An employer may send an employee to another country in the European Economic Area (EEA). In this situation employees must get the terms and conditions that are the legal minimum in that country for:
- working hours and rest breaks
- holiday entitlement
- minimum pay (including overtime)