Change of Employment Terms Letter

Change of Employment Terms Letter: Create a Verified Letter

A verified change of employment terms letter is a letter from an employer to an employee confirming changes to their terms and conditions of employment, such as a pay rise, new hours, a new job title or a change of workplace. It sets out exactly what is changing, when the change takes effect and that all other terms stay the same, with an acceptance section for the employee to sign. Robot Lawyer drafts the letter from your answers, for the law of the country or state you choose. On the Verified plan, a legal professional checks it before you send it.

CONTENTS

What Is a Change of Employment Terms Letter?

It is the written record of a change to an employee's contract. A clear letter avoids later arguments about what was agreed and when. It also keeps your records up to date, because the letter is kept with the employee's contract of employment.

When Do You Need One?

• Pay changes
  A pay rise, new bonus or allowance, or a change to how pay is calculated.
• Hours and working patterns
  More or fewer hours, a new shift pattern or flexible working.
• Role changes
  A promotion, new job title or new responsibilities.
• Location
  A move to a new office or a change to hybrid or remote working.
• Benefits
  New or changed benefits, such as a car allowance or health insurance.

Changing Terms Fairly (UK Only)

In the UK, an employer usually needs the employee's agreement to change their contract, unless the contract itself allows the change. Where the change affects many employees, there may also be a duty to consult. Once a change is agreed, the employer must give the employee a written statement of the change within one month. Your letter confirms the change, records any consultation and asks the employee to sign to show their agreement.

In the US, the letter confirms the changes and, where relevant, that employment remains at will.

What's Included in Your Letter?

• The changes
  Each changed term, stating what it was and what it will be.
• The effective date
  When each change takes effect and any notice given.
• The reason
  A short, positive explanation of why the changes are being made.
• Everything else stays the same
  Confirmation that all other terms continue to apply.
• Next steps and acceptance
  How the employee confirms agreement, with a section to sign and date.
• Optional terms
  Consultation, additional benefits and a confidentiality request, where you choose them.

How It Works on Robot Lawyer

1. Answer the questions
   Tell us about the employee, what is changing, why and when.
2. Generate your letter
   We draft a clear, professional letter with an acceptance section.
3. Get it verified
   On the Verified plan, a qualified legal professional checks the letter within 24 hours and makes amendments where needed. See how our documents are verified.
4. Send it and keep a signed copy
   Ask the employee to sign and return a copy, and keep it with their contract.

Change of Employment Terms FAQs

Can an employer change terms without agreement?

Usually not. A change normally needs the employee's agreement unless the contract allows it. The letter records that agreement.

How much notice should I give of a change?

It depends on the change and the governing law. Your letter states the effective date and any notice period you choose.

Does the employee need to sign the letter?

It is best practice. A signed acceptance is clear evidence that the employee agreed to the change.

Do I need a new contract of employment?

Not usually. A letter confirming the change is enough, as long as it is kept with the existing contract. For a full new contract, see our Contract of Employment.

Create a Verified Change of Employment Terms Letter

Confirm changes clearly and keep your records straight. Related documents: Contract of Employment, Employment Offer Letter and Employee Privacy Notice.