Variation of contract letter template
A variation of contract letter confirms in writing a change to an employee's terms that the employer and employee have already agreed, such as new hours, a new place of work or a new job title. It sets out each term as it was and as it becomes, and the date the change starts. It is sent after the conversation or email where the change was agreed.
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What changes each time
19 values. Everything else is your wording, kept exactly.
The parties
- Employer's full name
- Employer's address
- Employee's full name
- Employee's address
- Employee's first name
How it was agreed
- Name of the person met
- Date of meeting or email
- Reason for the change
The change
- Date of contract
- Clause number
- Current term
- New term
- Effective date
Holiday
- New entitlement
- Pro-rata entitlement for the year
Temporary change or trial
- Period
- End date
- Trial period end date
- Notice
The rules it usually needs
Written in plain English when the template is set up.
- One of several wordings
“Whether the change was agreed at a meeting, or by email.”
The document carries the wording for whichever applies, and the other wording is left out.
- Once for each item
“One row for each changed term, with the old wording and the new.”
The table has one row for each, so it grows or shrinks to match.
- One of several wordings
“The change starts immediately on signing, or from a stated date.”
The document carries the wording for whichever applies, and the other wording is left out.
- Only when…
“Include the holiday paragraph only when hours change.”
When this applies, the holiday paragraph is included; when it does not, it is left out and the rest of the document is unchanged.
- Only when…
“Include the current-year holiday sentence only when the change falls part-way through the holiday year.”
When this applies, the current-year holiday sentence is included; when it does not, it is left out and the rest of the document is unchanged.
- Only when…
“Include the temporary change paragraph only when the change is temporary.”
When this applies, the temporary change paragraph is included; when it does not, it is left out and the rest of the document is unchanged.
- Only when…
“Include the trial period paragraph only when there is a trial period.”
When this applies, the trial period paragraph is included; when it does not, it is left out and the rest of the document is unchanged.
- Only when…
“Include the minimum wage statement only when pay is reduced or hours change.”
When this applies, the minimum wage statement is included; when it does not, it is left out and the rest of the document is unchanged.
Questions people ask
Can an employer change an employee's contract?
Changes to the terms of a contract normally need the employee's agreement. An employer who changes terms without agreement risks a claim for breach of contract or constructive dismissal, so agree the change first and then confirm it in a letter.
Does a contract variation have to be in writing?
It does not have to be to be valid, but an employer must give an employee written details of changes to their main terms no later than one month after the change. A signed variation letter is also the best evidence of what was agreed.
What should a variation of contract letter include?
What is changing, the old and new terms, the date the change takes effect, the clause of the original contract it affects, and a statement that every other term stays the same.
Does the employee need to sign it?
It is sensible to ask them to sign and return a copy to show they agree, particularly where the change is not to their advantage.
What happens to holiday when hours change?
Statutory holiday is worked out on the hours worked, so an employee who moves to fewer hours will usually have a lower entitlement from the change. The letter can set out the new entitlement and what applies for the rest of the year.
Use this template
It opens in DocuWeave as a template you can check, change and publish. Nothing is used until you do.