New Hire Letter Template for England and Wales

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Key Requirements PROMPT example:

New Hire Letter

"I need a New Hire Letter for a senior software developer joining our London office in March 2025, including remote working provisions and details of our stock option scheme."

Document background
The New Hire Letter is a fundamental document in the UK employment relationship, governed by English and Welsh law. It fulfills the employer's legal obligation to provide written particulars of employment and serves as the primary record of agreed employment terms. This document should be issued before or on the employee's first day of work, incorporating all statutory requirements under UK employment legislation, including the Employment Rights Act 1996 and related regulations. The New Hire Letter typically precedes or accompanies the full employment contract and includes essential information about the role, compensation, and working conditions.
Suggested Sections

1. Company Information: Company name, address, registration details

2. Employee Information: Full name, address, contact details

3. Job Details: Job title, duties, reporting line, start date

4. Compensation: Salary, payment frequency, payment method

5. Working Hours: Standard hours, work pattern, location

6. Holiday Entitlement: Annual leave allocation and rules

7. Notice Period: Required notice for termination by either party

8. Probationary Period: Duration and terms of probation

Optional Sections

1. Benefits Package: Details of additional benefits beyond statutory requirements

2. Bonus Scheme: Performance-related pay or bonus structure for variable compensation

3. Remote Working: Remote work policies and arrangements for flexible working

Suggested Schedules

1. Employee Handbook: Reference to company policies and procedures

2. Job Description: Detailed outline of role responsibilities

3. Benefits Summary: Detailed breakdown of benefits package

4. Data Privacy Notice: GDPR-compliant privacy information

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Industries

Employment Rights Act 1996: Core employment legislation covering written statements of employment particulars, basic employment rights, notice periods, and protection against unfair dismissal.

Equality Act 2010: Legislation ensuring workplace equality, covering prevention of discrimination, equal opportunities, protected characteristics, and reasonable accommodations requirements.

National Minimum Wage Act 1998: Legislation governing minimum wage requirements and payment periods for all workers in the UK.

Working Time Regulations 1998: Regulations covering working hours limits, rest breaks, holiday entitlement, and working time opt-out provisions.

Data Protection Act 2018 and UK GDPR: Legislation governing employee data processing, privacy notices, and data protection rights in the workplace.

Pensions Act 2008: Legislation covering workplace pension requirements, including auto-enrollment obligations and pension scheme information.

Immigration, Asylum and Nationality Act 2006: Legislation governing right to work requirements and necessary documentation checks for employees.

Health and Safety at Work Act 1974: Legislation establishing basic health and safety obligations in the workplace.

Trade Union and Labour Relations (Consolidation) Act 1992: Legislation covering union membership rights and collective agreements in employment relationships.

Fixed-term Employees Regulations 2002: Regulations preventing less favorable treatment of fixed-term employees compared to permanent employees.

Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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