Family Friendly

We want to bring out the absolute best in your people, we know that having the relevant document in place will assist you in your workplace. 

This section will provide you with all the relevant documentation regarding Family Friendly, we class that as everything belonging to your Employees journey outside of the workplace, this is crucial to the success of their role with you. 

We include Maternity, Paternity, parental and Adoption.

Should you not be able to find what you are looking for please do contact a member of the HR and You Ltd team, we are as always more than happy to assist. 

Please be aware that all documents or templates purchased are strictly non-refundable, the documents are sold for your own usage and not for commercial resale. 

Family Friendly Tool Kits

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A FREE Guide to Homeworking and Risk-Assessments

A FREE Guide to Homeworking and Risk-Assessments

As an Employer you have a duty of care for your Employees, this is regardless of whether they work in an office, at home or are site based, you have a responsibility to carry out a risk assessment to check aspects of their workplace and other factors.

£0.00
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Agreement to Disapply the 48-Hour Working Week

Agreement to Disapply the 48-Hour Working Week

Employees have the right to disapply to working the 48 week, 3 months notice is the statutory period to opt in/out for both Employers and Employees.

£75.00
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Annual Leave During Furlough

Notice Requiring Employee to Take Annual Leave During Furlough

This template letter can be used to nominate specified dates on which an Employee is required to take annual leave during furlough or the unworked period of flexible furlough.

Employers may require this in order to avoid Employees carrying over a large amount of annual leave to the next leave year or requesting to take annual leave during worked periods when it would be operationally difficult for the Employer to accommodate this.

To instigate this provision, the Employer must give the employee advance notice that is at least double the length of the period of annual leave that the Employee is to take (for example a minimum of 2 weeks’ notice must be given where the employee is required to take a week’s annual leave).

The Coronavirus Job Retention Scheme (CJRS) grant can be used towards holiday pay for furloughed Employees, hence the financial advantage to the employer of Employees taking annual leave during furlough.

However, Government guidance states that Employees should not be placed on furlough for a period simply because they are on holiday for that period. Doing so is likely to be an abuse of the CJRS.

 

Where Employees are on full furlough, so that Employers are not concerned with the timing of the holiday provided this is taken within the furlough period rather than on any return to work, Employers may prefer to ask Employees to submit holiday requests for their requested holiday dates to be taken during furlough.

£65.00
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Confirmation of Career Break

This Letter of Confirmation of Career Break provides for a termination of employment by mutual agreement prior to the career break commencing (by requiring the employee to sign the bottom of the letter to confirm their acceptance of the terms of the career break). In this template, the career break is agreed on the basis that the employer will offer re-employment at the end of the break.

Where the employee is not required to agree to a termination of their employment as a condition of the career break (but, for example, the career break is treated as a period of unpaid leave instead) so that continuity of service is preserved, or where re-employment cannot be guaranteed, the letter should be amended accordingly to make this clear.

Short-term unpaid leave that is approved by the employer is likely to be seen as counting towards continuous employment, either by continuation of the contract or by arrangement, unless (as in this template letter) it is expressly stated otherwise.

Whether or not continuous service is broken by the career break is ultimately a matter for the tribunal to determine.

Where a contract of employment is terminated by agreement between the employer and employee, usually, the employee has no entitlement to claim unfair dismissal unless they can show, for example, that their employer placed pressure on them to agree to a dismissal or to resign.

 

£45.00
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Declining Annual Leave Request Letter

This letter is to decline an employee’s request for annual leave

£55.00
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Deferral of Jury Service Letter

This Letter is for Deferral of Jury Service

£55.00
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Family Emergencies Absence Form

This form is to record employee absences due to family emergencies

£45.00
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Insufficient Provision of Notice Provided for Early Return from Maternity Leave Letter

Insufficient Provision of Notice Provided for Early Return from Maternity Leave Letter

 This letter can be used where an Employee wishes to return to work earlier than the formal end of expected maternity leave, the legal requirement is 8 weeks in this instance, you can use the Insufficient Provision of Notice Provided for Early Return from Maternity Leave Letter

 

£55.00
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Invitation to Time to Train Appeal Meeting

An Employee who is employed in an organisation with 250 or more Employees and who has at least 26 weeks’ continuous service has the legal right to make a request in relation to study or training and to have their request considered.

Where an Employee’s statutory request for study or training is declined, the Employee has a statutory right to lodge an appeal against the decision within 14 days of the refusal.

The Employer must hear the appeal within another 14 days and communicate the outcome in writing to the Employee within a further 14 days.

This template letter can be used to invite the Employee to attend an appeal meeting.

£50.00
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Letter Following Loss (Miscarriage) up to 24 weeks

The Parental Bereavement (Leave and Pay) Act 2018, which comes into force in April 2020, provides for at least two weeks’ statutory bereavement leave for Employees following the loss of a child under the age of 18 or a stillbirth after 24 weeks of pregnancy.

Employees with 26 weeks’ continuous service will be entitled to paid bereavement leave at the statutory rate under the Act.

For Employees who suffer a miscarriage before 24 weeks of pregnancy, statutory bereavement leave/pay and statutory maternity leave/pay does not apply.

This template letter may be used in this case.

£45.00
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Letter Regarding Carry Over of Annual Leave

Letter Regarding Carry Over of Annual Leave

This template letter can be used to confirm the employer’s position in respect of carryover of annual leave.  In relation to the additional 1.6 weeks’ statutory annual leave and any additional contractual leave entitlement, the Employer can have a policy in place which confirms whether carry over of this annual leave is permissible.

However, it should be noted that case law and new emergency legislation passed due to the coronavirus pandemic has determined that there are particular circumstances where an Employer should allow Employees/workers to carry forward unused statutory leave into another leave year, regardless of the Employer’s policy.

The circumstances in which an Employer should permit an Employee/worker to carry forward their statutory annual leave are:

  • Where an Employee/worker was been unable to take the leave because they are absent from work on parental leave; or
  • Where an Employee/ worker is on long term sickness absence and unable to take their leave. Should this apply, they can carry forward a maximum of 4 weeks’ leave but the leave must be taken within 18 months; or
  • Under the Working Time (Coronavirus) Amendment Regulations 2020, in respect of the 4 week basic statutory annual leave entitlement, where it has not been reasonably practicable for the individual to take all of this in the leave year to which it relates due to circumstances related to the coronavirus pandemic.
£50.00
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Managing Holiday Entitlement During CORONAVIRUS

We have produced a FREE guide that you can use to manage holiday entitlements during the Coronavirus Pandemic and at any other time.

It is worth noting that in view of the Pandemic the government has introduced a new law, this affords Employees to carry over up to 4 weeks’ paid holiday into their next 2 holiday leave years, the outstanding 1.6 weeks cannot be carried over, the guide details this as well as furloughing and other areas to consider.

 

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Maternity Policy and Procedure

Maternity Policy and Procedure

As an Employer you should have a Maternity Policy and Procedure, this should be in accordance with the ACAS Code of practice, you can use this policy and procedure to add to your Employee Handbook or as a standalone document in your workplace.

This is a template document, we have added areas to enable you to make the document bespoke to your own business, it is for use in the UK.

£75.00
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Notice to Take Annual Leave During Furlough

This template letter can be used to nominate specified dates on which an Employee is required to take annual leave during furlough or the unworked period of flexible furlough.

Employers may require this in order to avoid Employees carrying over a large amount of annual leave to the next leave year or requesting to take annual leave during worked periods when it would be operationally difficult for the employer to accommodate this.

To instigate this provision, the Employer must give the employee advance notice that is at least double the length of the period of annual leave that the Employee is to take (for example a minimum of 2 weeks’ notice must be given where the Employee is required to take a week’s annual leave).

 

The Coronavirus Job Retention Scheme (CJRS) grant can be used towards holiday pay for furloughed Employees, hence the financial advantage to the Employer of Employees taking annual leave during furlough.

However, Government guidance states that Employees should not be placed on furlough for a period simply because they are on holiday for that period. Doing so is likely to be an abuse of the CJRS.

 

Where Employees are on full furlough, so that Employers are not concerned with the timing of holiday provided this is taken within the furlough period rather than on any return to work, employers may prefer to ask Employees to submit holiday requests for their requested holiday dates to be taken during furlough.

£40.00
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Notification of Pregnancy Letter

This Letter is used in response to an employee notifying their employer of their pregnancy, providing all the relevant details of start date and length of maternity, pay during maternity period and Keeping in Touch Days (KIT) days during their maternity period.

£55.00
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Offer of Suitable Employment During Pregnancy Letter

Offer of Suitable Employment During Pregnancy Letter

This template letter can be used where, following a risk assessment, it is identified that for health and safety reasons, the employee cannot continue to perform their normal job during pregnancy.

Where a pregnant employee cannot carry out their normal job duties due to risks to their health, and where it is not possible for the employer to alter the conditions of their job, the employer must offer a temporary transfer to a different job. The alternative job must be suitable, which means work that is appropriate for the employee to do in the circumstances and that is on terms and conditions not substantially less favourable than those of their normal job.  Where there is no suitable alternative work, the employer must suspend the employee from work on full pay until the commencement of their maternity leave.

£65.00
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Outcome of Disciplinary Appeal Hearing Letter

Confirmation of Outcome of Disciplinary Appeal Hearing Letter

This letter is to be used following an Employee appealing against a disciplinary sanction.

£65.00
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Postponement of a Period of Ordinary Parental Leave

Postponement of a Period of Ordinary Parental Leave

This letter to postpone a requested period of ordinary parental leave must be sent out within seven days of receipt by the employer of the employee’s notice to take ordinary parental leaveWhen postponing a requested period of ordinary parental leave, the employer should first discuss the situation with the employee.

£55.00
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Request to Carry Over Holiday Form

Use this form to record annual leave that is to be carried over for the year for an Employee where they wish to submit the request to carry over you can respond in writing in this format.

£45.00
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Request to Take Annual Leave

This template letter can be used to nominate specified dates on which an Employee is required to take annual leave.  To instigate this provision, the Employer must give the Employee advance notice that is at least double the length of the period of annual leave that the Employee is to take (for example a minimum of 2 weeks’ notice must be given where the Employee is required to take a week’s annual leave).

£45.00
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Statement of Changes to Contract of Employment Letter (Moving to Part-Time Work) Employee Request

Statement of Changes to Contract of Employment Letter (Moving to Part-Time Work) Employee Request

Where there is any change in the employee’s terms and conditions of employment, the employer is required to give the employee a written statement containing details of the change no later than one month after the change takes effect.  Employers may use this template letter to comply with this requirement, following an agreement for the employee to reduce their hours to part-time work.

£65.00
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Suspending an Employee During Pregnancy

Letter Suspending an Employee During Pregnancy

It is important to note that this specimen letter the Employer must show that it has “reasonable and proper” cause to suspend. The reason why suspension is appropriate should be identified in this letter.

Suspension should never be a routine or “knee jerk” response to these types of cases.

 

Every effort should be made to consider whether alternative steps can be taken which control or eliminate the risk of further allegations arising.

Suspension is not a neutral act and should be used sparingly to avoid giving rise to complaints of, constructive dismissal, discrimination, detrimental treatment etc.

£55.00
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Suspension due to Pregnancy Medical Grounds during Coronavirus

Employers must ensure that pregnant Employees, those who are breastfeeding and those who have recently given birth are not required to perform any work that could place their health or safety at risk.

Employers are obliged to carry out risk assessments of the work processes carried out by new, expectant and breastfeeding mothers and of any substances to which they might be exposed, including exposure to biological agents in the workplace, such as coronavirus, which may cause a risk to them (or where pregnant, to their unborn child also).

£55.00
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Suspension Due to Pregnancy on Medical Grounds During Coronavirus

Suspension Due to Pregnancy on Medical Grounds During Coronavirus

Pregnant women can only continue working during the coronavirus pandemic where the risk assessment supports this. Public health/government guidance which categorises pregnant women as ‘clinically vulnerable’ during the pandemic, meaning that they are at higher risk of severe illness from coronavirus, strongly advises pregnant women to follow social distancing measures such as working from home and avoiding public transport wherever possible and this should be taken into account when conducting a risk assessment.

 

Whilst it is possible to withhold full pay from an employee who refuses alternative employment that the Company considers suitable, it is likely to be very risky to do this. Where the employer refuses to pay them for the period of suspension or places them on furlough on reduced pay for this reason whilst the Coronavirus Job Retention Scheme remains in place (rather than topping up their reduced furloughed wages to 100%); or where a risk assessment identifies that a suspension on health and safety grounds is required, they may present a complaint to an employment tribunal.

£75.00
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Variation to Working Days

Variation to working days

You can issue this letter where an Employee is amending their working days/patterns, the variation must be agreed with the Employee in writing.

£55.00
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