Employment: templates and forms

For an employee in Northern Ireland who is leaving their job: a letter that resigns, states the notice your contract requires (at least one week once you have worked a month, Article 118 of the Employment Rights (Northern Ireland) Order 1996) and the last day of employment, and asks for written confirmation, final pay including holiday earned and not taken, and your P45. Hand it to your manager and send it by email the same day, keeping a copy.

For a worker in Northern Ireland who wants to book paid holiday: a dated written request giving the first and last day and the number of working days, asking for written approval. Unless your contract or holiday rules say otherwise, regulation 18 of the Working Time Regulations (Northern Ireland) 2016 asks for notice of twice the length of the leave, and lets the employer refuse only by counter-notice as long as the leave. The Labour Relations Agency explains the rules free. Send it by email or hand it in.

For a pregnant employee in Northern Ireland: the written notice of your pregnancy, the expected week of childbirth, the date you want your maternity leave to start and the date for Statutory Maternity Pay, given by the end of the 15th week before the expected week, with your MAT B1 certificate enclosed or to follow. It asks your employer to confirm in writing, within 28 days, when your leave ends and what you will be paid. nidirect explains maternity pay and leave free. Hand it in and email it.

For an employee in Northern Ireland who has been dismissed, warned or demoted after a disciplinary process: a letter appealing within your employer's time limit, setting out your grounds and what you ask for, and requesting an appeal meeting before a manager not involved in the decision, with a companion. For a dismissal it is the appeal step of the statutory dismissal procedure Northern Ireland keeps, and asks for the reasons in writing. Hand it in and email it.

For an employee in Northern Ireland who needs time off beyond their holiday — a long trip, a family matter, study — and wants their employer's agreement: a letter asking for unpaid leave between two dates, with the return date, and asking the employer to confirm in writing your return to the same job and what happens to holiday, pension and benefits. There is no general right to unpaid leave; parental leave and time off for dependants are separate statutory rights. Hand it in and email it.

For an employee in Northern Ireland who is the child's father, or the mother's spouse, civil partner or partner, with 26 weeks' service by the 15th week before the baby is due: a notice of paternity leave — one week or two consecutive weeks, taken within 56 days of the birth — giving the expected week of childbirth, when the leave starts and the declaration that you will share responsibility for the child's upbringing. Northern Ireland keeps these rules; Great Britain's separate weeks and day-one right do not apply. Hand it in and email it.

For a bereaved parent in Northern Ireland — after the death of a child, a stillbirth or, since 6 April 2026, a pregnancy loss before 24 weeks, for the mother and her partner: a short notice telling your employer you will take parental bereavement leave, with the date of the loss, how you will take the two weeks (one week, two together or two separate weeks) and when the leave starts, and asking about the pay. No medical evidence is needed. The Labour Relations Agency's guide is free. Sold blank, to complete by hand.

For a worker in Northern Ireland with a problem at work that talking has not solved — treatment by a manager or colleague, workload, pay, bullying, a change imposed without agreement: a formal written grievance under the Labour Relations Agency's Code of Practice, saying what happened and what you want, asking for a meeting without unreasonable delay and to bring a colleague or union representative. The LRA's Code and helpline are free. Hand it in and email it.

For an employee in Northern Ireland with parental responsibility for a child under 18 and at least one year's service: a notice taking unpaid parental leave, giving the child, the dates and the number of weeks. The default rules allow 18 weeks for each child, up to four weeks a year, in whole weeks, with at least 21 days' notice. The employer can postpone the leave for up to six months, but not refuse it. nidirect explains parental leave free. Hand it in and email it.

For an employee in Northern Ireland whose flexible working application has been turned down: a written, dated notice of appeal setting out your grounds — a reason outside the business grounds the law allows, wrong facts, no real discussion — and any alternative you would accept. The appeal goes in within 14 days of the decision; the employer must then hold an appeal meeting within 14 days and decide within 14 days after it. Hand it in and email it.

For a worker in Northern Ireland whose employer, or former employer, has not paid wages, final pay, overtime or holiday pay that is due: a letter setting out what is owed and how it is worked out, the total, the unlawful-deductions rule in Article 45 of the Employment Rights (Northern Ireland) Order 1996, and 14 days to pay, naming the next steps — early conciliation with the Labour Relations Agency, which is free, then an industrial tribunal claim within three months. Sent first class and by email.

For an employee in Northern Ireland made redundant after at least two years' continuous employment whose redundancy pay has not been paid: the written claim to the employer that the law asks for within six months, giving the dates, your figure if you have one, 14 days to pay and a request for the written calculation, then naming early conciliation with the Labour Relations Agency and the industrial tribunal. A week's pay counts up to £783 from April 2026. nidirect explains redundancy pay free. Sent by recorded delivery and by email.

For a worker in Northern Ireland with a disability or long-term health condition who needs changes at work — equipment, hours, duties, the workplace, how meetings are run: a letter asking the employer to make reasonable adjustments under the Disability Discrimination Act 1995, which still applies in Northern Ireland, describing the difficulty at work (not a diagnosis) and the changes asked for, and offering a meeting or an occupational health referral. Access to Work (NI) can also help. Sold blank, to complete by hand, as it holds health data.

For an employee in Northern Ireland with 26 weeks' service who wants to change their hours, days or place of work — part-time, compressed hours, home or hybrid working: a dated written application under Article 112F of the Employment Rights (Northern Ireland) Order 1996, giving your present pattern, the change, when it should start and its likely effect on the business, and saying you have made no other request in the last 12 months. The employer must meet you within 28 days. Hand it in and email it.

For an employee in Northern Ireland whose employer, or former employer, has not given them their papers: one letter asking for any of missing pay statements (Article 40 of the Employment Rights (Northern Ireland) Order 1996), a P60 for a tax year, the P45 after leaving, and the written statement of employment particulars due within two months of starting (Article 33). Fill in only the lines you need; the others drop out. It gives 14 days and names the next steps: an industrial tribunal reference, and telling HMRC. Sent first class and by email.

For an employee anywhere in the UK who is off work sick and wants to tell the employer in writing. The letter gives the day the absence began and when you expect to return, says you are self-certifying the first seven days and will send a fit note if the absence lasts longer, and asks for statutory or contractual sick pay, which since 6 April 2026 is payable from the first day. It describes no illness. Sent by email or handed in. Sold blank, to complete by hand, as it holds health data DocMuse does not collect.

For a pregnant employee in England, Wales or Scotland: the written notice of your pregnancy, the expected week of childbirth, the date you want your maternity leave to start and the date for Statutory Maternity Pay, given by the end of the 15th week before the expected week, with your MAT B1 certificate enclosed or to follow. It asks your employer to confirm in writing, within 28 days, when your leave ends and what you will be paid. GOV.UK explains maternity pay and leave free. Hand it in and email it.

For an employee in England, Wales or Scotland made redundant after at least two years' continuous employment whose redundancy pay has not been paid: the written claim to the employer that section 164 of the Employment Rights Act 1996 asks for within six months, giving the dates, your figure if you have one, 14 days to pay and a request for the written calculation, then naming Acas early conciliation and the tribunal. GOV.UK's redundancy pay calculator is free. Sent first class and by email.

For an employee in England, Wales or Scotland with parental responsibility (in Scotland, parental responsibilities) for a child under 18: a notice taking unpaid parental leave, giving the child, the dates and the number of weeks. The default rules allow 18 weeks for each child, up to four weeks a year, in whole weeks, with at least 21 days' notice; since 6 April 2026 the right starts on your first day. The employer can postpone the leave for up to six months, but not refuse it. Hand it in and email it.

For an employee in England, Wales or Scotland who looks after a family member or someone who relies on them with a long-term care need: a notice taking carer's leave under the Carer's Leave Act 2023 — up to one week in any 12 months, from your first day in the job, in half days, days or a whole week. It gives the dates and who the care is for, by relationship only. The employer may postpone, but not refuse, the leave, and cannot require evidence. The law does not insist on writing, but a written notice is your proof. Hand it in and email it, keeping a copy.

For an employee in England, Wales or Scotland who is leaving their job: a letter that resigns, states the notice your contract requires (at least one week once you have worked a month, section 86 of the Employment Rights Act 1996) and the last day of employment, and asks for written confirmation, final pay including holiday earned and not taken, and your P45. Hand it to your manager and send it by email the same day, keeping a copy.

For an employer in England, Wales or Scotland taking on an employee on a permanent contract: a contract that is also the written statement of employment particulars under section 1 of the Employment Rights Act 1996, which every employee and worker must have on or before their first day. It sets out the job, place of work, pay, hours, at least 5.6 weeks' holiday, sick pay, pension enrolment, notice and where the disciplinary and grievance rules are. Acas publishes free written-statement templates. Signed by both; each keeps a copy.

For an employee in England, Wales or Scotland who is the child's father, or the mother's spouse, civil partner or partner: a notice of paternity leave — one week, two weeks together or two separate weeks, within a year of the birth — giving the expected week of childbirth, the dates and the declaration that you will share responsibility for the child's upbringing. Since 6 April 2026 the leave is a right from your first day; the pay still needs 26 weeks' service. Hand it in and email it.

For a worker in England, Wales or Scotland who wants to book paid holiday: a dated written request giving the first and last day and the number of working days, asking for written approval. Unless your contract or holiday rules say otherwise, the Working Time Regulations 1998 ask for notice of twice the length of the leave, and let the employer refuse only by counter-notice as long as the leave. Acas explains the rules free. Send it by email or hand it in, keeping a copy.