Staff recruitment pack

Comprehensive set of documents and forms for employers to use when recruiting and to avoid employment law problems.

About this service

This pack contains all the documents, letters and checklists required when taking on a new member of staff. For convenience, our 'Hiring staff pack' includes an employment agreement, a criminal convictions declarations form, interview checklist, offer letter, reference letter, rejection letter, induction checklist and job application form.

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Included in this service:

  • Employment agreement
    Employers should use this employment agreement when taking on new members of staff. This agreement must be given to the employee within two months of starting. Failure to provide employees with a written statement of employment within two months is unlawful and could result in costly appearances before an employment tribunal. This agreement covers issues such as sick pay and incapacity, holiday entitlements, lay-offs, pension schemes, references, medical reports, company cars, restrictive covenants, disciplinary procedures, confidentiality, share option schemes, home working, teleworking and part-time working, among others. This agreement should be used in conjunction with an employee handbook containing more detailed HR and employment policies.
  • General purpose ex-employee reference letter
    Use this document to create a standard reference for a current or past employee to a potential employer. It is not a legal requirement for an employer to provide an employee with a reference, unless it is a requirement in his/her employment contract. However, failure to provide a reference could leave an employer open to allegations of discrimination and you are therefore urged to provide an employee with a reference when asked. It is also important that your reference is free from language which could be discriminatory and the format of this reference should assist you in this process.
  • Job description
    Use this document to create a job description. This document can be used when recruiting staff, to assist you when conducting a staff appraisal, to attach to an employment contract or statement of terms/written particulars of terms or in order to update a previously drafted job description. This document creates three separate lists containing the duties and/or responsibilities of the role, the skills and knowledge required to perform it and required experience. There is also the option to insert an estimate of the percentage of time taken up by each responsibility or duty. Please note that this document is only for use in the United Kingdom.
  • Staff appraisal form
    Use this document to create a set of forms to be used when conducting staff appraisals. This document will allow you to appraise your staff against previously set objectives and/or by rating (scoring) their performance against the specific skills and/or behavioural characteristics that are required for the role. The document also allows you to create a self-appraisal questionnaire to assist in the appraisal process and (if required) forms to record future set objectives and/or training and development needs. We recommend using the appraisal forms with an up-to-date job description. Please note that this document is only for use in the United Kingdom only.
  • Criminal convictions declaration form for job applicants
    When recruiting, employers may use this document to produce a form for all applicants invited to interview to complete. The form asks the applicant to declare whether they have a current criminal conviction, and if so, to give details of the offence(s) and sentence(s). Additionally, there are clear instructions in how employers should use this information to ensure that they comply fully with the requirements of the Rehabilitation of Offenders and Data Protection Acts.

    Important Notice
    In order to use this document you will need to have installed Adobe Acrobat Reader (version 4 or above). The Adobe software is free and may be downloaded by clicking here.
  • General purpose reference request letter
    Employers should make all job offers conditional on satisfactory references. As part of this process, employers can use this document to request a reference from the applicant’s previous employers. The finished document comprises a cover letter and a list of key questions about the employee’s job, such as their timekeeping and attendance record. You should supply a telephone number and stamped addressed envelope to encourage a prompt response to your request and you should always seek the applicant’s consent before you request a reference from their current employer.
  • General purpose rejection letter
    Employers should use this document to prepare a letter to send to unsuccessful job applicants, whether or not they attended an interview. The letter advises them that they have been unsuccessful on this occasion and includes the option to keep their details for future vacancies, should they agree to this.
  • Interview checklist
    Employers should use this form when interviewing job applicants. The form includes a comprehensive checklist of topics to be covered during interview, with suggestions for specific questions and the opportunity to allocate marks and give comments for each. The completed checklist can provide evidence that you have taken a consistent and fair approach to all candidates. If properly applied, this can assist in providing protection against complaints of discrimination. You should keep all completed checklists for unsuccessful applicants for at least six months for this reason.

    Important Notice
    In order to use this document you will need to have installed Adobe Acrobat Reader (version 4 or above). The Adobe software is free and may be downloaded by clicking here.
  • Job application form
    This document creates a standard job application form to be used when hiring new staff. It should assist you in forming an objective view of the applicant's suitability as part of your selection process. The document also takes into account discrimination legislation to help protect your business against accusations of discrimination at an employment tribunal. You may wish to use this application form in combination with a criminal convictions declaration form, although you should send these two forms separately to the applicant.

    Important Notice
    In order to use this document you will need to have installed Adobe Acrobat Reader (version 4 or above). The Adobe software is free and may be downloaded by clicking here.
  • Job offer letter
    Use this document to create a suitable offer letter when making a job offer to a prospective employee. This offer letter should be a summary of the key parts of the full employment documents, i.e. an employment agreement or employment statement, which must be provided to an employee within two months of starting. The letter also requests the prospective employee to provide the correct documentation to prove their right to work in the UK prior to commencing their employment - to help protect you from liability.
  • New employee induction checklist
    Use this document to create an induction checklist when taking on a new member of staff. As the checklist has not been catered to a particular business or industry, it might be the case that there are certain items that will not be applicable. However, the checklist should provide the necessary structure as part of a wider induction programme.

    Important Notice
    In order to use this document you will need to have installed Adobe Acrobat Reader (version 4 or above). The Adobe software is free and may be downloaded by clicking here.
  • Letter to an employee seeking consent to a medical examination
    This letter seeks to obtain an employee’s consent and agreement to a medical examination as well as consent for the employee’s GP to provide a copy of his/her medical report to assist in the examination. It is to be used where an employee has shown symptoms of some form of illness, condition or injury which is causing the employer concern and where there is no provision in the contract of employment for a medical examination. It is worth noting that an employee has the right to refuse consent and cannot be dismissed, or threatened with dismissal, as a result of such a refusal.

Useful information

How does Employment Law affect my business?

Employment law is designed to protect the rights of the employee and covers almost all aspects of the employer/employee relationship.

What is a contract of Employment?

A 'Contract of employment' (also known as an 'Employment agreement') is an important legal document that outlines an employee's terms and conditions of employment and their rights and obligations to their employer.

How can I change an employee's terms of employment?

There may be times when it is necessary to change the terms and conditions of an employee's employment contract.

With the Staff recruitment pack you can create:

  • A job description
  • A job offer letter
  • A contract of employment

Most documents take about 15 - 45 minutes

You can try the service out beforehand, and can save your progress at any time and come back to the document later.

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"Fantastic! The legal document I used was so comprehensive and easy to complete. It is very reassuring to know my business now has this level of protection"

Michael S, London