People management
Employment contract template UK: the essential terms checklist
A template is a starting point. The written statement of employment particulars records required information, while the employment contract can contain wider terms. Complete the details for the actual role before issuing either.
- Principal statement due
- Day one
- Wider written statement due
- 2 months
- Notify statement changes
- 1 month
Guidance for England, Scotland and Wales. Northern Ireland employment rules can differ.
Distinguish the statement from the contract
Employers must give employees and workers a written statement of employment particulars. The principal statement is due on the first day, with the wider written statement within two months.
The statement is not the whole employment contract. A contract can include additional express and implied terms. Do not assume a downloaded document resolves issues such as status, working arrangements or a proposed contractual restriction.
Source: GOV.UK: written statements of employment particulars
Complete the principal statement for this role
Use the drafting checklist below to gather the facts before preparing the document. Replace every placeholder with an agreed term and check that the terms match the offer, payroll setup and working pattern.
Also include any required details about fixed-term duration, probation and its conditions, benefits, obligatory training and who pays for it. Continuous employment dates and working-abroad arrangements need the relevant additional information.
| Term | Details to complete |
|---|---|
| People and role | Employer name; worker name; job title or duties; start date |
| Pay | Amount or calculation method, payment frequency and relevant components |
| Hours and location | Days, hours, how they vary, workplaces and any relocation requirement |
| Holiday | Entitlement, leave year and treatment of bank holidays |
| Other role terms | Duration, probation, benefits and obligatory training |
Source: GOV.UK: written statements of employment particulars
Include the other day-one information
On day one, also provide information about sick pay and procedures, other paid leave and notice periods. These can be in the principal statement or another document the worker can reasonably access.
Within two months, the wider statement must cover pensions, collective agreements, non-compulsory training rights, and disciplinary and grievance procedures. Keep references to handbook sections precise enough that the person can actually find them.
Source: GOV.UK: written statements of employment particulars
Keep the signed terms and changes together
Notify workers of changes to the written statement within one month of the change. Save the current terms, earlier versions and the record of agreed amendments together.
Before issuing a template, check the actual employment arrangement and any clauses that need specialist drafting. A document that still contains conflicting hours or an old leave policy is not ready to send.
Source: GOV.UK: written statements of employment particulars
In practice
An offer and a template disagree
A manager offers a four-day working pattern, but the template still says Monday to Friday. The holiday field also contains a five-day worker's allowance without explaining the bank-holiday treatment.
Resolve both inconsistencies before issue. The final terms should let the employee, manager and payroll team reach the same understanding of hours, pay and holiday.
Your next steps
- Gather the agreed role, pay, hours, location and start date.
- Complete every required principal-statement field and day-one policy reference.
- Check consistency with the offer and actual working pattern before issue.
- Schedule the remaining statement information and keep amendments with the record.
Sources and review
Reviewed against the official guidance below on 7 September 2026. Rates and employment rules can change; use the linked guidance for a decision about an individual case.
Contains public sector information licensed under the Open Government Licence v3.0. Crown copyright. This is Leavely's independently written guide.
Related guides and tools
Put it into practice
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