Letters and forms

Model letters and forms to help you create and maintain legally compliant documentation for your organisation.

Within this resource:

Each model document comes with notes and guidance on how and when it should be used.
Warning is provided of relevant future developments, including forthcoming legislation.

New and updated

Supporting employee who is transitioning action plan

What is the latest on the EHRC's updated statutory code of practice for services, public functions and associations? The code has been approved and takes effect on 5 August 2026. Although this code does not cover employment, its contents provide a useful pointer for employers on the best approach to toilets and changing facilities for transgender staff.
Letter refusing request for erasure of personal data or asking for administrative fee

This template letter has been updated to reflect new requirements from 19 June 2026 for handling data protection complaints, including making clear that individuals can complain to the organisation as well as to the Information Commissioner’s Office.
Letter asking for more information on request for erasure of personal data

This template letter has been updated to reflect new requirements from 19 June 2026 for handling data protection complaints, including making clear that individuals can complain to the organisation as well as to the Information Commissioner’s Office.
Letter refusing request for rectification of incorrect or incomplete personal data or asking for administrative fee

This template letter has been updated to reflect new requirements from 19 June 2026 for handling data protection complaints, including making clear that individuals can complain to the organisation as well as to the Information Commissioner’s Office.
Letter asking for more information on request for rectification of incorrect or incomplete personal data

This template letter has been updated to reflect new requirements from 19 June 2026 for handling data protection complaints, including making clear that individuals can complain to the organisation as well as to the Information Commissioner’s Office.
Letter refusing subject access request or asking for administrative fee

This template letter has been updated to reflect new requirements from 19 June 2026 for handling data protection complaints, including making clear that individuals can complain to the organisation as well as to the Information Commissioner’s Office.
Letter responding to subject access request providing requested information

This template letter has been updated to reflect new requirements from 19 June 2026 for handling data protection complaints, including making clear that individuals can complain to the organisation as well as to the Information Commissioner’s Office.
Contractor privacy notice

Use our updated template wording to review and amend your organisation’s contractor privacy notice to reflect new requirements from 19 June 2026 for handling data protection complaints.
Worker privacy notice

Use our updated template wording to review and amend your organisation’s worker privacy notice to reflect new requirements from 19 June 2026 for handling data protection complaints.
Job applicant privacy notice

Use our updated template wording to review and amend your organisation’s job applicant privacy notice to reflect new requirements from 19 June 2026 for handling data protection complaints.

Employment Rights Act 2025 Hub

Your single source for complete compliance clarity.

Explore the letters and forms on the topics impacted by the ERA.

Paternity leave and bereaved partner’s paternity leave

Probation period letters and forms

Legal Timetable

View summaries of upcoming employment laws and regulations, with effective dates in our Legal Timetable.

See the Legal Timetable now