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.

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New and updated

Trade union access: notification to CAC of agreed access

A standardised form to notify the Central Arbitration Committee (CAC) jointly with the trade union when an agreement over trade union access has been reached.
Trade union access: employer response form

A standardised form to respond to a trade union access request, should your organisation receive a formal access request from a union from 30 October 2026.
Trade union access request form

A standardised form to understand the type of information and access arrangements a trade union may request when seeking access to your organisation's workplaces and workers from 30 October 2026.
Sexual harassment risk assessment form

Updated to reflect the sexual harassment reforms due to come into force on 30 October 2026 under the Employment Rights Act 2025. The form has also been enhanced to function as both a risk assessment and an action plan, helping employers record further actions, allocate responsibility, identify any remaining significant risks, and monitor the effectiveness of preventative measures.
Supporting employee who is transitioning action plan

There is an increasing trend towards using the term "trans" rather than "transgender", including throughout the updated EHRC statutory code of practice for services, public functions and associations. We always ensure that we are using the most up-to-date language in our model policies and so have updated this model action plan throughout to use the term "trans".
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.

Letters and forms

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

Topical letters and forms

All categories

New and updated

Trade union access: notification to CAC of agreed access

Trade union access: employer response form

Trade union access request form

Sexual harassment risk assessment form

Supporting employee who is transitioning action plan

Letter refusing request for erasure of personal data or asking for administrative fee

Letter asking for more information on request for erasure of personal data

Letter refusing request for rectification of incorrect or incomplete personal data or asking for administrative fee

Letter asking for more information on request for rectification of incorrect or incomplete personal data

Letter refusing subject access request or asking for administrative fee

Employment Rights Act 2025 Hub

Legal Timetable