People & HR

Company announcement

Shares company news with everyone: what is happening, what it means for them and where to read more.

Subject: [announcement title]

Policy update

Summarises changes to a company policy, when they take effect and where to read the policy in full.

Subject: An update to our [policy name]

Holiday schedule

Shares the company holidays for a period, with a note on planning cover and a link to add them to a calendar.

Subject: Holiday calendar: [holiday period]

Leave request approved

Confirms approved leave with the dates for the record, and a short note on handing over before it.

Subject: Your leave from [leave start date] is approved

Leave request declined

Explains kindly why leave cannot be approved for the requested dates, and offers to help find others.

Subject: About your leave request for [leave start date]

Training enrolment

Confirms a place on a training course, with the session details and what to do before it starts.

Subject: You’re enrolled: [course name]

Performance review invitation

Invites someone to their review conversation, with the time, how to prepare and a link to their self-review.

Subject: Your [review period] review on [meeting date]

Recognition note

A short, specific thank-you to a colleague for something they did, written like a personal letter.

Subject: Thank you for [recognised work]

Work anniversary

A personal note marking a colleague’s work anniversary, with a few sentences in the sender’s own words.

Subject: Happy work anniversary, [first name]

Promotion announcement

Tells the team about a colleague’s promotion: the new role, the work behind it and what changes.

Subject: [full name] is our new [new role]

New team member introduction

Introduces a new colleague to the team: their role, a little about them and a nudge to say hello.

Subject: Please welcome [full name] to the [team name] team

Farewell announcement

Tells the team a colleague is leaving: their last day, a few words of thanks and who to contact for their work.

Subject: Saying goodbye to [full name]

Offboarding checklist

Helps someone who is leaving wrap up: their last day, what to do before it and what happens after.

Subject: Before your last day on [end date]

Policy acknowledgement request

Asks someone to read a policy and confirm they have, with the reading time, a date to do it by and a person to ask.

Subject: Please read and acknowledge our [policy name]

Shift schedule published

Gives someone their shifts for a period, where they work and how to ask for a swap, with a link to the full schedule.

Subject: Your shifts for [schedule period]

Team offsite invitation

Invites a team to an offsite: what it is for, when and where, the plan for the day and the practical details, with a reply-by date.

Subject: Join us for the [team name] team offsite

Employee survey invitation

Invites someone to an employee survey: why it matters, how long it takes, how answers are handled and when results are shared.

Subject: Share your view in the [survey name]

Internal job posting

Shares an open role with current colleagues: what it involves, what it needs, how internal applications work and the closing date.

Subject: Internal opening: [role title], [team name] team

Internal transfer confirmation

Confirms an internal move with the new role, team, manager, location and date, a note on handover, and a link to the formal transfer letter. Review with HR/legal before sending; send individually.

Subject: Your move to the [new team] team is confirmed

Remote work request approved

Confirms an approved remote or flexible working arrangement: what it is, when it starts, what was agreed and when it will be reviewed.

Subject: Your remote work request is approved

Relocation approved

Confirms an approved relocation with the new location, dates and agreed support, the next steps and a link to the relocation letter. Review with HR/legal before sending; send individually.

Subject: Your relocation to [new location] is approved

Salary revision letter

Confirms a salary revision with the current and revised amounts, the effective date and a link to the formal revision letter. Review with HR/legal before sending; send individually.

Subject: Your salary revision, effective [effective date]

Bonus notification

Confirms a bonus with what it recognises, the amount, when it’s paid and a link to the bonus letter. Review with HR/legal before sending; send individually.

Subject: Your [bonus name] is confirmed

Performance improvement plan invitation

Invites someone to a meeting to discuss a performance improvement plan: why, what it focuses on, who will be there, the draft plan and where to find support. Review with HR/legal before sending; send individually.

Subject: Invitation to discuss a performance improvement plan

Performance plan check-in

Shares an honest view of progress ahead of a performance plan check-in: where things stand, what to focus on next, the meeting details and where to find support. Review with HR/legal before sending; send individually.

Subject: Your plan check-in on [meeting date]

Grievance acknowledgement

Confirms, confidentially, that a grievance has been raised: its reference, who is handling it, the process and when the next update will come. Review with HR/legal before sending; send individually.

Subject: Confidential: the concern you raised

Confidential report acknowledgement

Acknowledges a speak-up or whistleblowing report: its reference, how it is kept confidential, who is handling it and what happens next. Review with HR/legal before sending; send individually.

Subject: Confidential: your report [reference number]

Wellbeing check-in

A short personal note from a manager checking in on someone, offering a conversation and pointing to support. Send individually.

Subject: Checking in, [first name]

Parental leave approved

Confirms approved parental leave with its dates, pay during leave as the letter sets it out, the handover, keeping in touch and a link to the leave letter. Review with HR/legal before sending; send individually.

Subject: Your parental leave is approved

Return from leave welcome

Welcomes someone back from leave with a catch-up meeting, what changed while they were away and an open offer to talk about easing back in.

Subject: Welcome back, [first name]

Birthday wishes

A short, warm birthday note to a colleague, with a sentence or two in the sender’s own words.

Subject: Happy birthday, [first name]

Condolence to an employee

A short, personal note of sympathy to a colleague who has been bereaved, with practical help and support only as the sender fills them in. Send individually.

Subject: Thinking of you, [first name]

Peer feedback request

Asks a colleague for written input into someone’s review: who it’s for, how long it takes, who sees the answers and when the form closes.

Subject: Could you share feedback on [colleague name]?

Performance plan completed

Closes a performance improvement plan that was met: what was achieved, what changes now, the support that continues and the closure letter. Review with HR/legal before sending; send individually.

Subject: Your performance plan is now closed

Performance review cycle launch

Opens a review cycle for everyone: the key dates from self-review to conversations, what has changed, what employees and managers each do and where the guidance is.

Subject: Key dates for the [review cycle] reviews

Performance review summary

Records a review conversation afterwards: highlights, agreed objectives, the outcome where there is one, and how to add comments and acknowledge it. Review with HR/legal before sending; send individually.

Subject: Summary of your [review period] review

Probation confirmed

Confirms that someone has completed probation and their employment continues: from when, what changes now, and a link to the confirmation letter. Review with HR/legal before sending; send individually.

Subject: Your probation is complete, [first name]

Probation extended

Tells someone, plainly and supportively, that their probation is extended: the new end date, what to focus on, the support offered and the next review. Review with HR/legal before sending; send individually.

Subject: Your probation is extended to [new probation end date]

Probation review invitation

Invites a new joiner to the review at the end of their probation: when and where, who will be there, how to prepare and when probation ends. Review with HR/legal before sending; send individually.

Subject: Your probation review on [meeting date]

Self-review reminder

Reminds someone their self-review is due before their review conversation, with the deadline, the meeting date and a link to the form.

Subject: Your self-review is due on [due date]

Benefits enrolment confirmation

Records the benefit choices someone made: plans and cover, who is covered, when it starts, the deduction per pay period and how to correct a mistake.

Subject: Your benefit choices for [plan year]

Benefits open enrolment

Opens the annual benefits enrolment window for everyone: what’s changed, the dates, what happens if no choice is made and where to get help.

Subject: Benefits enrolment: open until [enrolment close date]

Equity grant notification

Tells an employee about an equity grant: the type, the amount, the grant and vesting dates, and how to review and accept the agreement in the equity portal. Review with HR/legal before sending; send individually.

Subject: Your [grant type] grant from [company name]

Pay review guidance for managers

Briefs managers on the annual pay review: the timetable, the budget and guidelines they work within, how to submit recommendations and how to keep them confidential. Review with HR/legal before sending.

Subject: Pay review: what managers need to do

Pay review outcome: no change

Tells someone their pay stays the same after a pay review: the basis for the decision, the next review date and an offer to talk. Use only for a no-change decision. Review with HR/legal; send individually.

Subject: The outcome of your [review cycle] pay review

Pension and retirement plan enrolment

Tells an employee they have been enrolled in a pension or retirement scheme: the date, the contributions, the provider, and where the scheme rules and their choices are set out. Review with HR/legal before sending.

Subject: Your enrolment in the [scheme name]

Attendance review meeting invitation

Invites someone to a formal attendance review under the absence policy: why, what will be discussed, who can come with them and the support available. Review with HR/legal before sending; send individually.

Subject: Your attendance review on [meeting date]

Bereavement leave confirmation

Confirms bereavement leave gently: the dates, pay as the policy sets it out, who is covering their work and that there is nothing they need to do. Review with HR/legal before sending; send individually.

Subject: Your bereavement leave from [leave start date]

Leave balance reminder

Tells someone how much leave they have left before the leave year ends, how much can carry over and how to book the rest.

Subject: Your remaining leave before [leave year end]

Return-to-work meeting invitation

Invites someone back from sickness absence to a private return-to-work conversation about how they are and whether anything would help. Review with HR/legal before sending; send individually.

Subject: A return-to-work conversation on [meeting date]

Keeping in touch during sick leave

A manager’s regular note to someone on long-term sick leave, sent once contact has been agreed: a little team news, their pay and leave, and when the next contact will be. Review with HR/legal first.

Subject: A quick hello from the [team name] team

Sickness absence certificate request

Asks someone off sick for the medical certificate the absence policy now needs: by when, how to send it securely and how it affects sick pay. Review with HR/legal before sending; send individually.

Subject: Medical certificate needed by [due date]

Unreported absence welfare check

A manager’s note to someone who hasn’t come to work or called in: concern for their safety first, and a simple way to get in touch. Review with HR/legal before sending; send individually.

Subject: Checking that you’re safe, [first name]

Employee award nominations open

Invites everyone to nominate colleagues for an internal award: what it recognises, who can be nominated, what makes a strong nomination and the closing date.

Subject: Nominations are open: [award name]

Long service award

Marks a long-service milestone with the organisation’s service award: thanks, how it will be celebrated, and how to choose the award by a date.

Subject: Celebrating [years of service] years with [company name]

Confidential report outcome

Tells someone who made a speak-up or whistleblowing report that the review has concluded: what can be shared about the outcome, how they stay protected and where to raise concerns. Review with HR/legal before sending; send individually.

Subject: Confidential: report [reference number] has concluded

Disciplinary hearing invitation

Invites someone to a disciplinary hearing: the allegations, the evidence pack, who will chair it, who can accompany them and the possible outcomes. Review with HR/legal before sending; send individually.

Subject: Confidential: your disciplinary hearing

Disciplinary hearing outcome

Confirms a disciplinary decision short of dismissal: the outcome, how long it applies, the reasons by reference to the letter and how to appeal. Review with HR/legal before sending; send individually.

Subject: Confidential: your disciplinary hearing outcome

Employee appeal hearing invitation

Invites someone to the hearing of their appeal against a disciplinary or grievance decision: the grounds, who will hear it, what to expect and who can come with them. Review with HR/legal before sending; send individually.

Subject: Confidential: your appeal hearing

Employee appeal outcome

Gives the decision on an appeal against a disciplinary or grievance decision: the outcome, the reasons by reference to the letter, what changes and any further step. Review with HR/legal before sending; send individually.

Subject: Confidential: the outcome of your appeal

Grievance meeting invitation

Invites someone who raised a formal grievance to the meeting where it will be heard: when, who will chair it, who can accompany them and what happens next. Review with HR/legal before sending; send individually.

Subject: Confidential: your grievance meeting

Grievance outcome

Gives the decision on a formal grievance: the finding on each point, what will happen as a result and how to appeal, with the outcome letter. Review with HR/legal before sending; send individually.

Subject: Confidential: the outcome of your grievance

Investigation closed: no further action

Tells someone a conduct investigation has concluded with no further action: what it means for their record, any return arrangements and the support available. Review with HR/legal before sending; send individually.

Subject: Confidential: the investigation has concluded

Investigation meeting invitation

Invites someone to a confidential fact-finding meeting about a conduct concern: no decision made, who will investigate, who can accompany them and support. Review with HR/legal before sending; send individually.

Subject: Confidential: an investigation meeting

Investigation witness interview invitation

Asks a colleague to give their account as a witness in a confidential workplace investigation: the matter in general terms, when, who will be there, how notes are kept and where to find support. Review with HR/legal before sending.

Subject: Confidential: a request for your account

Precautionary suspension notice

Confirms in writing a precautionary suspension while a concern is investigated: from when, pay, what it means day to day, the review date and a named contact. Review with HR/legal before sending; send individually.

Subject: Confidential: your suspension pending investigation

Workplace mediation invitation

Offers a colleague voluntary, confidential mediation to resolve a working relationship difficulty: who the mediator is, how it works, the proposed date and how to accept or decline. Review with HR/legal before sending.

Subject: Confidential: an invitation to mediation

Internal application unsuccessful

A kind, personal note to a colleague whose internal application was unsuccessful, with an offer of feedback and a conversation about what could help next time.

Subject: Your application for [role title]

Line manager change

Tells someone their line manager is changing: who the new manager is, from when, the reason where it can be shared, what stays the same and when they’ll first meet.

Subject: Your new line manager from [effective date]

Promotion confirmation

Confirms a promotion privately with the person: the new role, effective date, reporting line, pay change by reference to the letter, and how to accept. Review with HR/legal before sending; send individually.

Subject: Your promotion to [new role]

Secondment confirmation

Confirms a temporary secondment: host team and manager, start and end dates, what stays the same and how the return will work, with the secondment letter. Review with HR/legal before sending; send individually.

Subject: Your secondment to [host team] is confirmed

Employee assistance programme reminder

Reminds everyone what the employee assistance programme offers, who can use it, what stays confidential and how to reach it, with the hours the provider keeps.

Subject: Confidential support through [eap provider]

Occupational health referral

Tells someone they are being referred to occupational health: why, who the adviser is, what will and won’t be shared, and how to give or decline consent. Review with HR/legal before sending; send individually.

Subject: A referral to occupational health, and your consent

Workplace adjustment confirmation

Confirms workplace adjustments agreed for health or disability: each change and when it’s in place, who is told and when it will be reviewed. Review with HR/legal before sending; send individually.

Subject: Your agreed workplace adjustments

Death of a colleague

Tells colleagues, with the family’s agreement, that a colleague has died: a few words about them, arrangements the family wish to share and the support available. Review with HR/legal before sending.

Subject: Sad news about [full name]

Flexible working request declined

Declines a flexible working request with the business reasons, any alternatives that can be offered and how to appeal, with the decision letter. Review with HR/legal before sending; send individually.

Subject: The decision on your flexible working request

Open shift cover request

Asks a pool of eligible staff to pick up an uncovered shift: when and where, the role, how shifts are allocated, what it pays and how to put their name forward.

Subject: Cover needed on [shift date]

Shift change notice

Tells someone a published shift has changed: the original and new times, why, and how to say by a date if the change doesn’t work for them.

Subject: A change to your shift on [shift date]

Working pattern change consultation

Opens a consultation with affected staff about proposed changes to working patterns or hours: the proposal, the reasons, the meetings and the closing date. Review with HR/legal before sending.

Subject: Proposed changes to working patterns in [team name]

Employment confirmation letter ready

Tells a current employee that the employment confirmation letter they asked for, for a landlord, lender or visa, is ready: what it confirms, where to download it and how the recipient can check it.

Subject: Your employment confirmation letter is ready

Change to employment terms

Confirms an agreed change to someone’s terms, such as hours, title or place of work: what changes, from when, what stays the same and the updated contract to sign. Review with HR/legal before sending; send individually.

Subject: Your updated terms from [effective date]

Pay date change notice

Tells employees that a pay date is changing, for example because of a public holiday: the usual and new dates, the reason, and the date of the following pay so they can plan around it.

Subject: [pay period] pay date moves to [new pay date]

Payroll bank details changed

Confirms that the account salary is paid into has changed, so a change the person didn’t make is caught quickly; it never shows account details or links to a sign-in page.

Subject: Your payroll bank details were updated

Payroll error correction

Apologises for a mistake in someone’s pay and sets out the correction: what happened, the amount, the payment date and support if it caused difficulty. Review with HR/legal before sending; send individually.

Subject: A correction to your [pay period] pay

Payslip available

Lets someone know their payslip for a period is ready in the payroll portal, with the pay date and who to ask about a query. No pay details in the email.

Subject: Your payslip for [pay period] is ready

Personal details review request

Asks employees to check their address, emergency contacts and other HR records by a date, opening the HR system the way they usually do; never links to a sign-in page.

Subject: Please check your details in [hr system name]

Right to work document renewal

Asks an employee for updated right-to-work documents before their current permission expires: what is accepted, how to share it securely and by when. Review with HR/legal before sending; send individually.

Subject: Right to work check before [expiry date]

Salary overpayment recovery

Tells someone, without blame, that they were overpaid: how it happened, the amount, the repayment options and a date to reply by. Review with HR/legal before sending; send individually.

Subject: About an overpayment in your [pay period] pay

Timesheet submission reminder

Reminds someone to submit or correct their timesheet before the payroll cut-off so their hours are paid on time, with the period, the deadline and a link to the timesheet system.

Subject: Timesheet due: [pay period]

Year-end tax form available

Tells current and former employees their annual tax form is ready in the payroll portal, what it is for and who to ask if something looks wrong.

Subject: Your [tax form name] for [tax year] is ready