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A written statement of employment particulars is a legal document that UK employers must provide to employees and workers, detailing the key terms of their employment. It is not a contract but a written record of core conditions like pay, hours, and leave entitlements. Employers must issue the principal statement on or before the first day of work.
Often confused with an employment contract, the written statement of employment particulars is a statutory right for employees and workers in the UK. Based on our assessment experience, its primary purpose is to provide transparency by clearly documenting the main terms of the working relationship. Unlike a contract, which is a legally binding agreement requiring offer, acceptance, and consideration, this statement is a one-sided document provided by the employer. It doesn't require a signature to be valid. Since April 2020, the right to receive this statement has extended to all workers, not just employees, from their first day of employment.
The principal statement is the core part of the document and must be provided by the employer on or before the employee's start date. It must contain specific, legally required details to ensure clarity from the outset of the employment relationship.
The following table outlines the essential information typically found in a principal statement:
| Information Category | Specific Details Required |
|---|---|
| Parties Involved | The full names of the employer and the employee/worker. |
| Job Details | Job title, a brief description of duties, and the start date. |
| Compensation & Hours | Rate of pay (e.g., $15 per hour or $35,000 annual salary), pay frequency (e.g., monthly), and standard working hours. |
| Leave Entitlements | Details of holiday leave, including how it is accrued and paid. |
| Location & Flexibility | The place of work and details of any variable hours or flexible working arrangements. |
| Termination | Notice periods required for both the employer and employee to end the employment. |
| Probation & Training | Length of any probation period and details of mandatory training provided by the employer. |
| Policies | Reference to where the employee can find the company's grievance and disciplinary procedures. |
Some information can be provided in a separate, wider written statement shortly after employment begins. Employers have up to two months from the start date to supply these details. This supplementary documentation often covers areas that may be subject to more detailed policies.
Key elements of the wider statement include:
Often, employers will refer the employee to an accessible employee handbook for this wider information, which is a common and efficient practice.
Understanding the distinction is crucial for both employers and employees. The employment contract is the actual agreement that creates the legal relationship. It can be verbal or written and is enforceable under contract law. The written statement of employment particulars, however, is a written record of the key terms of that relationship, which employers are legally obliged to provide.
In practice, many employers combine these documents, embedding the required statement details directly into a comprehensive written employment contract. This approach ensures legal compliance while streamlining administrative processes.
Failure to provide a written statement of employment particulars can have consequences. An employee or worker can raise a formal grievance. If the matter remains unresolved, they may take a claim to an employment tribunal. The tribunal has the power to award compensation of between two and four weeks' pay if it finds the employer has failed in their statutory duty. For guidance on such disputes, individuals can contact the Advisory, Conciliation and Arbitration Service (ACAS), the official UK body for workplace disputes.
In summary, both new hires and HR professionals should treat the written statement of employment particulars as a fundamental document. For employees, it provides essential clarity on their terms. For employers, issuing a complete and accurate statement is a key compliance step that helps prevent future disputes. The most critical actions are to ensure the principal statement is provided by day one and that all information is clear and correct.
