Redundancy letters: what to send at each stage

Why the letters matter

Letters are the record of a fair process. If a dismissal is challenged, the tribunal will read them in date order. They should show that you consulted while plans were still proposals, explained the reasons, looked at alternatives and gave a right of appeal.

Use plain words and the person's own figures. Say "proposed" until a decision is made.

Before consultation starts

• At-risk letter: the proposal, why it's being made, the roles and the pool, and an invitation to a first meeting.
• Invitation to elect representatives, if you propose 20 or more redundancies at one establishment and there's no recognised union. Give the election arrangements and a reasonable timetable.
• Section 188 letter to representatives: the reasons, numbers and descriptions of roles, the total employed, the selection method, the timetable, how any enhanced pay is worked out, and agency worker numbers.
• Voluntary redundancy invitation, if you're offering it: who can apply, the closing date, the terms, and that you may decline applications.

During consultation

• Invitation to each individual consultation meeting, with the date, time and who will attend. Allowing a companion isn't a legal requirement here, but it's good practice.
• Notes of each meeting, sent afterwards with a chance to correct them.
• Selection criteria, then the person's own scores and how to challenge them. Never share other people's individual scores.
• A list of current vacancies, updated as it changes.
• Offer of an alternative role: what's different from the old job, the start date, and a trial period of 4 weeks with its end date.

The outcome letter

Once consultation has properly finished, confirm the outcome in writing. The letter should set out:

• that the role is redundant, and the scores where selection was used
• the notice period and the leaving date, and whether notice is worked, paid in lieu or garden leave
• statutory redundancy pay and how it was worked out, plus any enhanced amount
• holiday pay and any other pay owed, and when it will be paid
• paid time off to look for work, for anyone with 2 years' service
• how to appeal, to whom, and by when

The law requires a written statement showing how statutory redundancy pay was calculated (Employment Rights Act 1996, section 165). A per-person statement from the costing meets that.

Appeals and after

• Acknowledge an appeal and invite the person to an appeal meeting with someone not involved in the original decision.
• Send the appeal outcome in writing, with reasons. Say that the decision is final.
• Confirm the end of any trial period in writing, whether the person stays in the new role or leaves as redundant.
• After leaving: the final payslip and P45, and any agreed reference.

Getting a large run right

1. Take the figures from one costing file, dated, so the letters and Finance use the same numbers.
2. Write one version for each group: voluntary, compulsory, alternative role, different notice terms.
3. Check a filled-in sample of every version before anything is issued.
4. Issue everything on the same day, by the method each person will actually see.
5. Keep a copy of every letter as sent, with the date.

With most tribunal time limits now 6 months, for events on or after 1 October 2026, those copies may be needed long after the programme ends.