When every employee needs a different letter.
Read the transcript
A pay review. A TUPE transfer. A redundancy programme. Hundreds of employees, each needing a letter with their own figures, all on the same day.
Done by hand, it takes days. And one wrong salary in the wrong envelope is the letter everyone remembers.
Every Letter Right runs it as a controlled process. Your data, one row per person. Your rules decide which version of the letter each person gets. Their own figures and wording go in, and every letter is checked against the source before anything leaves.
Then each one goes where it should: emailed to the employee, or filed for their manager to hand over.
Every letter goes out on your date, with a record of who got what.
It runs on the Microsoft tools you already have, so your employee data stays in your own systems. £2 per employee. No new platform, no subscription.
Work out the cost of your exercise, or book a free scoping call, at everythingright.co.uk.
Five steps, from your spreadsheet to every letter issued
- 1Scope Free · about 30 minutes
A call on the exercise, data and deadline. You get a fixed fee before anything starts, and no charge if you decide against it.
- 2Build Usually 1 to 2 days
Built and tested on dummy data, never live records.
- 3Sign-off Your review
You approve sample letters for every version.
- 4Issue On your date
Sent from your systems by email, or saved to manager folders, each matched to the right employee.
- 5Reconcile Same day
A record of what went to whom, and when.
See a letter being built, step by step
One row per employee, straight from your own system.
A mail merge makes the letters. We take care of everything after that.
Mail merge is a great tool, and it's part of how we work. The difference is everything it leaves you to do by hand, and how much more each person can receive.
Any exercise where each person needs their own letter
Something else? If every employee needs a document with their own name, figures and terms, it probably fits. Send a line and we'll tell you honestly.
Pension scheme transfer, over 500 employees
The situation, what was done and the result
A UK university TUPE exercise changed the contractual pension scheme for over 500 employees, each needing a personalised pack.
Employee data and scheme rules generated an individual pack and email for each person, checked against source data and signed off by HR.
Every cover email, letter and information pack went out as a PDF, direct to each employee, within one hour and error free.
Estimate based on around 10 minutes per employee to prepare, check and send each document by hand.
£2 per employee, whatever the size
£600 minimum. £1.50 per employee for a repeat exercise (£400 minimum). A fixed fee, agreed before anything goes out, invoiced on completion, with nothing to pay before work starts. Above 5,000 employees, quoted on scope.
Every exercise is scoped and signed off by Fraser Reading, CIPD Level 7, who has run redundancy, TUPE and pay programmes for 15 years.
| Measure | By hand | With Every Letter Right |
|---|---|---|
| Your team's time | 93 hours | a couple of hours on sign-off |
| Issued | over about 6 weeks | on your date, in about 1 hour |
| Staff cost | £2,320 | included |
| Fee | none | £1,000 |
| Total cost | £2,320 | £1,000 |
£2 per employee
Your team gets roughly 93 hours back. That's before counting the risk of an employee receiving someone else's details.
Send this as an enquiry ›An indicative figure. Your fixed fee is confirmed after the free scoping call. Need the numbers first? Try the free redundancy costing, pay review or TUPE tools.
What's included, and your questions answered
Included in the fee
- A look at your data first and help getting it into shape. We work with whoever holds it rather than sending you away to clean a spreadsheet.
- A rules table setting out which employee receives which version.
- Build and testing on dummy data, never live records.
- A sample pack per version for your sign-off.
- A read-through of every version as an employee would read it, flagging anything unclear or inconsistent.
- Issue from your own mailbox as individual PDFs, or saved into a folder for each manager.
- A reconciliation log of what went to whom and when.
Available as extras
- Additional versions or attachments beyond those agreed at scoping.
- Letter design and artwork for templates, packs and branded documents.
- Cover email copy written for you to approve.
- Manager packs each manager's folder with their team's letters, a checklist and written instructions.
- Printed letters for employees without email.
What stays with your team
- Decisions on pay, terms and who is in scope.
- Final wording and approval of all content.
- Legal advice on notice, TUPE duties or consultation. We'll flag anything that looks like a risk.
- Accuracy of source data confirmed by your data owner.
- Employee queries after issue.
For procurement and data protection teams
The paperwork most teams ask for before an exercise, ready to share.
- Sample pack (PDF): cover email, letter, sign-off sheet and reconciliation log, on dummy data
- Data processing agreement template (Word) or PDF
- Quality checklist (PDF): every check, and who signs each stage
Your data stays with you
Live employee data is processed only on your own systems and devices, under a written data processing agreement. No new platform, no subscription and no upload to a third party. We build and test on dummy data, and working files are deleted at the end of the exercise on a date we agree.
Does the first call cost anything?
No. The call, the questions and the fixed quote are free, whatever comes of them. You only pay if you go ahead, and you know the fee before any work begins.
Is our employee data safe?
Live data is only ever used on your own systems and devices, under a written data processing agreement. We build and test on dummy data, and nothing is uploaded to a third party.
Do we need to buy any software?
No. Everything runs in the Microsoft tools you already have: Excel, Word and Outlook.
Can you work with our HR system?
Yes. If it can export to Excel or CSV, and almost all of them can, that's all we need. If the export is messy or split across systems, that's normal and we'll help sort it out with your team.
What if the data or wording changes late?
We agree a cut-off date at scoping. If something changes after sign-off, the affected samples are approved again before anything is issued.
What about staff without a work email?
Letters can be saved into a folder for each manager to issue, or printed. Printing is quoted separately.
Can you produce individual severance or redundancy estimates?
Yes. You provide the calculation rules and confirm a set of worked examples, and we produce an individual statement for each employee. Each one is clearly an estimate based on data at a given date. Figures from a pension scheme administrator are merged in as supplied.
Do you need to come on site?
Not usually. Work can be done remotely or on site, whichever suits your team.
Bigger project?
Reward, a restructure, TUPE or something in between: book us for longer, subject to availability. Day rates from £500, quoted once we've talked through the scope.
Tell us about your exercise
Rough answers are fine. We reply within 2 working days to arrange a free scoping call.
Or book a call now- November 2026Available
- December 2026Limited. Issue dates up to 18 December
- January 2027Available
- February 2027Available. Good time to plan April pay reviews
- March 2027Available
Run by Fraser Reading, CIPD Level 7, with 15+ years of TUPE transfers, redundancy programmes, pay reviews and contract harmonisation. About us