Free Written Statement Template
Free written statement of employment particulars template. Editable, Section 1 compliant, build it below in a few minutes.
This free written statement template builds itself as you fill in the fields below. It covers every particular required by the Employment Rights Act 1996. Edit any field, watch the statement update on the right, then print or save it as a PDF.
Landlord details
Required: your name and an address in England or Wales where the tenant can send legal notices. This does not need to be your home address.
Statement Preview
Updates as you fill inOn this page
Summary
This free written statement template covers the particulars the Employment Rights Act 1996 requires for every new employee and worker: names, pay, hours, holiday, job title, place of work, notice periods, pension, and disciplinary and grievance procedures. Fill in the tool above and the wording generates itself, or copy the editable clauses further down the page and build the document by hand. Both routes produce the same statutory content. The template is free. There's no watermark, no paywall, and no account needed.
Key takeaways
- ✓ A written statement must be given no later than an employee's first day, for anyone starting on or after 6 April 2020.
- ✓ Workers are entitled to the core particulars too, not only employees on permanent contracts.
- ✓ A template only satisfies the law once every required particular is filled in correctly for the specific employee. A blank or generic template does not.
- ✓ Any later change to pay, hours, or another particular needs written notice within one month of the change.
- ✓ The tool above builds a filled-in statement directly. The editable template below is for anyone who wants to work in their own document instead.
When it's legally required
Every employer must give a written statement to every employee, and to workers for the core particulars, no later than the day their employment starts. This applies from the first day of work. There's no minimum length of service and no minimum number of hours below which the requirement disappears.
A small number of particulars, such as pension scheme details covered elsewhere or a full disciplinary procedure set out in a separate policy, can be given in a supplementary document within two months of the start date. Everything else has to be in the day-one statement.
Clauses the template must include
Parties
Employer's name and address, and the employee's name.
Job title or duties
The job title, or a short description of the work.
Start date
The date employment began, and the date continuous service began if different.
Place of work
Where the employee works, or the employer's address if there's no fixed base, and whether relocation may be required.
Pay
The rate or how it's calculated, and how often it's paid.
Hours
Normal working hours and the working pattern, including whether hours can vary.
Holiday
Entitlement stated precisely enough to calculate, including how public holidays are treated.
Notice periods
Notice due from the employer and from the employee.
Probation
Length and terms of any probationary period.
Sick pay
How sickness absence and sick pay are handled.
Pension
Whether a scheme applies and its details, or where to find them.
Disciplinary and grievance
Where the employer's procedures can be found.
How to customise the template
Start with the employee's actual terms, not a generic default. Pay and hours should match what was agreed at offer stage. Holiday entitlement should reflect any enhancement above the statutory 5.6 weeks, if the employer offers one. Notice periods should match what's set in the employment contract, if a separate contract exists, so the two documents don't contradict each other.
If the role is fixed-term, add the expected end date. If a collective agreement covers the role, name it and state which terms it affects. If none of these apply, say so directly rather than leaving the clause blank, since a blank field reads as an omission rather than a stated "not applicable."
Example template
A filled-in example for a permanent, full-time retail assistant role in Manchester.
Employer: Northgate Retail Ltd, 12 Deansgate, Manchester, M3 2FW
Employee: Sam Whitfield
Job title: Retail Assistant
Start date: 4 August 2026 (permanent contract)
Place of work: Northgate Retail Ltd, 12 Deansgate, Manchester, M3 2FW
Pay: £1,950 per month, paid monthly on the last working day of the month
Hours: 37.5 hours per week, Tuesday to Saturday, 9am to 5.30pm
Holiday: 28 days per year, inclusive of bank holidays
Probation: 3 months from the start date
Notice: 1 week from either party during probation, rising to 1 month after probation
Pension: Auto-enrolment into Northgate Retail Ltd's workplace pension scheme, subject to eligibility
Disciplinary and grievance: Set out in the staff handbook, available from the store manager
Editable template, section by section
Copy this into a document and replace each bracketed field. This is the same structure the tool above generates automatically.
[Employer name], [employer address]
[Employee name], [employee address]
Job title: [job title]. Duties: [brief description].
Start date: [date]. Continuous service from: [date, if different].
Place of work: [address]. [Mobility clause, if any.]
Pay: [amount], paid [frequency], on [pay day].
Hours: [hours per week], [working pattern].
Holiday: [days per year], [treatment of public holidays], [carry-over rule if any].
Probation: [length], [terms].
Notice from employer: [period]. Notice from employee: [period].
Pension: [scheme name or "auto-enrolment applies, subject to eligibility"].
Sick pay: [arrangement, or "Statutory Sick Pay applies"].
Disciplinary and grievance: [where the procedures can be found].
Collective agreements: [name and effect, or "none apply"].
Other terms: [anything else agreed].
Date issued: [date].
Free template vs. solicitor-drafted vs. online generator
| Option | Cost | Time | Best for |
|---|---|---|---|
| Free template (this page) | Free | A few minutes | Standard employment terms, no unusual clauses |
| Solicitor-drafted | Typically £150–£500+ per template | Days to weeks | Senior roles, unusual terms, sector-specific risk |
| HR software suite | Monthly subscription | Minutes, once set up | Employers issuing statements at volume, with onboarding built in |
Download options
Generated PDF
Use the tool at the top of this page. Fill in the fields, then use the print button to save it as a PDF.
Back to the generator ↑Editable text template
Copy the section-by-section template above into Word or Google Docs and fill in each bracket directly.
Common mistakes
Using a template with placeholder text still in it. "Insert pay here" left unfilled means the statement doesn't meet the requirement, even if every other clause is correct.
Copying one employee's statement for another. Job title, pay, and hours are specific to the person. A statement built for one role rarely fits another without changes.
Treating the template as the whole contract. The written statement covers the particulars the Act lists. A fuller contract can include more, such as confidentiality or restrictive covenants, and the two documents should agree with each other.
Forgetting to date it. The statement needs a clear issue date so both sides can show when it was given.
Not updating it after a change. A pay rise or a change of hours needs written notice within one month. Editing the master template file without telling the employee doesn't meet that requirement.
Related tools and guides
Section 1 Employment Rights Act Statement
The full legal guide to what section 1 requires, who's entitled to it, and what happens if it's missing.
Written Statement of Terms Generator
For landlords issuing tenancy terms under the Renters' Rights Act — different law, same "written statement" name.
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Frequently asked questions
Is this template really free?
Yes. There's no watermark, no account, and no payment step. Fill in the tool above or copy the editable template and use either one directly.
Is a free template legally sufficient?
Yes, provided every required particular is filled in correctly for the specific employee and given no later than their first day. The law sets requirements for content and timing, not for who drafted the document.
Do I need a solicitor to check it?
Not as a legal requirement. Standard roles with ordinary terms are usually fine with a correctly completed template. Senior roles, unusual clauses, or anything involving restrictive covenants are worth a solicitor's review.
Can I use this template for a worker, not just an employee?
Yes. Workers are entitled to the core particulars under the same rules that apply to employees, since the reforms that took effect on 6 April 2020.
What format does the download come in?
The tool above generates a formatted statement you can print or save as a PDF from your browser's print dialog.
Can I edit the template after downloading?
The PDF from the tool is a finished document. If you want to keep editing after download, use the editable text template further up the page instead, and work in Word or Google Docs.
What if the employee's hours change later?
Update the particulars and give written notice of the change within one month of it taking effect.
Does this replace a full employment contract?
No. It satisfies the section 1 requirement specifically. A full contract can include more than the Act requires, and many employers issue both.
Can one template be reused for every new hire?
The structure can be reused, but pay, hours, job title, and other specific fields need to be re-entered correctly for each individual.
Sources
Last updated: 17 July 2026
Reviewed by: OfficeDraft UK Employment Documents Team
Author: OfficeDraft Editorial — UK employment and HR document guides
Legal disclaimer: This page is general guidance and not legal advice. Employment law changes, and individual circumstances vary. For advice on a specific situation, contact ACAS or a qualified employment solicitor.