Redundancies are one of the hardest responsibilities employers face. They are often unfamiliar territory, emotionally charged, and tightly regulated. Getting the communication right matters, both legally and humanly.
Clear, well-written redundancy letters help employers meet their legal obligations while treating people with dignity and respect. They reduce the risk of disputes, support a fair process, and give employees clarity at a time when uncertainty is already high.
What is a redundancy letter?
A redundancy letter is a formal written document that communicates key stages of a redundancy process to an employee. It confirms that their role is at risk, under consultation, or being made redundant due to business reasons.
Its purpose is to provide clarity, record decisions, and ensure legal compliance. A redundancy letter creates an official paper trail that protects both the employer and the employee by documenting what has been communicated and when.
Redundancy letters sit within a wider process. Employers typically move through consultation, decision-making, and notice. Each stage is supported by written communication, often in the form of a redundancy notice letter or consultation letter. The final redundancy letter confirms the outcome.
What is a risk of redundancy letter?
A risk of redundancy letter is issued early in the process. It informs an employee that their role may be affected by proposed changes, but it doesn’t confirm dismissal.
This letter is used at the start of a consultation period. Its purpose is transparency and fairness. It explains why redundancies are being considered, what roles are affected, and how employees can engage in consultation.
You’ll often see this referred to as an “at risk of redundancy letter.” It signals that no final decision has been made and that employee input is still part of the process.
Does a redundancy notice have to be in writing?
Yes. In practice, a redundancy notice should always be given in writing.
While initial conversations may happen face-to-face or in meetings, written notice is the formal record that confirms what has been decided. It provides clarity, reduces misunderstandings, and protects both the employer and the employee by documenting key details.
Putting a redundancy notice in writing shows that the employer followed a structured and fair process. It clearly sets out important information such as dates, notice periods, final pay, benefits, and appeal options, so nothing is left open to interpretation.
Verbal conversations on their own aren’t enough. Even when redundancy is discussed openly and respectfully, the final outcome should always be confirmed in writing to ensure accuracy, consistency, and accountability.
How do you write a redundancy letter?
Writing a redundancy letter requires balance. The language needs to be clear, factual, and legally accurate, while remaining respectful and professional throughout.
Before using any redundancy letter template, it’s important to understand the principles that guide effective communication in these situations. A well-written redundancy letter is direct and unambiguous, using plain language rather than legal jargon. It reflects empathy without introducing legal risk, aligns closely with what has already been discussed during consultation, and remains consistent across all affected employees.
- Confirm the reason for redundancy: State the business reason clearly. This could include restructuring, reduced demand, or closure of a role. Avoid referencing performance or conduct.
- Confirm the reason for redundancy: State the business reason clearly. This could include restructuring, reduced demand, or closure of a role. Avoid referencing performance or conduct.
- Reference the consultation process: Confirm that consultation has taken place and that employee input was considered.
- State notice period and key dates: Include the notice period, final working day, and any payment in lieu arrangements.
- Explain next steps and support: Outline redundancy pay, benefits, appeals, and available support.
Following this structure ensures the redundancy letter is complete, compliant, and easy to understand.
What does a redundancy letter need to include?
Every redundancy notice letter should include specific information. Missing details can lead to confusion, disputes, or legal exposure, especially if decisions are later questioned.
Use this checklist to ensure nothing is overlooked.
- Employee’s full name and job title: Clearly identify who the letter applies to. This avoids any ambiguity and ensures the notice is tied to the correct role and employment record.
- Clear statement that the role is redundant: State plainly that the position is being made redundant. Avoid vague wording that could create uncertainty about whether the role is ending or simply changing.
- Business reason for redundancy: Explain the reason for the redundancy in business terms, such as restructuring, reduced demand, or role elimination. This reinforces that the decision is based on organizational needs rather than individual performance.
- Confirmation of consultation and dates: Reference the consultation process and include relevant dates. This shows that the employee was informed, consulted, and given an opportunity to engage before the decision was finalized.
- Notice period and final working day: Specify the length of the notice period and the employee’s final day of employment. Clear dates help both parties plan and reduce the risk of misunderstandings.
- Redundancy pay and statutory entitlements: Outline any redundancy pay the employee is entitled to, along with how it has been calculated. Include statutory or contractual entitlements where applicable.
- Holiday pay, benefits, and final payments: Explain how unused holiday will be handled and when final payments will be made. Include information about benefits such as health coverage or retirement plans, and when those will end.
- Right of appeal and how to submit it: Confirm the employee’s right to appeal the redundancy decision. Clearly explain the appeal process, who to contact, and any deadlines for submitting an appeal.
- Contact details for questions or support: Provide a named contact for follow-up questions or support. This reassures employees that there is a clear point of communication during the notice period.
Redundancy letter templates
This section provides practical redundancy letter templates employers can adapt. These examples reflect best practice and support a fair redundancy process.
Each redundancy letter example is written in a clear, professional tone and should be customized to reflect your organization, policies, and circumstances.
1. Risk of redundancy letter template
This template is used to inform employees that their role is at risk and that consultation is starting. It’s best to use at the beginning of the redundancy process, before any final decision is made.
Subject: Role at Risk of Redundancy
Dear [Employee Name],
We’re writing to inform you that your role of [Job Title] is at risk of redundancy due to [brief business reason].
No final decisions have been made at this stage. We’re entering a consultation period to discuss the proposed changes, explore alternatives, and consider your feedback before any outcome is confirmed.
You’re invited to attend a consultation meeting on [date and time]. You may be accompanied by a colleague or trade union representative if you wish.
We understand this news may be difficult. Support is available, and we encourage you to ask questions and share any suggestions during consultation.
If you have any immediate questions, please contact [HR contact].
Kind regards,
[Name]
[Job Title]
2. Redundancy consultation outcome letter template
This email template confirms the outcome of consultation discussions, after consultation has concluded and before issuing final notice.
Subject: Consultation Outcome
Dear [Employee Name],
Following our recent consultation meetings, we’re writing to confirm the outcome of the redundancy consultation regarding your role of [Job Title].
After careful consideration of all feedback and alternatives discussed, we regret to inform you that your role has been selected for redundancy due to [business reason].
We’d like to meet with you on [date] to discuss next steps, including notice, redundancy pay, and available support.
You have the right to appeal this decision. Details of the appeal process will be shared at the meeting.
Please contact [HR contact] if you have any questions ahead of this discussion.
Kind regards,
[Name]
[Job Title]
3. Final redundancy notice letter template
This is best to use to provide formal confirmation that redundancy has been confirmed, after consultation is complete and the decision is final.
Subject: Notice of Redundancy
Dear [Employee Name],
We regret to confirm that your role of [Job Title] will be made redundant due to [business reason].
Your employment will end on [final working day], following your notice period of [length]. During this time, your terms and conditions remain unchanged.
You’ll receive the following payments:
- Statutory redundancy pay of [amount]
- Payment in lieu of notice, if applicable
- Accrued but unused holiday pay
You have the right to appeal this decision. Appeals should be submitted in writing to [contact] by [date].
We recognize the impact of this decision and will provide reasonable support during your notice period.
Kind regards,
[Name]
[Job Title]
4. Collective redundancy letter template
A collective redundancy letter is used when a larger group of employees may be affected by proposed redundancies. It supports transparency and documents the start or progression of a collective consultation process. Use this letter when redundancies are being considered across a department, location, or group of roles, and employees need to be formally informed that collective consultation is taking place.
Subject: Proposed Changes and Collective Consultation
Dear [Employee Name],
We’re writing to inform you that the organization is proposing changes that may affect a number of roles, including your position of [Job Title].
Due to [business reason], we’re beginning a collective consultation process to discuss the proposed changes and explore ways to avoid or reduce redundancies where possible. No final decisions have been made at this stage.
The consultation period will begin on [start date] and is expected to continue until [end date]. During this time, you’ll have the opportunity to ask questions, share feedback, and suggest alternatives.
Further information about the consultation process, timelines, and available support will be shared separately. You may also be represented by an employee representative or other appropriate representative during this process.
If you have any immediate questions, please contact [HR contact].
Kind regards,
[Name]
[Job Title]
5. Alternative role offer letter template
An alternative role offer letter is used when an employer identifies a suitable alternative position for an employee whose role is at risk of redundancy. Use this letter during or after consultation, once a potential alternative role has been identified and needs to be formally offered for consideration.
Subject: Offer of Alternative Role
Dear [Employee Name],
Following our recent discussions regarding the proposed changes affecting your role of [Current Job Title], we’re writing to formally offer you an alternative position within the organization.
The alternative role is [New Job Title], based in [location or team]. The key responsibilities include [brief summary]. The proposed start date for this role is [date].
The terms and conditions of the role are as follows:
- Salary: [details]
- Hours: [details]
- Benefits: [details]
We encourage you to review this offer carefully. If you’d like to discuss the role further or request additional information, please contact [HR contact].
Please let us know in writing by [response deadline] whether you accept or decline this offer.
Kind regards,
[Name]
[Job Title]
Common mistakes to avoid in redundancy letters
Even experienced employers make mistakes when drafting redundancy letters. These issues often increase legal risk, create confusion, or undermine trust at a time when clarity matters most.
- Being vague about the business reason: Redundancy letters should clearly explain the business reason behind the decision. Vague explanations can lead employees to question whether the redundancy is genuine or fair, increasing the likelihood of disputes or appeals.
- Apologizing excessively or expressing personal guilt: A respectful tone is important, but over-apologizing or expressing personal regret can weaken the clarity of the decision. It may also blur the line between a business decision and a personal judgment.
- Omitting statutory redundancy information: Missing details about notice, pay, or entitlements creates uncertainty and exposes employers to compliance risks. Employees need clear information to understand what they’re owed and when they’ll receive it.
- Mixing redundancy with performance-related language: Redundancy is about the role, not the individual. Referring to performance, capability, or conduct can undermine the legitimacy of the redundancy and lead to legal challenges.
- Sending letters before consultation is complete: Issuing a redundancy notice before consultation has concluded can suggest that the outcome was predetermined. This weakens the fairness of the process and increases the risk of claims.
- Rushing timelines without clear documentation: Moving too quickly without properly documenting meetings, decisions, and communications can create gaps in the record. Clear timelines and written evidence support consistency and accountability.
Tips for writing redundancy letters with empathy but firmness
Redundancy letters sit at the intersection of legal responsibility and human impact. The way they’re written can either reduce uncertainty or intensify it. Employers need to communicate decisions clearly, while still showing respect for the people affected and the seriousness of the situation.
Empathy in redundancy letters comes from clarity, consistency, and honesty. Firmness comes from being direct, accurate, and aligned with the process that’s been followed. When these elements work together, communication feels fair rather than cold.
- Use respectful, neutral language throughout: Choose wording that acknowledges the situation without assuming how someone feels or how they should react. This keeps the letter professional and avoids language that could be interpreted as dismissive or overly emotional.
- Be clear about decisions and next steps: Ambiguity increases stress. Clearly state what has been decided, what happens next, and when. Timelines and expectations help employees regain a sense of structure during uncertainty.
- Stick closely to what’s been discussed: Redundancy letters should reflect conversations that have already taken place during consultation. Introducing new information or changes in tone at the letter stage can damage trust.
- Avoid promises you can’t guarantee: Offering reassurance is important, but avoid committing to outcomes you can’t control, such as future roles or extended benefits. Clarity builds more trust than vague reassurance.
- Keep the focus on support and process: Signpost available support, appeal rights, and points of contact. This shows that the employer remains engaged and responsible, even after a difficult decision has been communicated.
Research published in Current Psychology shows that employees respond better to difficult decisions when communication is consistent, transparent, and timely. Clear written communication reduces confusion and conflict during periods of organizational change.
Redundancy letters done right
Redundancy letters demand precision, consistency, and careful timing. They also create significant administrative load during already stressful periods.
Fyxer helps teams stay organized by drafting clear, compliant HR communications, tracking timelines, and keeping documentation consistent. That support allows employers and HR teams to focus on people and process, rather than chasing wording and paperwork at the last minute.
When redundancy letters are handled calmly and correctly, everyone benefits from clarity and fairness.
Redundancy letter FAQs
Is a redundancy letter the same as a dismissal letter?
No. A redundancy letter confirms dismissal due to business reasons, not individual performance or conduct. The distinction matters legally because redundancy relates to the role no longer being required, rather than the employee’s actions or capability. Using redundancy-specific language helps protect the employer from claims that the dismissal was unfair or performance-based. It also ensures the employee understands the nature of the decision and their associated rights.
Can redundancy be confirmed verbally first?
Yes, discussions about redundancy often happen verbally first, especially during consultation meetings. These conversations help explain context and allow employees to ask questions. However, verbal communication alone isn’t sufficient for confirming redundancy. The final decision should always be confirmed in writing so there’s a clear, accurate record of what has been decided and when.
What’s the difference between “at risk” and “redundant”?
“At risk” means a role may be affected by proposed changes, but no final decision has been made. It signals the start or continuation of consultation, where alternatives can still be explored. “Redundant” confirms that the decision has been finalized and the role will end. Clear use of these terms helps employees understand where they are in the process and what to expect next.
Can an employee refuse to accept a redundancy letter?
An employee can refuse to acknowledge or sign a redundancy letter, but that doesn’t invalidate the redundancy itself. What matters is whether the employer followed a fair and documented process. Employees retain the right to appeal the decision or raise concerns through formal channels. Clear written communication helps demonstrate that the process was handled properly, regardless of acceptance.
How much notice must be given in a redundancy?
Statutory notice depends on length of service, with a minimum of one week in many cases. Employers must also consider any contractual notice periods, which may be longer than statutory requirements. The redundancy letter should clearly state which notice period applies and how it will be handled. Providing precise dates helps avoid disputes and supports accurate final pay calculations.
Do I need different letters for collective redundancies?
Yes. Collective redundancies involve a larger number of affected employees and require additional consultation steps. Letters used in collective processes should reflect the group context, consultation timelines, and representative involvement. Using tailored letters helps ensure consistency, clarity, and compliance across all affected employees.
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