Here are example letters that can be used in regards to furloughed situations. The furloughed letters are featured as a download and as text in case you want to copy and paste them into your own template.

Furlough letter templates
  • OPTION 1 TO DOWNLOAD:
    • Notification of Designation as a Furloughed Worker Click here 
    • Keeping in Touch Letter click here
    • Extension Letter click here
    • Furlough Return Letter click here
    • Preparations for Return to Work and Employee Survey click here
  • OPTION 2: Copy and paste the text from the letter template you need below:

 

Notification of Designation as a Furloughed Worker

Dear [NAME],

On [DATE] we discussed the current situation and the impact COVID-19 is having on the business and indeed our lives.

During the discussion I explained the measures we have taken to ensure we are complying with legislation, the restrictions, and the health and safety of everyone working for [COMPANY NAME].

I notified you that, as a result of a sharp and unexpected downturn in our ability to carry out work, we have taken the decision to use the Coronavirus Job Retention Scheme. This scheme allows [COMPANY NAME] to ‘furlough’ workers, asking them to take a leave of absence from work.

During this time, workers will continue to be employed by [COMPANY NAME] and will continue to receive 80% of their wages as assessed by HMRC, subject to normal deductions such as Income Tax, National Insurance Contributions, and any other relevant deductions.

During our meeting you agreed with our decision to designate you as a ‘furloughed worker’ under the terms of the Coronavirus Job Retention Scheme from [DATE OF COMMENCEMENT OF FURLOUGH]. From this date, until notified otherwise, you are not expected to report for work.

The Coronavirus pandemic and the efforts to mitigate its effects on business are evolving on a daily basis, and we will continue to keep you informed of developments as they transpire.

If having been furloughed, the needs of the business subsequently change, you may be asked to return to work and be removed from the furlough scheme.

Please be assured we are doing everything to protect the business and jobs. I would like to take this opportunity to thank you for your continued support.

Yours sincerely,

[NAME]

————————————————————————————————————————————————————————————————————————-

Keeping in Touch Letter

Dear [NAME],

I write further to my previous correspondence to you dated [DATE], in which you were advised that [COMPANY] was taking steps to furlough workers as part of the recommended public health measures to prevent the spread of COVID-19.

I can confirm that I have since received your formal consent to being placed on furlough leave in the terms outlined – thank you for returning this agreement which will allow us to continue to make payments to you amounting to 80% of your normal pay to a maximum of £2,500 per month.

I can confirm that [COMPANY] has applied for support through the Coronavirus Job Retention Scheme in relation to your continued employment with the business. For the avoidance of doubt, you do not need to contact HMRC or take any further actions in relation to this application at this time.

[COMPANY] is committed to keeping you regularly updated in relation to the progress of the coronavirus pandemic and the impact that the public health measures implemented to prevent the spread of COVID-19 are having both on the wider construction industry and [COMPANY]’s ability to operate.

As you may have seen from recent media reports, the Scottish Government has published specific Construction Sector Guidance which makes clear that only a very limited degree of construction activity should be undertaken at this time including essential projects such as building hospitals and critical repairs works.

The Scottish Government’s Construction Sector Guidance will extend until further notice and the Company intends to continue to adhere to such guidance. We are working with our trade association and others to ensure that appropriate health and safety measures are thought through and ready to be implemented when we are in a position to invite you to return to work.

As a result, I can confirm that for the time being you will remain on furlough leave and must not undertake any work for the business. We will continue to keep in touch with you by email/text/phone with a view to providing further updates or to invite you back to work when the time is right to do so and works can be safely recommenced.

For your information, the government has provided clarification with regards to the relationship between furlough leave and holidays. Employees can take holidays during the period of furlough leave either at their own, or the company’s request. During any period of annual leave, you will receive 100% of your normal holiday pay; please contact me directly to discuss your holiday requests and the Company will be as flexible as possible in the circumstances.

[The Company would also like to take this opportunity to ask you to complete an online training course from [WEBSITE ADDRESS]. The course is entitled [COURSE NAME] and will take approximately [LENGTH OF TIME to complete. In undertaking this training you will be helping to ensure that [COMPANY] is in a positive position to recommence works when guidance allows. I would be grateful if you could respond to this email in order to confirm that you intend to complete the training requested or to outline the reasons why you feel unable to do so at this time.]

Please do not hesitate to contact me directly should you wish to discuss any of the above in further detail.

I hope that you and your family remain safe and well.

Yours sincerely,

[MANAGER’S NAME]

————————————————————————————————————————————————————————————————————————-

Extension Letter

Dear [NAME],

On [DATE] I wrote you to you seeking your consent to place you on furlough, in line with the government’s Coronavirus Job Retention Scheme. I informed you that your period of furlough would last from [DATE] to [DATE].

I must now inform you that, due to a continuing shortage of work available for you to complete, [COMPANY] must now seek your consent to extend your period of furlough until [DATE] / further notice.

The Coronavirus pandemic and the efforts to mitigate its effects on business are evolving on a daily basis, and we will continue to keep you informed of developments as they transpire.

If having had your furlough period extended, the needs of the business subsequently change, you may be asked to return to work and be removed from the furlough scheme.

Please be assured we are doing everything to protect the business and jobs. I would like to take this opportunity to thank you for your continued support.

Please respond in writing/by email by [DATE] to indicate that you are happy to agree to the extension of your furlough period. If no response is received, we will assume that you have no objection.

Yours sincerely,

[NAME]

————————————————————————————————————————————————————————————————————————-

Furlough Return Letter

Dear [NAME],

As you are aware, due to the coronavirus outbreak, it was necessary for [COMPANY] to seek your agreement to designate you as a “furloughed worker” in line with the government’s Coronavirus Job Retention Scheme.

Following my previous letter, dated [DATE], you confirmed your agreement to be designated as a furloughed employee and you were placed on furlough from [DATE] until [DATE].

I am writing now to confirm that you are requested to resume work on your normal working days and hours from [DATE], from which date you will be removed from the furlough scheme.

[COMPANY] may have to ask for your consent to be placed on furlough again. In this instance I will write to you again.

Yours sincerely,

[NAME]

————————————————————————————————————————————————————————————————————————-

Preparations for Return to Work and Employee Survey

XX May 2020

Name

Address

 

 

Dear Name,

I hope that you and your family are keeping well at this time.

I write to advise you that the Company is continuing to progress our preparations to facilitate a safe and controlled return to work.

With a view to regulating activities on site in order to protect against the spread of coronavirus, the Company is working with our industry body to help devise and implement safe operating procedures which will change the way work is undertaken.

I would therefore like to take this opportunity to let you know that the Company is currently considering a variety of measures which may help to facilitate a managed transition from the present restrictions in a way that deters the continual spread of the virus as we progressively return to work.

As a result, it is currently envisaged that a phased return to work will be required across the business with some employees being invited back to work at different stages in a controlled and gradual manner. This may involve the introduction of temporary alterations to working hours in order to reduce the number of site personnel working at any one time so as to help maintain physical distancing parameters when recommencing works. The Company will consult with you in more detail in relation to such proposed changes prior to your return to work.

The Company will also take steps wherever possible to facilitate physical distancing and enhanced hygiene on site. For example, the Company will introduce measures such as: (examples provided below, please select as appropriate or add further measures)

  • Installing new or expanding existing site welfare and toilet facilities
  • Installing hand washing/sanitiser stations (or providing hand sanitiser)
  • Amending typical travel arrangements and site access and egress processes
  • Alterations to form “one way” systems
  • Installation of Covid-19 signage
  • Marking 2m distancing throughout the site
  • Re-modelling office and meeting rooms for physical distancing
  • Introducing revised cleaning processes for site facilities and the workspace
  • ‘Road testing’ all new systems prior to supply chain returning to site

However, as you will undoubtedly appreciate, it is also recognised that there is currently a national demand for Personal Protective Equipment (PPE), with availability understandably prioritised for health and care workers. The Company and the wider construction industry must therefore, at least in the initial stages of returning to work, base our operating model on controls such as physical distancing and enhanced hygiene rather than extensive and constant utilisation of PPE although disciplined use of PPE will be obligatory in appropriate situations.

On return to work we will ensure that you are familiar with all of the additional health and safety measures that the Company will implement through a comprehensive site induction (or toolbox talk). You will also be advised about how to report any concerns that you may wish to raise in relation to health and safety in the workplace.

If there are any health and safety measures that you would like the Company to consider at any stage, please do get in touch with me to discuss any suggestions that you may wish to forward.

In the meantime, in order to assist the Company’s understanding of our workforce’s current circumstances, I would be grateful if you could answer the questions detailed below and return your responses to me via xxx@xxx by [DATE].

I would also be grateful if you could revert back to me should any of your answers in the questionnaire change between submitting your response and your eventual return to work.

All personal data captured in this questionnaire will be processed in accordance with the Data Protection Act 2018 and the Company’s Data Protection Policy.

It is hoped that the Company will be in a position to begin to return to work shortly and we will contact you directly to inform you of the date on which you will be asked to return to work.

The Company will endeavour to provide you with as much notice of a return to work as practically possible. However, as you will no doubt appreciate, the Company is continuing to adhere to the construction sector guidance issued by the Scottish Government and the business is therefore reliant upon Government Ministers setting out a timeframe in relation to the recommencement of works with further announcements expected imminently.

Consequently, I must advise you that from this point onwards you may only be provided with a few days’ notice before your current period of furlough leave is concluded, and you are invited back to work.

In the meantime, should you have any concerns with regard to the content of this letter or the questions in the survey, please do not hesitate to contact me directly in order that we can discuss any issues in further detail.

Yours sincerely,

Name

Position

—————————————————————————————————————————————————————————————————–

Coronavirus Questionnaire

Have you been tested for Coronavirus? What was the outcome?

 

 

 

 

Do you suspect that you have suffered from COVID-19 to date?

 

 

 

 

Are you currently self-isolating because you, or a member of your household, has symptoms associated with COVID-19 (fever / high temperature, new continuous cough or the loss or a change in your normal sense of smell or taste)? If so, please advise of the relevant timeframe and the expected date on which your self-isolation is due to end.

 

 

 

 

Have you recently been in close contact with anyone who is confirmed with having the COVID-19 virus?

 

 

 

 

Is there anyone in your household who is vulnerable or has been asked to shield in accordance with public health guidelines?

 

 

 

 

Do you have any health issues which place you at increased risk of severe illness from COVID-19 that you would like to advise the Company of at this juncture?

 

 

 

 

Have you returned to the UK from another country within the last 14 days? If you answer ‘yes’, please provide details of visited and the dates involved.

 

 

 

 

Are there any barriers which may make it more difficult for you to return to work (such as childcare with school closures, lack of transport or caring responsibilities)?

 

 

 

Do you have any concerns that the Company should be aware of in relation to a potential return to work?

 

 

 

Do you have access to your own vehicle?

 

 

 

Are there any other matters that you would like to raise at this time?

 

 

 

 

Name Date: