Alex is Sprintlaw’s co-founder and principal lawyer. Alex previously worked at a top-tier firm as a lawyer specialising in technology and media contracts, and founded a digital agency which he sold in 2015.
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Hiring a new employee or casual worker? Before they start, you’re legally required to provide them with a written statement of particulars. It sounds technical, but this document is one of the simplest and most important legal steps for any UK employer.
Why this matters
Whether you’re launching your first small business, scaling your startup, or reviewing your HR setup, getting your written statement right helps set the tone for a transparent and compliant workplace. Miss this step, and you could face confusion, disputes, or even legal penalties. The good news? With a bit of guidance - and the right legal support - preparing a compliant written statement is quick and straightforward. Let’s look at what it is, what to include, and how Sprintlaw can help you get it right from day one.What is a written statement of particulars?
A written statement of particulars is a two-part legal document that every UK employer must give to new employees and most workers. It outlines the main terms and conditions of employment, giving both you and your team a clear understanding of the key facts - pay, hours, leave, and other essential terms. It’s not the same as a full employment contract. The statement covers the legally required basics, while the contract may add extra clauses or protections. UK law - specifically the Employment Rights Act 1996 - requires employers to provide this statement on or before the first day of work.Who needs one?
All employees are entitled to a written statement, regardless of their role, hours, or seniority. Since 6 April 2020, this right also extends to workers - including many casual staff, zero-hours workers, and some freelancers or agency temps. If someone personally provides services for your business (not through their own company), you’ll likely need to issue one.Why it’s so important
- It prevents misunderstandings - everyone knows the rules from day one.
- It provides clarity if disputes arise later.
- It’s a legal requirement under UK employment law.
- It demonstrates professionalism and builds trust with your staff.
What must be included?
The law sets out very specific details that must appear in the written statement. Some information must be provided immediately, and some within two months of starting work.Main (Principal) Statement - On or Before Day 1
- Employer’s name and address
- Employee’s or worker’s name
- Job title or description
- Start date (and continuous employment date, if applicable)
- Workplace address or indication that location may change
- Pay rate and frequency (hourly, weekly, monthly)
- Normal working hours, days, and conditions for variation
- Holiday entitlement and pay (including public holidays)
- Sick leave and pay entitlements (or reference to policy)
- Other paid leave (maternity, paternity, etc.) or where details can be found
- Details of all benefits or perks
- Notice periods for both employer and employee
- Length and terms of any probation period
- If fixed-term, the expected end date
- Any mandatory training, and whether it’s paid for by the employer
Additional Particulars - Within Two Months
- Disciplinary and grievance procedures
- Details of collective agreements (if any)
- Pension information
- Terms for overseas work (if applicable)
How to deliver it
The principal particulars must be provided together in one written document - not scattered across emails or forms. You can include supporting details (like disciplinary rules) in a staff handbook or online policy, as long as the employee knows where to find it. Digital delivery is fine (for example, a PDF sent by email), provided the document can be printed and easily stored. Keep a copy in your HR records and, ideally, ask the employee to confirm receipt in writing. If any details change - such as pay, work location, or benefits - you must update the statement and provide the revised version as soon as possible.What happens if you don’t provide one?
Failing to give a written statement on time is a breach of employment law. If an employee or worker requests it, you must provide it within one month. Non-compliance can lead to:- Employment tribunal claims
- Compensation of 2–4 weeks’ pay (if linked to another claim)
- Reputational damage and staff mistrust
- Higher risk of disputes about hours, pay, or holiday
How to create a compliant written statement
- Gather the right information. List every detail required by law and check your internal policies and pay structures for accuracy.
- Use a reliable template. Starting with a professional template saves time, but it must reflect current law. Sprintlaw can provide and review custom templates for your business.
- Personalise each statement. Include the correct name, start date, pay, and job details - no copy-pasting between staff.
- Reference policies where needed. Link to your staff handbook for detailed procedures like grievances or leave, and ensure accessibility.
- Review and check for gaps. Confirm you’ve covered all legal particulars and used clear, consistent language.
- Deliver before or on day one. Send the statement and any linked policies early, and keep signed confirmation for your records.
Practical tips for ongoing compliance
- Provide the statement a week before the start date to allow review.
- Update documents promptly when roles, pay, or policies change.
- Review templates annually to reflect legal updates.
- Remember: since 2020, this applies to workers as well as employees.
- Keep all employment documentation aligned - including contracts, handbooks, and policies.
Speaking to a lawyer early
It’s smart to speak with a lawyer before onboarding staff - not just when problems arise. A legal expert can review your templates, tailor your written statements, and check that your contracts, pay terms, and policies all align with the law. They can also flag risks before they turn into disputes or tribunal claims. At Sprintlaw, we help businesses create compliant written statements, contracts, and staff handbooks that make hiring smooth and stress-free. Professional advice early on protects your business reputation and ensures you stay compliant as you grow.FAQs
Can I use a free online template?
Generic templates often miss recent legal changes or key details for workers. It’s safer to have a lawyer review your statement to ensure full compliance and proper tailoring to your business.Do I need a new statement if terms change?
Yes. You must provide updated particulars whenever key terms change, such as job title, pay, hours, or benefits. This keeps everything accurate and legally valid.What about probation or fixed-term contracts?
Both must be specified in the statement. State the length and conditions of probation, and, if fixed-term, include the end date. Clear drafting avoids confusion and supports good HR practice.Key takeaways
- A written statement of particulars is a legal requirement for all employees and most workers.
- The main particulars must be given by or on day one; extra details within two months.
- Failure to comply can lead to tribunal claims and compensation.
- Tailor each statement and update it whenever terms change.
- Speaking to a lawyer early ensures your templates, policies, and contracts are consistent and compliant.
Need help?
If you need support drafting, reviewing, or updating your written statement of particulars - or want to make sure your employment documents are legally secure - Sprintlaw can help. Call us on 0808 134 7754 or email team@sprintlaw.co.uk for a free, no-obligations chat with one of our friendly employment lawyers. Start compliant, stay protected, and set your team up for success.
Alex SoloCo-Founder
