Internal Job Offer Letter Template for England and Wales

When your organization needs to formalize an internal role change, an Internal Job Offer Letter provides the legal framework to document new employment terms while maintaining the existing employment relationship. This document is essential under England and Wales employment law to ensure both parties understand the modified terms and your organization meets its statutory obligations.

When do you need this document?

You need an Internal Job Offer Letter whenever an existing employee moves to a new position within your organization. This includes promotions to senior roles, lateral moves between departments, transfers to different locations, or changes in working arrangements such as moving from full-time to part-time status. The letter is also required when there are significant changes to job responsibilities, reporting structures, or compensation packages. Unlike external hiring, internal moves require careful documentation to preserve employment rights and service continuity while establishing new terms. This is particularly important for maintaining pension contributions, holiday entitlements, and notice periods that have accrued during the employee's service.

Key legal considerations

The letter must clearly specify all changes to the employment relationship while confirming which existing terms remain unchanged. Key elements include the new job title, department, reporting relationships, salary and benefits package, working hours, and location. You must address how the change affects existing contractual terms such as notice periods, restrictive covenants, and confidentiality obligations. The document should confirm that continuous service is maintained for statutory purposes including redundancy payments and unfair dismissal protection. Consider whether the role change triggers any consultation requirements, particularly if it involves location changes or potential redundancy situations. Ensure the new terms don't inadvertently worsen the employee's position without proper consultation, as this could constitute a breach of contract.

Legal requirements in England and Wales

Under the Employment Rights Act 1996, you must provide written particulars of any changes to employment terms within one month of the change taking effect. The letter must comply with equality legislation by ensuring the new terms don't discriminate based on protected characteristics under the Equality Act 2010. Salary offerings must meet National Minimum Wage Act 1998 requirements and age-related pay scales. Working Time Regulations 1998 compliance is essential, particularly regarding maximum working hours, holiday entitlements, and rest breaks which must be clearly specified. If the role change affects pension arrangements, you must provide information about auto-enrollment obligations under the Pensions Act 2008. The letter should include a clear acceptance process with reasonable time limits for response, typically 7-14 days for internal moves. Ensure the document is signed and dated by an authorized company representative and provides clear contact information for queries about the new role.