Writing to staff
Once staff have been assessed to work out who to put into a pension scheme they must be given information which explains how automatic enrolment applies to them. Giving information includes:
- sending hard copy information by post or internal mail
- handing over hard copy information by hand
- sending information in the body of an email
- sending information in pdf or other attachments by email
It does not include signposting to an internet or intranet site, attaching a URL or displaying a poster in the workplace. In these circumstances the employer is merely providing staff with access to the information about the automatic enrolment duties but is not giving the actual information.
Which staff need to be written to and when
Within six weeks of the start of their legal duties your client must write to each member of staff who:
- is being enrolled: explaining what has been done (ie that contributions will be deducted from their wages and paid into a pension scheme and that they have a right to opt out of the scheme, if they wish to do so) and provide details of the pension scheme chosen for staff
- is not being enrolled: to let them know they have a right to opt in or join a pension scheme that can be used for automatic enrolment explaining how this would apply to them
Amending our example letter templates to write to staff
When amending our example letter templates, copy the text into a plain document or your client's own headed template and fill in the date and contact details of the member of staff being written to.
When using our example ‘letter template for staff who are being enrolled’, your client must also include the document entitled ‘insert to accompany letter template for those enrolled’.
Payroll providers and advisers are likely to be closely involved in communicating with staff about how automatic enrolment applies to them and what they are entitled to. They should communicate with staff each time they change their options or work circumstances.
Please note: these example letter templates have been updated to reflect information provision changes which came into effect on 6 April 2017. Your clients can still amend the previous example letter templates if they have already downloaded them, but they must remain updated and amended in line with the automatic enrolment earnings threshold. Alternatively, the previous example letter templates can be replaced with these:
Your client must include the insert when they send letters to their staff who must be put into a pension scheme.
- Example letter template for staff who are being enrolled (DOC, 25.5kb, 1 page)
- Example letter template for staff who are being put in a pension scheme but who do not receive tax relief (DOC, 25.5kb, 1 page)
Only amend this template if the staff member who has been enrolled, does not receive tax relief on their contributions because your client's pension scheme uses a net pay arrangement. Read about tax relief on 'What to consider when choosing a scheme'.
Example letter template for those not enrolled
Example postponement letter template for all staff
Example letter template telling staff about minimum contribution increases
Letter templates in other languages
You can find translated versions of our letter templates – including Bulgarian, Polish and Romanian versions – in automatic enrolment letter templates.
Employer's workplace pension toolkit
The Department for Work and Pensions has compiled a toolkit for employers, containing useful resources such as a range of posters, and leaflets for your clients to give to their staff.
What letters are sent to my clients from TPR?
The Pensions Regulator (TPR) sends out letters and emails to employers to support them with their automatic enrolment duties. These letters form a series of communications which are sent to your clients during the automatic enrolment process, helping them to understand their duties and guiding them through what to do next.
You may find it useful to familiarise yourself with these, to help your clients understand what do to and by when.
These resources may help if you have more detailed questions on the above:
- Detailed guidance 10: Information to workers (PDF, 144kb, 35 pages)
For information on what must be provided to what type of staff, at which time, with links on where to find more information.
- Detailed guidance 3a: Postponement (PDF, 141kb, 32 pages)
If you're responsible for communicating with staff whose automatic enrolment has been postponed. Paragraphs 22-40 explain the different types of postponement notices.
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