These 25 prompts are for HR managers who need a legally careful, empathetic redundancy letter out the door today — not a framework to adapt later. Each one produces a finished draft you can edit lightly, attach to an envelope, or drop into your HRIS. Paste into ChatGPT or Claude, fill in the variables, and use what comes back.
These prompts pair well with Jasper AI for HR Managers-specific tone control, or Copy.ai for fast iteration across multiple letters in a single batch.
Individual Redundancy Notification Letters
You are an HR manager writing a formal redundancy notification letter for an individual employee.
Employee name: {employee_name} Job title: {job_title} Department: {department} Length of service: {length_of_service} (e.g. 4 years 2 months) Reason for redundancy: {redundancy_reason} (e.g. restructure following merger, closure of department, reduction in headcount due to revenue decline) Notice period: {notice_period} (e.g. 8 weeks contractual notice) Redundancy pay entitlement: {redundancy_pay_amount} Consultation meeting date already held: {consultation_date} Right of appeal deadline: {appeal_deadline_date}
Write a formal redundancy notification letter, 350 to 450 words. Open by stating the outcome clearly in the first paragraph — do not bury the decision. Second paragraph: explain the redundancy reason at a business level without referencing individual performance. Third paragraph: cover notice period, last working day, and redundancy pay. Fourth paragraph: state the right to appeal, the deadline, and who to contact. Close with a brief, human sentence acknowledging the difficulty of the situation. Tone: professional, clear, and empathetic. Do not use legal Latin or unexplained acronyms.
When to use it: On the day you send the at-risk letter following the final individual consultation meeting, when the decision has been confirmed.
Pro tip: If the redundancy reason is a merger or acquisition, replace {redundancy_reason} with a single, neutral sentence approved by your legal team before running the prompt — AI will generate plausible-sounding but legally untested rationale if you leave it vague.
You are an HR manager writing a redundancy letter for a part-time employee on a zero-hours contract.
Employee name: {employee_name} Average weekly hours (12-week reference period): {average_weekly_hours} Hourly rate: {hourly_rate} Continuous service start date: {service_start_date} Reason for redundancy: {redundancy_reason} Statutory redundancy pay calculation: {srp_calculation_breakdown} (e.g. 3 complete years × 0.5 weeks × £X = £Y) Final pay date: {final_pay_date}
Write a 300 to 380 word redundancy letter. Acknowledge upfront that calculating entitlements for variable-hours workers can be confusing and that the calculation is set out clearly below. Include the SRP breakdown exactly as provided. Confirm holiday pay owed will be calculated separately and included in the final payslip. Tone: plain English, warm, no jargon.
When to use it: When you have confirmed the SRP figure with payroll but need to explain a non-standard calculation to an employee who may not understand how their average pay was derived.
Pro tip: Variable-hours SRP disputes are one of the most common Employment Tribunal claims. Paste the actual calculation breakdown into {srp_calculation_breakdown} rather than leaving it generic — the specificity reduces the chance of a dispute about whether the number was explained.
You are an HR manager writing a redundancy letter to a senior manager whose role has been eliminated following an organisational restructure.
Employee name: {employee_name} Job title: {job_title} Reporting line: {reports_to} New structure summary: {new_structure_summary} (e.g. “The three regional director roles are being consolidated into a single National Operations Director role”) Enhanced redundancy package offered: {enhanced_package_details} Settlement agreement offered: {yes_or_no} Tone: {formal / respectful / direct} Last working day: {last_working_day}
Write a 400 to 500 word letter. Open by referencing the restructure announcement and confirming this letter is the formal notification. Second paragraph: explain why this specific role is redundant using the new structure summary — do not imply the employee’s performance contributed. Third paragraph: detail the enhanced package. If settlement agreement is yes, include one sentence stating a separate agreement will follow under legal privilege. Close with a sentence offering a reference and expressing genuine appreciation for their contribution. Maintain {tone} throughout.
When to use it: After a senior restructure has been announced internally and you are now issuing formal written notification to the affected director or head of department.
Pro tip: If a settlement agreement is being offered, keep the letter itself brief on that point — one sentence only. The detail lives in the agreement. Anything more in this letter can inadvertently create a contractual expectation before legal review.
You are an HR manager writing a redundancy letter to an employee who is currently on maternity leave.
Employee name: {employee_name} Job title: {job_title} Maternity leave start date: {maternity_start_date} Expected return date: {expected_return_date} Reason for redundancy: {redundancy_reason} Suitable alternative vacancies identified: {suitable_roles_list_or_none} Right to be offered suitable alternative role first: confirmed Redundancy pay entitlement: {redundancy_pay_amount} HR contact for questions: {hr_contact_name_and_email}
Write a 420 to 520 word letter. Open by stating this is a formal notification and acknowledge you are writing while the employee is on maternity leave. Second paragraph: explain the redundancy reason. Third paragraph: if suitable roles exist, state clearly that the employee has the right to be offered these roles before any other candidates — list the roles. If none exist, state this explicitly. Fourth paragraph: redundancy pay and notice. Fifth paragraph: right of appeal and HR contact. Tone: careful, warm, and explicit about employee rights. Flag nothing that implies the redundancy is connected to the maternity leave.
When to use it: When a restructure affects a role held by someone currently on maternity leave — one of the highest-risk redundancy scenarios for automatic unfair dismissal claims.
Pro tip: Never use language like “while you have been away” or “during your absence” — it links the redundancy to the leave in the reader’s mind and potentially in a tribunal’s mind. The prompt already avoids this, but check the output before sending.
You are an HR manager writing a short confirmation letter after an employee has verbally accepted voluntary redundancy.
Employee name: {employee_name} Job title: {job_title} Date voluntary redundancy was verbally agreed: {verbal_agreement_date} Voluntary redundancy payment: {vr_payment_amount} Payment date: {payment_date} Last working day: {last_working_day} Garden leave applicable: {yes_or_no} Equipment return instructions: {equipment_return_details}
Write a 220 to 280 word confirmation letter. Open by confirming the verbal agreement and thanking the employee for coming forward. State the VR payment amount and date clearly. If garden leave applies, confirm from which date and what this means for their access to systems and premises. Include equipment return details. Close with a genuine sentence of thanks for their contribution. Tone: warm and concluding, not bureaucratic.
When to use it: Within 24 hours of an employee verbally accepting voluntary redundancy, before any delay creates uncertainty about whether the offer stands.
Pro tip: If garden leave is yes, confirm in the letter that the employee remains employed and on full pay during that period — employees sometimes assume garden leave means unpaid. Ambiguity here leads to grievances.
Collective Redundancy and Pool Notifications
You are an HR manager writing a pool notification letter sent to all employees placed at risk of redundancy as part of a collective redundancy process.
Number of employees in pool: {pool_size} Pool description: {pool_description} (e.g. “all Customer Service Advisors in the Leeds contact centre”) Number of roles at risk: {roles_at_risk} Reason for redundancy: {redundancy_reason} Collective consultation start date: {consultation_start_date} Elected employee representative or union: {rep_name_or_union} HR contact for individual questions: {hr_contact}
Write a 350 to 420 word at-risk letter addressed “Dear [Name]” with a note to HR to personalise before sending. Open by stating the employee has been placed in the redundancy selection pool and what that means. Explain the business reason without referencing performance. State the number of roles at risk and total pool size. Explain the collective consultation process, start date, and who the representative is. State clearly that no final decision has been made. List next steps in a numbered list of no more than 5 items. Tone: clear, calm, non-alarmist.
When to use it: On the day you notify employees they are at risk — before individual consultation begins, when you have confirmed the pool and representative arrangements.
Pro tip: If your pool spans multiple sites, add {site_location} as a variable and run the prompt separately for each site. Sending a Leeds employee a letter referencing Manchester creates immediate distrust and undermines the process.
You are an HR manager writing a selection scoring outcome letter to an employee who has been selected for redundancy following a scored selection matrix.
Employee name: {employee_name} Job title: {job_title} Selection criteria used: {criteria_list} (e.g. skills assessment, attendance record, performance ratings, flexibility) Employee’s total score: {employee_score} Score range across pool: {score_range} (e.g. 34 to 67 out of 80) Threshold score for retention: {retention_threshold} Right to see full scoring breakdown: {yes_or_no} Appeal deadline: {appeal_deadline}
Write a 300 to 380 word letter confirming the employee has been selected for redundancy based on the scored selection process. Open with the decision clearly in paragraph one. Second paragraph: describe the criteria used and their weighting at a high level — do not reproduce the full matrix. State the employee’s score and the threshold. If right to see breakdown is yes, confirm they may request this from HR within 5 working days. Third paragraph: right of appeal with deadline and process. Tone: factual, careful, not apologetic in a way that implies error.
When to use it: After the selection scoring process is complete and signed off by a second manager — send alongside the formal redundancy notification letter.
Pro tip: Do not include other employees’ individual scores in this letter, even if an employee asks during consultation. Reference only the range. Including named comparisons creates a data protection issue and often inflames appeals.
You are an HR manager writing a letter to an employee who was in the selection pool but has NOT been selected for redundancy.
Employee name: {employee_name} Job title: {job_title} Process name or round: {process_name} (e.g. “Customer Operations Restructure 2026”) Number originally at risk in pool: {pool_size} Number of roles being made redundant: {roles_made_redundant} Any changes to role or reporting line: {role_changes_if_any_or_none} Ongoing consultation status: {consultation_status} (e.g. “collective consultation closes on 18 July 2026”)
Write a 200 to 260 word letter confirming the employee has not been selected for redundancy and their role is confirmed. Acknowledge the uncertainty has been stressful. If role changes exist, state them briefly and note a separate conversation will follow. Do not over-promise about future restructures. Close by thanking them for their patience. Tone: reassuring but honest — avoid language that sounds like the risk is completely gone forever.
When to use it: Immediately after selection decisions are finalised — survivors need written confirmation on the same day you notify those who are selected.
Pro tip: Survivor guilt and disengagement following redundancy are real and measurable. Add one sentence inviting the employee to speak with their line manager or EAP if they want to talk — the prompt does not include this automatically.
You are an HR manager writing a collective redundancy outcome letter to a site or office that is closing entirely.
Site name and address: {site_name_and_address} Total headcount affected: {total_headcount} Closure date: {closure_date} Relocation offer available: {yes_or_no} Relocation details if applicable: {relocation_details_or_none} Outplacement support offered: {outplacement_support_details} Final collective consultation date: {final_consultation_date} HR lead contact: {hr_lead_name_and_email}
Write a 450 to 550 word letter addressed to all employees at the site confirming the site closure decision following collective consultation. Open by confirming the decision and the closure date. Second paragraph: acknowledge the collective consultation process has now concluded. Third paragraph: if relocation is offered, explain the offer and deadline to respond. If not, state clearly. Fourth paragraph: outplacement support — what it includes and how to access it. Fifth paragraph: what happens next, including individual meetings to confirm personal entitlements. Close with a sentence from the HR lead offering to answer questions. Tone: sombre, respectful, transparent.
When to use it: After collective consultation has legally concluded and the final decision to close is confirmed — typically after the statutory minimum 45-day consultation period for 100+ redundancies.
Pro tip: For sites of 100 or more, you must have filed HR1 with the Insolvency Service before this letter goes out. If that step has not happened, the letter should not be sent — include a checkpoint in your process before using this prompt.
You are an HR manager writing a letter inviting an at-risk employee to a second individual consultation meeting.
Employee name: {employee_name} Job title: {job_title} First consultation meeting date: {first_meeting_date} Issues or questions raised at first meeting: {issues_raised} (e.g. “queried the scoring criteria weighting; asked about alternative roles in Manchester”) Second meeting date, time, and location: {second_meeting_details} Companion right reminder: {yes_or_no} Items to be discussed: {agenda_items} (e.g. alternative vacancies update, response to scoring query)
Write a 200 to 260 word invitation letter for the second consultation meeting. Reference the first meeting and thank the employee for engaging. Briefly note the issues raised that will be addressed. Confirm the meeting details. If companion right is yes, remind the employee they may bring a trade union representative or a workplace colleague. Tone: procedurally clear, not robotic.
When to use it: Within 48 hours of the first consultation meeting, to keep the process moving and demonstrate genuine engagement with points raised.
Pro tip: List {issues_raised} accurately — if a tribunal reviews the consultation record, this letter is evidence that specific concerns were acknowledged and addressed. Vague letters suggest the consultation was a formality.
Redundancy Pay, Notice, and Final Entitlements Letters
You are an HR manager writing a letter confirming statutory redundancy pay entitlement and final pay breakdown for an employee leaving under redundancy.
Employee name: {employee_name} Job title: {job_title} Age at termination date: {employee_age} Complete years of service: {complete_years_service} Weekly pay (capped if above statutory cap): {weekly_pay_figure} Statutory redundancy pay total: {srp_total}