Last reviewed: 5 October 2026. This guide is general information, not legal advice. The day-one rules below apply in Great Britain (England, Wales and Scotland); Northern Ireland has different rules.
TL;DR
- Every employee and worker in Great Britain must receive a written statement of employment particulars. It is not an employment contract (GOV.UK).
- The principal statement is due on the first day of employment; the wider written statement within two months.
- Changes must be confirmed in writing within one month (Employment Rights Act 1996, s. 4).
- A job description is not compulsory: the law asks for a job title or a brief description of the work (s. 1(4)(f)).
- In Northern Ireland, employees are entitled to the statement within two months of starting work (nidirect).
What the written statement is
GOV.UK defines it as "a document stating the main conditions of employment" that an employer must give employees and workers when they start work, and adds: "It is not an employment contract" (GOV.UK). A contract exists as soon as someone accepts a job offer, and it does not have to be written down (GOV.UK, overview). The statement is the written record of its main terms.
The duty comes from section 1 of the Employment Rights Act 1996. Since 6 April 2020, it covers workers as well as employees, and the statement must be given "not later than the beginning of the employment". Many employers combine the written statement and the contract in one document, which is fine as long as everything required is in it.
The principal statement: due on day one
GOV.UK lists what the principal statement must include at least:
- the employer's name;
- the employee's or worker's name, job title or a description of work, and start date;
- how much and how often they will be paid;
- hours and days of work, whether and how they may vary, and any Sunday, night or overtime work;
- holiday entitlement, and whether it includes public holidays;
- where they will work, whether they might have to relocate, and the employer's address if they work in different places;
- how long the job is expected to last, and the end date for a fixed-term contract;
- how long any probation period is and its conditions;
- any other benefits, such as childcare vouchers or lunch;
- obligatory training, and whether the employer pays for it.
For employees, it must also give the date when a previous job started if it counts towards continuous employment. If someone has to work outside the UK for more than a month, the statement must add how long they will be abroad, the currency of pay, any extra pay or benefits and the terms of their return.
Also due on day one
On the first day, the employer must also tell the employee or worker about sick pay and procedures, other paid leave such as maternity and paternity leave, and notice periods. These can sit in the principal statement or in a separate document the person has reasonable access to, such as the employer's intranet (GOV.UK).
The wider written statement: within two months
Within two months of the start of employment, the employer must give a wider written statement covering:
- pensions and pension schemes;
- collective agreements that directly affect the terms;
- any other right to non-compulsory training provided by the employer;
- disciplinary and grievance procedures.
Nothing stops you giving everything on day one. A single document is simpler to manage and leaves no gap to forget.
Changes: within one month
When a particular in the statement changes, section 4 of the Employment Rights Act 1996 requires a written statement of the change "at the earliest opportunity and, in any event, not later than one month after the change". GOV.UK puts it the same way: employers "must tell employees or workers about any changes to the written statement" within one month.
Typical changes: a pay rise, new hours, a new place of work and an extended probation period. Acas expects the written statement to be updated within one month of a probation extension; see our guide to probation periods in the UK, which includes a template letter.
Is a job description compulsory?
No. The law asks for "the title of the job which the worker is employed to do or a brief description of the work for which he is employed" (s. 1(4)(f)). A job title alone is enough to meet that requirement.
A detailed job description is still worth having, for three reasons that have nothing to do with the written statement:
- Recruitment. It is the basis of the job advert and the shortlist criteria, and it helps show that selection decisions are based on the requirements of the job; see Equality Act 2010 for recruiters.
- Probation and performance. Objectives are easier to set and review against a written description of the role.
- Changes to the role. If a job description is part of the contract, changing it may need agreement. Many employers keep it outside the contract, with a clause allowing reasonable changes.
A change coming in 2027: the statement of trade union rights
Section 58 of the Employment Rights Act 2025 adds a new duty: an employer "must give the worker a written statement that the worker has the right to join a trade union", at the same time as the written statement of particulars and at other times set by regulations. The government lists "the duty to inform workers of their right to join a trade union" for January 2027, and warns that "All future dates remain subject to parliamentary processes and may change" (timeline update, 25 September 2026). The content and form of the statement depend on regulations. Watch for them before you update your templates. The rest of the Act's calendar is in our Employment Rights Act 2025 timeline.
Agency workers: different documents
For agency workers, GOV.UK points to "special rules for agencies on documents that they need to provide". An employment business must give each new agency worker a Key Information Document and written terms of engagement before it starts looking for work for them. We cover both in agency workers in the UK. Whether the written statement duty applies to a contractor working through their own limited company depends on their status, which turns on the facts of each engagement; see UK employment contract types.
If the statement is missing or wrong
An employee or worker can try to solve the problem informally, then raise a grievance, and as a last resort go to an employment tribunal, which "will decide what the employment particulars in the statement should have been". If they win a case about another issue, such as unauthorised deductions, the tribunal may award compensation of up to four weeks' pay for the missing or incomplete statement, within the limit on a week's pay (GOV.UK).
Checklist for a new starter
Before or on day one
- Principal statement with the ten items above, plus continuous employment date if relevant
- Probation length and conditions, if you use probation
- Sick pay, other paid leave and notice, in the statement or an accessible document
- Extra particulars if they will work abroad for more than a month
Within two months
- Pensions, collective agreements, non-compulsory training, disciplinary and grievance procedures
Throughout employment
- Every change confirmed in writing within one month
- From January 2027 (planned): statement of trade union rights, once the regulations are published
Where Marvin fits
Recruitment agencies rarely issue the written statement themselves for a perm hire: the client is the employer. What the agency controls is the information that feeds it. In Marvin, each job in Desk holds the role, location and salary details used for the advert and the shortlist, and each placement records the candidate, the client and the start date. For contract desks, People holds each assignment with its dates and day rates, and you can share documents, such as an assignment contract, with the contractor in their personal space. See contract and temp recruitment software.
Marvin does not generate written statements or employment contracts, and it does not run payroll. Keep those templates with your HR adviser.
Want to see how Marvin keeps jobs, candidates and placements in one place? Book a demo.
Frequently asked questions
When must an employer give the written statement?
In Great Britain, the principal statement is due on the first day of employment, and the wider written statement within two months of the start. Since 6 April 2020 this applies to workers as well as employees.
Is the written statement the same as an employment contract?
No. GOV.UK says the written statement is not an employment contract. A contract exists as soon as a job offer is accepted and does not have to be in writing; the written statement records its main terms.
Is a job description compulsory in the UK?
No. The written statement must give the job title or a brief description of the work, under section 1(4)(f) of the Employment Rights Act 1996. A detailed job description is useful for recruitment and performance management, but no law requires one.
How quickly must changes to the written statement be notified?
At the earliest opportunity and no later than one month after the change, in writing, under section 4 of the Employment Rights Act 1996. Extending a probation period is a common example.
What happens if an employer does not give a written statement?
The employee or worker can raise it informally, then as a grievance, and finally at an employment tribunal, which decides what the particulars should have been. If they win another claim, the tribunal may add compensation of up to four weeks' pay, subject to the cap on a week's pay.
