The short version: in the UK, the best free starting point is the written statement of employment particulars template from Acas, alongside GOV.UK's list of what it must contain. The key rule is timing: the main part of the written statement has to be given on the employee's first day, and the rest within two months.
Taking on your first employee is a big step, and the paperwork is where a lot of small business owners freeze. The good news is you don't have to write it from scratch. The bad news is that a template downloaded and left in a folder doesn't protect anyone.
Where to get a free employment contract template
In no particular order, each one best for a different job:
- Acas: best for a UK written statement template from an official, impartial body, with separate employee and worker versions.
- GOV.UK: best for the legal checklist of what the written statement must include.
- Microsoft Word: best for turning the official wording into your own branded document.
- Google Docs: best for sharing a draft with a business partner or adviser.
Contract and written statement sources side by side
| Source | Best for | Worth knowing |
|---|---|---|
| Acas | UK written statement templates | Separate employee and worker versions, in Word or ODT |
| GOV.UK | What the statement must include | Sets out the first day and two month deadlines |
| Microsoft Word | Your own version | Use the official checklist as your guide |
| Google Docs | Shared drafts | Easy to comment on before you finalise |
A written statement isn't the whole contract
This is the bit that catches people out. GOV.UK says an employer must give employees and workers a document stating the main conditions of employment when they start work, called a written statement of employment particulars. It also says, in plain words, that the written statement is not an employment contract.
The contract is the wider agreement between you and the person you hire. The written statement is the document the law says you must hand over that sets out the main terms. In practice, many small businesses use one document that does both, which is why templates are so popular.
The day-one rule
GOV.UK says the written statement is made up of a main document, called the principal statement, and a wider written statement. The employer must provide the principal statement on the first day of employment and the wider written statement within two months of the start.
The principal statement must include at least the employer's name, the employee's or worker's name, job title or a description of the work, and the start date. It also covers working hours and days, holiday entitlement, where they'll work, how long the job is expected to last, any probation period and any obligatory training, along with the other items GOV.UK lists. If anything changes later, you must tell them within one month of making the change.
So the template isn't something to tidy up after someone starts. Have it filled in and ready before their first morning.
Acas also publishes job offer letter templates, including one that carries the written statement content, so you can send the offer and the required details together rather than chasing a second document later.
Employee or worker, and working abroad
GOV.UK says the written statement applies to both employees and workers, which is why Acas offers two templates. Pick the one that matches the person's status rather than editing one into the other. If someone will work outside the UK for more than a month, GOV.UK says the principal statement must also cover extra details, including how long they'll be abroad, so check that section of the list before you send it.
How to use a free template the right way
Acas says you can adapt its template, although certain details must be included. Download it in Microsoft Word or Open Document format, and pick the employee or worker version to match the person you're taking on.
- Download the official template and read GOV.UK's full list of what the principal statement must include.
- Fill in every required item for this role, not just the ones that are easy.
- Check the job title and description match what you advertised.
- Have a qualified adviser look over anything unusual, such as restrictive clauses.
- Give the principal statement on day one and the wider statement within two months.
- Diary a reminder to update it within a month of any change.
Hiring help without hiring staff
Not every bit of help needs an employee. If you're bringing in freelancers instead, my guide to building a contract template for freelance clients covers that side, and if you're weighing up going solo yourself, read what to consider before becoming self-employed.
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Keep a signed or acknowledged copy of every statement you hand over, and store it with the rest of that person's records so you can find it quickly if a question ever comes up.
A template gives you a start, not a guarantee. Employment law has plenty of detail, so if your situation is anything other than straightforward, it's worth getting professional advice before you sign.
My verdict: start with the Acas template, check it line by line against GOV.UK's list, and have the principal statement ready on day one. It's one of the easiest legal boxes to tick if you do it before someone starts.
Frequently asked questions
Where can I get a free employment contract template in the UK?
Acas publishes a free written statement of employment particulars template, and GOV.UK lists everything the statement must include.
Is a written statement the same as an employment contract?
No. GOV.UK says the written statement of employment particulars is not an employment contract, though many employers use one document that covers both.
When must I give a new employee their written statement?
GOV.UK says the principal statement must be given on the first day of employment and the wider written statement within two months.
What must the principal statement include?
At least the employer's name, the worker's name, job title or description and start date, plus items such as hours, holiday entitlement, place of work and any probation period.
Does Acas have a template for workers as well as employees?
Yes. Acas publishes separate written statement templates for employees and for workers, in Microsoft Word and Open Document formats.
What if the terms change later?
GOV.UK says employers must tell employees or workers about changes to the written statement within one month of making the change.
