Please use all or parts of this letter to inform your employees of their rights. it is your responsibility to ensure that they have the correct information. Please copy and paste, either the whole document or parts of. The full letter can be downloaded at the bottom of the page.
Letter to employees setting out position on absence and pay due to Coronavirus
Dear [insert name],
Due to the recent increased focus on Coronavirus, we would like to take the opportunity to set out the Company’s position on the various issues that may arise.
We would firstly like to reassure you that the risk of exposure to the virus in the UK remains low. However, we appreciate that the situation has been developing quickly so we have included some information below that we hope will answer some questions that you may have.
Taking measures to reduce virus spread
Please follow the following guidelines from the World Health Organisation on infection control:
- frequently clean hands by using alcohol-based hand rub or soap and water
- when coughing and sneezing cover mouth and nose with flexed elbow or tissue – throw tissue away immediately and wash your hands.
- avoid close contact with anyone who has fever and cough.
Keeping us updated on travel plans
We know that some of you will have plans to travel in the near future, including pre-booked holidays. Certain countries have been identified as having been severely affected by the virus and we would ask that you consider, for your own health reasons, whether your travel is necessary. If you do travel, please let your manager know of the countries you intend to visit so that we can manage your return appropriately. Additionally, please keep yourself up to date on the countries which require self-isolation upon return. If you would like to cancel any pre-booked annual leave, please speak to your manager.
The Government is currently advising people in certain situations to self-isolate. In the event that this applies to you, you must not attend work during the isolation period. You must contact your manager as soon as possible to let them know that you have been required to self-isolate and you must keep them updated on any developments. Where feasible, we may consider whether you can work from home during this period, or whether we can agree a period of paid annual leave. Where no other agreement is made (Insert details on pay during self-isolation e.g. you will receive statutory sick pay subject to qualifying criteria/you will receive contractual sick pay subject to qualifying criteria or if you do not qualify, you will receive statutory sick pay subject to qualifying criteria/you will be on authorised absence and receive full pay during this time off).
Sending employees home
If we are concerned that you may have been exposed to the virus even though you are not displaying symptoms, we may take the decision to send you home and require you not to attend work. You will receive full pay during this time off.
(Optional) Working from home
In compliance with government guidance, we will consider permitting you to work from home for a temporary period if such an option is feasible.
Contracting the virus
If you develop symptoms at any time, you should follow the advice given to you by the government, keeping us updated as to your condition. If it is confirmed that you have contracted coronavirus, your time off work will be treated in the same way as any other sickness absence. You must comply with our rules on sickness notification.
School etc closures
If your child’s school closes, and you must remain at home whilst you make alternative arrangements for your child’s care, this time will be treated in accordance with rules on time off for dependants. This time off will be [delete as applicable according to client’s rules – paid/unpaid].
(Optional) Employee Assistance Programme
We would like to remind you that, if you have worries or concerns about any aspect of the current situation, you have access to a 24 hour telephone counselling service on (insert details).
We do not wish to cause any worry in sending this letter and we reiterate the very low risk of contracting the virus in the UK. We are monitoring any developments to the situation and will provide updates where necessary.
Please do not hesitate to contact me if you have any queries about the contents of this letter.
[Insert job title]