Written statement of employment terms (UK)

When a role is redesigned around an AI tool, the paperwork often lags behind. The job title changes, hours become variable, new mandatory training appears, work moves from an office to anywhere. The law in Great Britain requires the employer to set out key terms in writing from the first day, and to confirm changes to those terms in writing within a month. That paper trail is often what decides later disputes about what was agreed.

The short answer: every worker, not only employees, must be given a written statement of particulars of employment no later than the day the job starts (Employment Rights Act 1996, s1). When any of those particulars change, the employer must give a written statement of the change at the earliest opportunity and no later than one month afterwards (s4).

What the statement must contain

Most of the particulars must be in a single document given by the start of employment (s1(2)). They include (s1(3) and (4)):

• the names of the employer and worker, the start date and, for an employee, the date continuous employment began;
• pay: the rate or method of calculation and how often it is paid;
• hours: normal working hours, the days of the week the worker must work, and whether hours or days may vary and, if so, how the variation is decided;
• holiday and holiday pay, sickness and sick pay, other paid leave, and any other benefits;
• notice the worker must give and is entitled to receive;
• the job title or a brief description of the work;
• for non-permanent work, the expected length or the end date, and any probationary period with its conditions and length;
• the place of work, or that the worker works at various places, with the employer's address;
• any training entitlement, any part of it the employer requires the worker to complete, and any other required training the employer will not pay for.

Pension particulars, collective agreements and part of the training information may be given in instalments, but no later than two months after the start (s2(4)). Some matters, such as sick pay, pensions and other paid leave, may be given by reference to another reasonably accessible document, and notice may be given by reference to the law or a collective agreement (s2(2) and (3)). Where there is nothing to state under a heading, the statement must say so (s2(1)).

Why this matters when AI changes the work

Three headings bear directly on AI and automation projects. The job title or description can drift as tasks move to a system. Hours and days can become variable when rotas are set by software, and the statement must say how that variation is decided. Training on new tools is often made mandatory, and the statement must say which training is required and which required training the worker pays for. If any of these change, the change must be confirmed in writing (s4).

Changes

A written statement of the change must be given at the earliest opportunity and in any event within one month of the change, or earlier if the change is a requirement to work outside the UK for more than a month (s4(1) and (3)).

If the statement is missing or wrong

If no statement is given, or it does not comply, the worker may refer the matter to an employment tribunal to decide what particulars should have been included (s11(1)). Either side can also ask a tribunal to decide what a statement should have contained (s11(2)). The tribunal's decision is treated as the statement the employer gave (s12(1) and (2)). After employment ends, the reference must be made within six months of the end date, with an extension for Acas early conciliation (s11(4) and (6)).

Practical steps

• Employers: when a role is redesigned around AI, review the statement against each heading, especially job title, hours, place of work and required training, and issue a statement of changes within a month. Keep training costs and requirements explicit. Each payment also needs an itemised pay statement.
• Workers: ask for your statement if you have not received one by your first day, and for a statement of changes if your duties, hours or required training change. For hours set by software, see scheduling and shifts; for notice terms, see statutory notice periods.

These sections extend to England, Wales and Scotland. This page is general information on the law in Great Britain as at 1 November 2026, not legal advice.