Good HR doesn't have to be expensive. The right set of templates, policies, and forms gives small and medium-sized UK businesses a structured, legally defensible HR foundation — without the cost of an HR consultancy. This guide covers the HR templates that UK businesses need most, what each one should contain, and where to download them for free. You can browse all templates in the VeltoHR free HR templates hub — including leave and absence forms, disciplinary letters, performance reviews, and HR policy documents. Why HR Templates Matter for UK Businesses A common misconception is that HR templates are just admin shortcuts. In reality, they serve three important purposes: Consistency — everyone follows the same process, regardless of which manager handles a situation. This is particularly important for absence management, disciplinary procedures, and performance reviews, where inconsistency is both unfair and legally risky. Documentation — employment tribunal claims succeed partly because employers can't produce documentation showing what happened, when, and what was communicated. Templates create a record at the point of the event. Compliance — UK employment law has specific requirements around notice, process, and documentation for disciplinary and grievance procedures (ACAS Code of Practice), sickness absence management, and statutory rights. Good templates ensure the process meets these requirements. The Most Important HR Templates for UK Businesses Leave and Absence Templates Return to Work Form The most-used absence management document in UK businesses. A return-to-work interview (conducted using this form) should happen after every absence — including single-day absences. It serves as a welfare check, helps identify genuine health issues, and acts as a mild deterrent to short-term casual absence. Return-to-work interviews are consistently cited by CIPD research as the most effective single absence management intervention. Annual Leave Request Form A simple, structured form for employees to submit holiday requests and managers to approve or decline them. Prevents the "I'm sure I told you" disputes that arise when leave is managed by conversation or WhatsApp. Sickness Absence Policy Template Sets out your organisation's approach to sickness absence — notification requirements, SSP entitlement, fit note procedures, Bradford Factor trigger points, and the return-to-work interview process. Every UK business with more than 5 employees should have a documented sickness absence policy. Absence Warning Letter A formal letter template for when an employee's absence levels have reached a trigger point and informal support hasn't resolved the issue. Should be used as part of a structured absence management process, not in isolation. Disciplinary Templates Disciplinary Letter Template An invitation to a disciplinary hearing — covering the allegation, the evidence to be considered, the employee's right to be accompanied, and the hearing arrangements. Must comply with the ACAS Code of Practice. Written Warning Template A first written warning letter following a disciplinary hearing for misconduct. Includes the nature of the misconduct, the required improvement, the review period, and the right of appeal. Final Written Warning Template A final written warning clearly stating that further misconduct may result in dismissal. Part of the formal ACAS-aligned disciplinary process. Investigation Meeting Letter Template An invitation to an investigation meeting (distinct from a disciplinary hearing) — making clear the purpose of the meeting and the employee's right to be accompanied. Performance Review Templates Performance Review Template A structured annual or mid-year performance review covering goal progress, competency ratings, strengths, development areas, and goals for the next period. See also our guide on how to write a performance review. Probation Review Template A structured probation review form for assessing new employees at the mid-point and end of their probation period. Includes a clear decision outcome: confirm, extend, or terminate. 1-to-1 Meeting Template A structured agenda and notes format for regular manager-employee check-ins — covering priorities, blockers, wellbeing, and development. Consistent 1-to-1s are the foundation of good performance management. HR Policy Templates Employee Handbook Template A comprehensive handbook covering the main HR policies, procedures, and expectations — from leave and sickness to disciplinary procedures, data protection, and workplace standards. Every UK business should have a current, documented employee handbook. Probation Policy Template Sets out the probation review process, extension procedure, and confirmation or termination criteria. Particularly important as probationary employees have reduced unfair dismissal protection in the first two years of employment. Grievance Procedure Template An ACAS-compliant grievance policy covering informal resolution, formal grievance process, hearings, and appeals. Failure to follow a proper grievance procedure is a common cause of tribunal uplift (increased compensation awarded against employers). Remote Working Policy Template A hybrid and home working policy covering eligibility, expectations, equipment, health and safety obligations, and data security — increasingly essential as hybrid working becomes standard for UK office-based businesses. Free HR Calculators for UK Businesses Templates aren't the only free resource. UK businesses can also use these free HR calculators: Bradford Factor Calculator — calculate absence trigger scores Holiday Entitlement