I've found a furloughing letter template this might be useful, though it seems to date from before the latest government guidance so may need updating(?). This asks for employees to return their signed agreement, we were planning on doing it by email.
Employee name
Address
23 March 2020
Dear [name]
Proposed changes to your employment status
Government Coronavirus Job Retention Scheme
As you will be aware the Government announced on Friday evening, 20 March 2020, that it was enforcing the closure of all pubs with immediate effect.
At the same time the Government also announced the statutory Coronavirus Job Retention Scheme which will cover 80% of employee’s wages, if those employees would otherwise have been laid off because of the current coronavirus situation.
The situation inevitably leaves us (and our industry) in a difficult financial position and means that we have to consider our options with regard to our staff and our ability to continue to pay wages. Those options would have included layoffs but the Job Retention Scheme gives us another option.
What we know about the Scheme so far
The government guidance is at:-
https://www.gov.uk/government/publi...-19-guidance-for-employees#furloughed-workers
The current position can be summarised as follows (although this is subject to change as and when we receive more guidance from the Government):-
· To receive the Government grant, any applicable employees must be subject to Furlough Leave (or, “furloughed”);
· That will involve you agreeing to change your status to that of a Furloughed Worker and agreeing to take a period of leave without undertaking any work;
· Subject to the above (and to any other qualifying conditions that the Government may determine from time to time) 80% of your current wages (up to a maximum of £2,500 per month, which we understand to be based on gross earnings) will be covered by a Government grant;
· The Government has indicated that this scheme will apply for 3 months from 1 March 2020 but may be extended if necessary;
· During any such period as a Furloughed Worker you would continue to be subject to any obligations to us in your normal terms and conditions of employment, save for those relating to salary and the requirement to undertake your duties. Whilst you are classified as a Furloughed Worker you must not work during this period; and
· The position will be subject always to the rule of the Government scheme in force from time to time.
At the time of writing we do not currently know the precise details of the Scheme, other than as set out in the government guidance.
If we receive any further information about the scheme in the coming days that may affect anyone’s entitlement to be covered by this “Furloughed Worker” status, we will let those individuals know.
Proposed Agreement
We are therefore writing to you to seek your express agreement to change your status to a Furloughed Worker (subject always to any additional eligibility guidance that the Government may introduce from time to time), in order that we can seek the Government Grant to pay 80% of your wages (subject to the maximum limits).
If you agree, it is our intention that the change to your employment status as a Furloughed Worker will take effect from 1 April 2020 and your pay will be reduced to the 80% that can be covered by the Government Grant. This is a temporary variation to your employment status, whilst the Government Job Retention Scheme is in force and applies. However, we reserve all our rights to withdraw from this Job Retention Scheme or otherwise to notify you of any changes to this position as and when necessary.
If you agree to this change, please indicate your acceptance by signing and returning the attached copy of this letter to [NAME] by [DATE] March 2020. You should keep your signed copy of this letter safe.
If you have any questions in the meantime, please consider the Government guidance in the first instance but you can also contact [NAME].
Yours sincerely,
....................
For and on behalf of [COMPANY NAME]
I agree that my employment status shall be temporarily varied to that of a “Furloughed Worker” and as otherwise set out in this letter.
Signed ........................
[NAME OF EMPLOYEE]
Date .........................