Fill in the [brackets]
Subject: Request for written proposal and supporting information - [Your name], [Role]
Hi [Manager / HR contact name], Thank you for meeting with me on [date] about the proposed changes to [team / department]. So that I can respond properly, please can you send me, in writing: 1. The full change proposal, including the business reasons for it. 2. Which roles are proposed to be disestablished, created or changed, and how many people are in each. 3. The selection process and criteria that would be used if fewer roles are needed than there are people (including who will do the scoring). 4. The information you relied on to reach the proposal (for example the financial or workload data), to the extent it is relevant to my role. I understand some information may need to be kept confidential. 5. Any redeployment options, vacancies or alternatives that have been considered, and how I can apply for any roles. 6. The timeline, including the date feedback is due and when a decision is expected. 7. What redundancy compensation, notice and support would apply if my role is disestablished, with reference to my employment agreement or your policy. I would also like to confirm that I can have a support person (for example [a union delegate / family member / friend]) at any further meetings. I want to take part in this process constructively. Please let me know if you need anything from me. Kind regards, [Your name] [Phone]
Tips
- Under the Employment Relations Act 2000 an employer must act in good faith, which includes giving you access to the information relevant to the decision and a genuine chance to comment before a decision is made. They can withhold information only for good reasons (for example it is confidential).
- Ask in writing and set a polite deadline if the timeline is tight, e.g. 'by [date] so I have time to give feedback'.
- Do not resign or sign anything while a proposal is on the table. Redundancy is only confirmed after the decision stage.
- Prefer email or a letter over a phone call so there is a dated record. If you do talk by phone, send a short follow-up email: "Thanks for your time today. To confirm, we agreed that..."
- Keep a copy of everything you send (sent-email folder, a screenshot or a photocopy) and save replies in one folder named with the date.
- If you are in a union, copy in your delegate. Unions often have collective-agreement rules that go beyond the minimum.
General information, not legal advice. Keep a copy of everything you send. Spotted something out of date? Email help@unemployed.nz.