Pension Communications to Workers
What communications must employers send about auto-enrolment? Understand the required letters and notices for workers.
Last updated: 30 January 2025
Employers must send specific communications about auto-enrolment to workers.
Required Communications
Different Letters for Different Workers
| Worker Type | Letter Type |
|---|---|
| Eligible (auto-enrolled) | Enrolment letter |
| Non-eligible jobholder | Opt-in rights letter |
| Entitled worker | Joining rights letter |
| Postponed worker | Postponement letter |
Why Required
| Purpose | Requirement |
|---|---|
| Legal duty | Must be done |
| Worker information | Their rights |
| Scheme details | What they need |
| Evidence | Of compliance |
Enrolment Letter
Who Receives
| Recipients | Reason |
|---|---|
| Auto-enrolled workers | Eligible jobholders |
| When enrolled | Into scheme |
| Mandatory | Cannot skip |
Must Include
| Information | Detail |
|---|---|
| Enrolment date | When enrolled |
| Scheme name | Provider details |
| Employer contribution | Amount/rate |
| Employee contribution | Amount/rate |
| Opt-out rights | How to opt out |
| Opt-out period | 1 month window |
Timing
| Deadline | Period |
|---|---|
| Within 6 weeks | Of enrolment date |
| No later | Than deadline |
| Promptly | Best practice |
Opt-In Rights Letter
Who Receives
| Recipients | Reason |
|---|---|
| Non-eligible jobholders | Can opt in |
| 16-21 earning over £6,240 | Age criterion |
| SPA-74 earning over £6,240 | Age criterion |
| 22-SPA earning £6,240-£10,000 | Earnings criterion |
Must Include
| Information | Detail |
|---|---|
| Right to opt in | Explanation |
| Employer contribution | If they opt in |
| How to opt in | Process |
| Scheme information | Provider details |
Timing
| Deadline | Period |
|---|---|
| Within 6 weeks | Of becoming non-eligible |
| When start | If already non-eligible |
Joining Rights Letter
Who Receives
| Recipients | Reason |
|---|---|
| Entitled workers | Can join |
| Earning under £6,240 | Low earners |
| Any age 16-74 | Working |
Must Include
| Information | Detail |
|---|---|
| Right to join | Explanation |
| No employer contribution | Required |
| How to join | Process |
| Scheme information | Provider details |
Timing
| Deadline | Period |
|---|---|
| Within 6 weeks | Of becoming entitled |
| When start | If already entitled |
Postponement Letter
Who Receives
| Recipients | Reason |
|---|---|
| Postponed workers | All categories |
| When postponement | Applied |
Must Include
| Information | Detail |
|---|---|
| Postponement applies | Notification |
| End date | When it ends |
| Opt-in rights | During postponement |
| How to opt in | Process |
Timing
| Deadline | Period |
|---|---|
| Within 6 weeks | Of postponement start |
Letter Templates
TPR Templates
| Available | From |
|---|---|
| All letter types | TPR website |
| Free to use | Recommended |
| Compliant | Meet requirements |
Using Templates
| Step | Action |
|---|---|
| Download | From TPR |
| Customise | Your details |
| Check accuracy | Before sending |
| Keep record | Of letter sent |
Pension Provider Templates
| Also Available | From |
|---|---|
| Some providers | Offer templates |
| May be integrated | With their system |
| Check compliance | With requirements |
Delivery Methods
How to Send
| Method | Acceptable |
|---|---|
| Post | Yes |
| Yes | |
| Payslip enclosure | If received |
| Handed personally | Yes |
Ensuring Receipt
| Method | Benefit |
|---|---|
| Email confirmation | Evidence |
| Signed receipt | Proof |
| Tracked post | Verification |
| Records | Of sending |
Record Keeping
What to Keep
| Record | Purpose |
|---|---|
| Copy of letters | Content |
| Date sent | Timeline |
| Method used | How delivered |
| Worker details | Who received |
How Long
| Duration | Period |
|---|---|
| 6 years | Minimum |
| Evidence | Of compliance |
| TPR queries | Response |
Common Mistakes
Errors to Avoid
| Mistake | Problem |
|---|---|
| Wrong letter type | Non-compliance |
| Missing information | Incomplete |
| Late sending | Past deadline |
| No records | Can't prove |
Getting It Right
| Practice | Benefit |
|---|---|
| Use templates | Compliance |
| Check timing | Meet deadline |
| Keep copies | Evidence |
| Systematic | Consistent |
Changes in Status
When Status Changes
| If Worker | Moves Category |
|---|---|
| New assessment | Needed |
| New letter | May be required |
| Update | Communications |
Example
| Change | Letter |
|---|---|
| Becomes eligible | Enrolment letter |
| Turns 22 | Reassess and write |
| Earnings increase | Reassess and write |
Re-Enrolment Communications
Every 3 Years
| For Re-Enrolment | Letters |
|---|---|
| Re-enrolled workers | Enrolment letter |
| Same requirements | As initial |
| Within 6 weeks | Of re-enrolment |
Language and Accessibility
Clear Communication
| Requirement | Approach |
|---|---|
| Plain English | Avoid jargon |
| Clear | Easy to understand |
| Complete | All required info |
Different Languages
| Consideration | Approach |
|---|---|
| If needed | Consider translation |
| Worker understanding | Important |
| Not required | But good practice |
Summary
Letter Requirements
| Worker Type | Letter | Timing |
|---|---|---|
| Eligible | Enrolment | 6 weeks |
| Non-eligible | Opt-in | 6 weeks |
| Entitled | Joining | 6 weeks |
| Postponed | Postponement | 6 weeks |
Key Points
| Element | Requirement |
|---|---|
| Use templates | TPR provides |
| Meet deadlines | 6 weeks |
| Keep records | 6 years |
| All required info | In letters |
Related answers
Auto-Enrolment: UK Employer Duties
All UK employers must automatically enrol eligible workers into a workplace pension. Learn the requirements, contribution rates, and penalties for non-compliance.
Pension Opt-Out
Can employees opt out of auto-enrolment? Understand opt-out rights, the process, and refund rules.
Workforce Assessment for Auto-Enrolment
How do you assess workers for pension auto-enrolment? Understand the process of categorising your workforce.
Frequently Asked Questions
- What letters must I send for auto-enrolment?
- You must send different letters depending on worker category: enrolment letters for auto-enrolled workers, opt-in rights letters for non-eligible jobholders, and joining rights letters for entitled workers. Postponement letters if using postponement.
- When must I send auto-enrolment letters?
- For auto-enrolled workers, send the letter within 6 weeks of their enrolment date. For other categories, send within 6 weeks of them joining that category. Postponement letters must be sent within 6 weeks of postponement starting.
- Can I use template letters for auto-enrolment?
- Yes. The Pensions Regulator provides template letters covering all required communications. These ensure you include all legally required information. Your pension provider may also have templates.