Yearly Archives: 2013

Like many other business owners, you may well have heard about the advantages of using downloadable document templates. Indeed, you may well have heard how templates of this kind enable users to create professional documents that have a unified and cohesive appearance. You may even know that templates used for these purposes can help business organisations of all sizes to exude a more corporate image.

However, these advantages are just the tip of the iceberg. The fact is that downloadable templates are able to provide business owners operating in all industries with a whole host of invaluable benefits.

The following are two of the most significant.

More Efficient Use of Time
Of course, staple documents like business correspondence, agreements and contracts are likely to be very important to your business. However, it is a fact that writing, editing and printing individual variants of these forms takes time. In addition, document creation – especially in small businesses – is often delegated to employees who would otherwise be carrying out their primary duties. This is hardly ideal as it forces workers to take time away from tasks which are likely to be more vital to your firm’s immediate business needs than proofreading forms! Templates can be invaluable in this respect as using ready-made documents saves a lot of time and hassle.

Simplified Document Creation
An important benefit of template services is that they provide your business with a comprehensive framework which gives you access to any files you may need, thereby simplifying the task of generating documents considerably. Indeed, making use of these kinds of template services enables you to effortlessly personalise any kind of document to suit your needs. Naturally this can be incredibly beneficial if your operation requires you to generate large numbers of documents.

Using a document template service gives you access to hundreds of ready-made documents which you can easily amend and alter to suit your needs.

So now that you know all about the chief benefits of using templates, you simply need to find a provider that offers a truly wide array of templates to download for ultra-competitive prices.

Fortunately for you, you’ve already found us!

Simply-Docs has an outstanding portfolio of legal and business document templates which is divided into five separate document folders – Business, Corporate, Employment, Health & Safety and Property – each of which contains a wide selection of templates for business contracts, agreements, forms, policies, statements and letters.

Subscribing to our service provides you with unlimited access to download any and all templates available from one or more folders for one whole year. For the price of a single document, you can download hundreds of templates, 24 hours a day, seven days a week. Moreover, we always ensure our professionally drafted templates are kept updated so you can be sure your chosen documents will be in line with the latest legislation.

Taking advantage of our simple to use and very affordable template service will provide you with benefits which will help you grow your business.

If you are thinking of setting up your own private limited company then you are to be congratulated. The responsibility of turning a profit from your own endeavours is a tough ask, so taking on the task shows that you are the type of person who certainly isn’t afraid of a challenge!

But why set up as a limited company? Why not go for the apparently more simple option of operating as a sole trader?

Sole Trader

While operating as a sole trader is generally easier (in terms of administration) and cheaper than setting up a private limited company, it does have a significant downside when it comes to the issue of personal financial liability. If your business fails as a sole trader, you are personally liable for its debts. The worst case scenario of this kind of liability is that you may well become personally bankrupt if your business becomes burdened with sizeable debts.

Limited Company

Unlike operating as a sole trader, setting up a limited company affords you limited protection against business debts. This is because a limited company is regarded as being a separate legal entity.

So, whilst operating as a sole trader might appear to be a simpler option at the beginning, it is clear to see that setting up a limited company is still your best bet in the long term.

But once you decide that setting up a limited company is the right thing to do, how should you actually go about doing it?

Setting Up your Limited Company

The first thing you need to do when setting up a limited company is to register its name with Companies House. This is a relatively simple task which requires you to do nothing more than furnish officials with some specific information and sign and date a number of important documents. If you are looking to form a brand new limited company (rather than purchase a pre-existing name) then you will need to send a Memorandum of Association, Articles of Association and a completed IN01 form to Companies House. A Memorandum of Association details the limited company’s name, registered office and nature of business, and must be signed by the director(s) in front of a witness. The Articles of Association sets out the rules for the running and regulation of the company.

These documents are readily available for download from our Corporate Documents Folder here on the Simpy-Docs website. In fact, we have a wide array of document templates, guidance notes, and other supporting legal forms which can be invaluable when starting up a limited company, so you may well find it very beneficial to have a good look round our pages and folders before you set up your own business empire!

It is fair to say that most employees have pulled a “sickie” at one point or another during their working lives. These contrived excuses are occupational folklore as they generally involve wannabee absentees putting in Oscar worthy performances down the phone while they relay convoluted stories of malady and woe with some nicely timed coughs here and there.

But why is this? Why do some people feel the need to give work a miss when others are diligently working away?

Well, there are a number of reasons.

In general, people who feel inclined to call in sick when they are not really unwell are either bored at work, depressed, or have more pressing things to deal with such as personal issues or family matters. In addition, some Machiavellian absentees also take time off if they feel they have been working too hard.

Whilst some of these reasons may seem valid in certain circumstances, the truth is that unnecessary workplace absenteeism can have a very detrimental effect on employers. After all, it is employers who have to foot the bill of getting in a temp or paying other employees extra money to cover absent workers.

Of course, it’s not just in the coffers where unnecessary absences can have a negative effect. They can also cause staff morale to suffer too, as reliable employees will soon get fed up with having to pull up the slack of those who individuals who are sitting in their pyjamas watching telly at home while they slave away in the office.

So what is the answer? How can companies deal with this potentially debilitating problem? Well, the solution is actually very simple – have up-to-date working practices.

As established earlier, most employees go missing for a day or two because they feel the need to have a break from the monotony of work. Therefore, the answer lies in nipping this monotony in the bud. The best way for companies to do this is to adopt more flexible working patterns, such as flexi-hours and working from home for part of the week. Working in this way provides employees with some much needed variety and therefore makes it easier for them to remain engaged in their work. This in turn helps to keep them motivated and, in the long term, reduces the likelihood of them feeling the need to take a few unsolicited days off.

Of course, companies that adopt this approach will need to amend their staff handbooks as well individual workers’ employment contracts. Fortunately, all of the document templates needed to do this are available in our Employment Document Folder here on the Simply-Docs website. In fact, we have everything from full and part-time contract templates to staff handbook policy templates available for immediate download, so any company that is looking to upgrade its working practices can rest assured they will be able to do so in double-quick time when they come to us.

Taking on new members of staff can be exciting. Perhaps you’re just starting out with your company, or maybe you’re going through a period of expansion.

However, before you get carried away, it’s important to think through all the implications associated with employing new people. There are a series of legal issues to deal with and if you don’t get to grips with these from the outset, you could run into serious problems further down the line.

Contracts

For example, once you’ve chosen the individual or individuals you want to welcome into your firm, you’ll need to complete employment contracts. These documents will define your relationship with the new workers and it will detail your respective rights and responsibilities.

To make your life easier, it could help to take advantage of our document templates here at Simply-Docs. We offer a range of legal contracts and should have exactly what you’re after.

The facts

Employment contracts are agreements that set out an individual’s employment conditions, rights, responsibilities and duties. These are referred to as the ‘terms’ of the contract. Both employers and employees must stick to these contracts until they end; if either the worker or company gives notice or if the employee is dismissed. A contract can also end if the terms are changed, usually by agreement between the worker and employer.

Employers must also make clear to workers which parts of their contracts are legally binding.

In addition, it’s important to bear in mind that as soon as someone accepts a job offer, they have a form of contract with their employer.

Collective agreements

In some cases, employers make an agreement with employees’ representatives such as trade unions or staff associations. This is called a collective agreement and its terms may include matters such as how negotiations will be organised, who will represent workers and which employees are covered.

Check out our templates

The matters covered are really just the tip of the iceberg when it comes to employment law. As you can see, the issues are many and varied and so trying to handle all of this without assistance could be very time consuming and difficult. Also, you may be at serious risk of making mistakes that could come back to bite you later on.

By coming to us to use our legal forms, you could make your life much easier and potentially protect your organisation from legal difficulties. Our Employment Contracts Folder contains a wide selection of up-to-date employment contracts that can be applied to your needs immediately or with simple editing.

All of our employment contracts have been drafted by legal specialists to address the specific needs of jobs and staff seniority implied by the titles of the contracts.

How much?

You might be surprised to learn how inexpensive our employment contracts are. For only £35 plus VAT, you can access the entire Employment Document Folder for an entire year. To find out more about our employment contract templates, just take a look around the rest of our website.

One of the most challenging aspects of running a company is personnel management. By their very nature, people are complex entities and making sure they are happy and productive in their roles isn’t always easy.

Complicating matters further, there is a raft of employment legislation in place these days designed to protect people from mistreatment in the workplace. These laws have helped to improve conditions for employees considerably and they serve an important purpose. However, if you’re not careful, you can quickly end up on the wrong side of law as an employer.

Why take the risk?

The good news is that help is at hand. There is plenty of legal guidance available as long as you know where to look and, by taking advantage of this, you can help prevent problems from arising and deal with any issues if they arise in the most effective manner.

Here at Simply-Docs we appreciate the pressures on firms when it comes to employment law and we offer a range of legal documents that might interest you. For a very small investment, you could access our templates and potentially avoid a considerable amount of hassle.

Some facts

At some point, all businesses have to deal with employee grievances and disciplinary matters. No matter how careful you are when it comes to selecting personnel and managing them, there are bound to be occasions when things go wrong.

Grievances can be defined as problems, concerns or complaints that workers wish to raise. All organisations must have written disciplinary and grievance rules and procedures in place that comply with the ACAS Code of Practice. It’s vital that you follow these rules and treat your staff members fairly.

The simple fact is, if you fail to do this, you may find yourself subject to long and costly legal proceedings. As well as hitting your bottom line, this could damage your reputation.

Our templates

On the face of it, guarding against legal action like this can seem like a daunting task. However, as long as you adhere to the rules, you can avoid problems.

Our Employment Document Folder should contain all the documents you need to help keep you on the straight and narrow. For example, it includes grievance procedures, disciplinary policies, dismissal procedures, suspension policies and letters, qualification disputes, appeal notices and more.

A harmonious environment

By making sure that you’re fully aware of your rights and responsibilities and by being fair and clear in your handling of any disputes with personnel, you can help ensure your working environment remains as harmonious as possible.

Find out more

If you’re intrigued by our employment documents and want to find out more about them, just take a look around our website or get in touch by email or telephone.

It’s also worth noting that we offer a variety of other documents. For example, perhaps you’d benefit from our standard terms and conditions template or maybe our accident book template will be of interest.

Accessing these documents may be cheaper than you think, and they could make your life much easier.

Your personnel may well be your most valuable resource. In order to achieve long-lasting success in the world of enterprise, it’s vital that you have staff with the necessary skill, insight and dedication. Given the tough economic conditions affecting the UK and many other countries at present, it’s more important than ever to have the right team at your side.

That said, recruiting and retaining the best individuals can be tricky. Finding them and enticing them into your organisation may not be straightforward, and then there are all the legal issues and costs to bear in mind.

Splashing too much cash

If you’re not careful, your recruitment campaigns can cost a small fortune and, currently, this may be money you simply don’t have.

By devoting too many resources and too much time to this process, you can land yourself in financial hot water.

Here to help

Here at Simply-Docs we know how difficult this process can be. To make your life easier, we offer a range of document templates. By singing up to our Employment Document Folder, you can access all the documents you need at the click of a button.

These resources will help you manage the application, selection and interview process and, once you’ve identified the individuals you wish to take on, the documents will guide you through the procedures involved in employing new staff.

Our folders contain letters, guidance notes, employment application forms, policies and job description templates, amongst other things.

Efficient and hassle-free

The great thing about having access to resources like this is they help you conduct your recruitment procedures as efficiently and effectively as possible. You’ll know your rights and responsibilities and won’t fall into legal pitfalls that could cost you dearly further down the line.

With detailed and reliable resources like this at your fingertips, you can make sure your process is as streamlined as possible.

The importance of accurate and fair employment contracts

As well as conducting the recruitment process in the best possible way, it’s vital you don’t take your eye off the ball when it comes to employment contracts. Far too often, firms land themselves in legal trouble because of ambiguities or errors in these contracts.

Trying to wing it is not a good idea. Unless you have extensive knowledge and experience in the field, it pays off to take advantage of professional resources and our document templates are ideal for this purpose.

A targeted approach

As well as legal templates, there are plenty of other things you’ll need to think about when you’re trying to attract new personnel. For example, to get the crème de la crème of individuals within your industry, you’ll need to offer attractive employment prospects and make sure you market your vacancies via the most suitable channels.

If the right people don’t see the roles you’re offering, the whole process could prove to be a waste of time.

As long as you’re shrewd and make sure your positions are properly advertised and you follow the legal processes, you should achieve the results you’re after.

If your firm is feeling the financial pinch, you might be looking for ways to save cash. Indeed, there are bound to be certain areas in which you can cut back. However, make sure safety isn’t one of them.

Regardless of how much pressure your organisation is under, it’s vital that you don’t skimp on health and safety. If you do, the consequences could be disastrous both for your personnel and for the future of your company.

Your responsibilities

Under UK laws, you’re required to meet certain minimum standards of risk management and, if you fall beneath these, you’ll face potentially serious repercussions.

Also, even one lapse in your health and safety systems could result in accidents that cause serious harm to your workers. Dealing with the human suffering and feelings of guilt associated with incidents like this is extremely tough.

A savvy approach

Thankfully, there are ways in which you can ensure the quality of your health and safety systems with optimum efficiency. For example, here at Simply-Docs we offer a range of health and safety documents that can help you to fulfil your obligations, protect your personnel and remain on the right side of the law.

The documents include up-to-date templates such as health and safety policies and risk assessment forms and they represent superb value for money. For only £35 plus VAT, you can download any template in the Health and Safety Document Folder at any time over a one-year period. This unlimited download access includes updates and additions for the duration of the subscription.

Making your life easier

As well as helping to ensure your processes are as effective and efficient as possible, these templates can also make your life easier. You’ll have peace of mind that you’re conforming to the law and you’ll benefit from additional guidance and information.

To check out our health and safety documents, and to see the rest of our document templates, just take a look around our website.

Health and safety in the spotlight

If ever you need reminding of the significance of effective risk management, just take a look at the figures provided by the Health and Safety Executive (HSE) which reveal that, over the period from April 2011 to March 2012, a total of 173 workers were fatally injured.

Meanwhile, there were 22,433 major injuries such as amputations, fractures and burns and employees suffered 88,731 other injuries serious enough to keep them off work for four or more days. In addition, an estimated 1.1 million individuals said they were suffering from an illness caused or made worse by their work.

Commenting in a press release towards the end of 2012, Chair of HSE, Judith Hackitt noted that “Britain has earned the reputation of being one of the safest places in Europe to work, but there is still plenty of room for improvement.”

Organisation is key

The key to effective health and safety management is organisation. As long as you use the right documents and stick to systematic and thorough policies, you should be able to keep control of this aspect of your firm – and our document templates should make this task easier.

Setting up a new company can be an exciting time. The thought of being your own boss and realising your ambitions is a tantalising prospect and, if you’re successful, you stand to reap potentially significant financial rewards.

However, there’s no getting around the fact that you’ve got plenty of hard work ahead of you and there is plenty to think about. Particularly if you’ve got little or no experience of company formation, you’ll have a steep learning curve to negotiate.

Help is at hand

The good news is that help is at hand. By using the starting up and company formation documents we provide here at Simply-Docs, you should find the process easier. These business documents are constructed in Word in a stable format and they can be edited to suit the needs of your business.

Whether you’re setting up as a sole trader, creating a private company limited by shares or teaming up to form a partnership, our documents will help guide you through each stage of the process.

Peace of mind

Having these business documents templates at your disposal can really boost your peace of mind. You’ll know that you’re following the right track and can rest assured that they are user-friendly and professionally drafted.

Getting your hands on the resources requires a small amount of expenditure, but this should prove to be a great investment. Not only will the documents make your life easier, they will also help you avoid mistakes that could cause you hassle and expense further down the line.

Research your market

Of course, there are lots of other issues to think about too. For example, before you commit too much time and energy to the project, it’s crucial that you research your market to establish whether or not your idea is viable. Talk to potential customers and find out if there is indeed a niche in the market.

You could also test your product or service with real customers and adapt it until you’re certain there is demand for it.

Getting funding

You’ll also need to think carefully about how to finance your venture. Without sufficient funding, your fledgling company won’t stand a chance.

There are a number of options. Perhaps you’re in a position to fund your new firm yourself, or maybe you’ll need business finance or a bank loan. Alternatively, perhaps you’ll be keen to take advantage of government-backed schemes.

Your premises

Then there are your business premises to consider. Depending on the nature of the company you’re planning to set up, you might be able to use your home as a base initially. This will help minimise your overheads.

If you need to take premises on, you’ll need to think about whether to rent or buy, and find a property that’s within budget, in the right location and has all the resources you need.

Find out more

If you’re interested in the corporate documents we have to offer and think they may be able to help you, just take a look around the relevant section of our website.

Anyone starting up a business, whether big or small, will need to get their hands on certain legal forms. Downloading legal templates is one of the best ways to sift through the various documents. A website offering you access to templates 24/7 for a one-off fee is often the cheapest way to obtain the documents vital to you, not to mention the easiest way.

The different categories of legal templates

It can be quite daunting to see the many different categories of legal templates there are available, which you may need in the running of your business. What’s great about templates is that you can download them, alter them to suit your business and then print them out. This may be able to save you and your company a lot of money if you don’t have to go running to a lawyer to draft a document every time you need one. So what document templates might you come across?

Documents and legal forms may be divided into categories such as Business, Employment, Corporate, Health and Safety and Property. Within each of these there could be a wide range of templates, ranging from a legal contract template to policies, statements of employment and letters. When you take out a yearly subscription you would be able to access any of the legal forms and templates within the folder, typically for a period of one year.

If you are employing people then you will need legal templates in relation to employment. One of these is a legal contract template, but others include employment offer letters, forms related to recruiting staff, those in relation to disciplinary and grievance, and maternity/paternity leave. Legal forms are complex, and they can be overwhelming for those not familiar with them. Templates, however, make things a little easier for the business owner as they are always kept up to date on the website to reflect any changes to the law.

Benefits of taking membership for legal templates

There are lots of benefits to taking out a yearly membership with a website offering various legal forms, for instance:

• You pay one fee and for this you have access to hundreds of different legal contracts, letters, forms and agreements
• Over a year you are able to download as many of the above as you want and download them at any time of the night or day
• All templates can be modified to meet different scenarios and businesses very easily and then printed out
• You have on hand a wide range and selection of documents to ensure that you and your business are protected legally
• You get easy access to records of every template that you have downloaded from the website
• You can see at a glance when documents and forms have been updated to the latest versions. This means you can download the new copy
• You even get update alerts sent to you about new versions of legal templates and legal forms
• If you opt to receive a newsletter you are kept up to date with any changes to the law related to the templates.

If you are an employer, you will need what is known as a ‘contract of employment’. This is due to the fact that you have to give an employee your set of rules and regulations, which is called a “written statement of employment particulars”. This document has to be given to your new worker within two months of them starting work. A statement of employment particulars is the minimum that the law requires; however, employers are not fully protected by it. A comprehensive employment contract can work out much better for employers and employees. Luckily, you are able to sign up and download an employment contract template from a website offering document templates.

What exactly is an employment contract?

A contract of employment is typically comprehensive and allows the employer to detail the duties of their employees, along with any responsibilities. This ensures that employees know what is expected prevents misunderstandings.

There are many different types of employment contract templates available for download and these can be tailored to fit the needs of your particular business. For instance, a basic standard minimum contract will differ from those which are suitable for more senior staff, such as an executive employment contract. The difference between document templates could, for example, be the inclusion or exclusion of confidentiality clauses. You can generally find a contract of employment template to suit any scenario.

Elements of the template

Depending on the documents you have downloaded, you would typically find the following included in the template.

• The employee name and address in full along with the organisation details
• The date the employee started working for you. This is a very important thing to have on the form
• The exact job description and title of the job, which was specified when advertising the job, along with any offer letter that you sent
• The exact location where the employee works
• The amount of hours the employee works. The employee may also agree to working additional hours, providing it is reasonably requested by the employer. Bear in mind that this cannot generally exceed 48 hours in any week
• Salary details should be included, which cover the salary before tax and national insurance, along with deductions, if any. This section should state the date when payment is made
• Holidays should be stated and this becomes important if there are any busy times when the employer wants to prevent employees from taking time off work. It should state the amount of days per year holiday that the employee can take. Bear in mind that there is a 28 day statutory minimum for employees working a five day week.

Of course, the above are just a few of the many things that should be included in any employment contract template that you download to use in your business. It is likely that there will be many other clauses, such as those relating to retirement, severability, notice periods, sickness and disability.