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Review and maintain your legal documents
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Keeping up-to-date with legislation can be difficult for small
businesses, especially when there are more than 3,000 changes in UK and
European laws every year. It is the employer's responsibility to ensure that all business
contracts and documents reflect the latest legislation; failure to do so could
leave the business vulnerable to litigation. The following documents all need to be regularly reviewed and updated
(if applicable to your business): Section 1 Statement Employment contract - the
minimum requirement by law. Employment Contract Covers all legal
requirements and company policies including benefits. Employment Handbook Policies and procedures
that apply to all employees, and certain terms and conditions of employment.
The handbook includes sample forms to be used by the company. Service Agreement Employment contract used for
senior managers and directors with additional clauses covering benefits and
restrictive covenants. Conditions of Sale Your standard terms and
conditions, which should be part of your quotation, pricing and invoicing
documents. This applies to products. Conditions of Supply Terms and conditions of
sale applicable to services. Conditions of Sale & Supply Terms and
conditions of sale covering products and services. Conditions of Purchase Similar to Conditions
of Sale but identifies your terms to suppliers and should be part of your
purchase order procedure. Distribution Agreement For selling products
and services through a distributor. Agency Agreement For selling products and
services through an agent, usually paid on commission. The supply company
maintains direct control of the customer relationship. Procedures Document Covers e-mail policy,
internet, computer use and data protection. Confidentiality Agreement Mutual
non-disclosure agreement. Rent Review Memorandum Covers the rent review
process. Short Term Lease and Court Order Covers
short-term lease of property and court order. Software License Agreement licensing the use
of software to a number of users. Software Support Agreement Covers support by
the software supplier and responsibilities of the user. Hardware Maintenance Agreement Agreement
covering the support by the supplier and responsibilities of the user. Web-Site Design Agreement Covers
responsibilities of the designer and URL user. Web-Site Protection Covers rules by which
visitors use a site including a disclaimer. On-Line Terms & Conditions of Sale Terms
and conditions of sale for all transactions via a website
(business-to-consumer) Company Secretarial Documents Covers
documentation relative to AGMs, EGMs and Elective Resolutions. Consignment Agreement For goods placed on
consignment and paid for when used. The agreement protects the supplier.
Monitoring changes You can obtain information
on legal changes from solicitors, trade associations, accountants, the general
press, chambers of commerce and other external sources (e.g. the internet).
Alternatively, a cost effective solution is to outsource the
maintenance and updating of legal documents. This way every clause in your
business documents which has been affected by the introduction of new English
and European statutes, or as a result of court adjudications, will be
appropriately revised.
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