Communicating with your employees
Tell your employees about your new pension scheme
Letters the law requires you to send
It’s a legal requirement that you write to your employees and tell them about your new pension scheme at least six weeks from your duties start date. (Your duties start date is the day your first member of staff joined the company – you cannot change this date.) While your payroll software might have suitable communication templates to send to your employees automatically, you might have to amend the information so it relates to your specific situation, and then instruct the software to send it.
If you do need to produce your own employee communications, The Pensions Regulator provides templates that you can use. You will need to assess your employees first as the communications they receive will differ depending on the type of worker they are (entitled worker, eligible jobholder, non-eligible jobholder).
Documents you must give your employees
It's your responsibility to make sure that each of your employees is provided with all of the information necessary to help them understand how their pension is going to work, and what the benefits and risks involved are. Please ensure that you give them a copy of ‘Your company pension scheme - An essential guide for employees’ (PDF 0.4MB) before they join the scheme to allow them time to make an informed decision.
Investment brochure for your employees
When an employee becomes a scheme member, their pension contributions will automatically be invested in the default investment option. This is where their contributions will remain, unless they decide to choose from of the 200 + alternative investment funds on offer.
‘Your lifestage investment approach guide (PDF 0.26MB)’ explains how your employees default investment option works - please supply your employees with a copy of this guide.
If they have any questions or problems
If your employees have any queries or need to speak to us, please provide them with the contact details below. They will need to quote their policy details.
Aviva, PO Box 520, Surrey Street,
Norwich, NR1 3WG
Pensions Help Line on 0800 145 5744
Monday to Friday 8.00am – 8.00pm, Saturday 8.30am – 5.00pm & Sunday 10.00am – 4.00pm