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It is a written confirmation from a line manager or supervising professional that they accept a particular individual (an employee, trainee, intern, or student) into their team or onto a project or placement. In England and Wales it forms part of the contractual or administrative record and, where the supervisor has authority to bind the employer, the letter's terms may be enforceable.

Under English agency law, a supervisor with actual or apparent authority to make placement decisions can bind the employer. If the employer has authorised the supervisor to accept individuals into roles or placements, the letter is treated as if issued by the employer directly. Where a supervisor acts outside their authority, the employer may not be bound, making HR countersignature good practice.

It should confirm the name and role of the individual being accepted, the start date and duration of the arrangement, the reporting structure, working hours, location, any remuneration or allowances, the scope of the supervisor's responsibilities, and any conditions of acceptance. For placements involving data access or sensitive work, it should reference relevant confidentiality and data protection policies.

Supervisors are individually responsible for compliance with the Equality Act 2010 when making acceptance decisions. A supervisor cannot reject an individual or impose different terms based on a protected characteristic. In employment tribunal proceedings, supervisors may be named as individual respondents alongside the employer where their discriminatory conduct is the basis of the claim.

Under the Health and Safety at Work etc. Act 1974, employers (and by delegation, supervisors) must provide safe systems of work, adequate supervision, and appropriate training. By accepting an intern or trainee, the supervisor takes on a practical responsibility for overseeing their welfare at work, including ensuring they are not exposed to risks beyond those assessed as acceptable for their experience level.

No. Terms in a supervisor's acceptance letter that conflict with the employer's HR policies, employment contracts, or statutory requirements are unenforceable to the extent of the conflict. The employer's standard policies on pay, hours, conduct, and data protection take precedence. A supervisor should not promise terms such as pay rates or flexible working that they do not have authority to grant.

The acceptance letter should be filed alongside right-to-work documentation, any DBS check result for roles involving vulnerable people, references, and health and safety induction records. Under UK GDPR, retention periods for employee and placement records should be set out in the employer's data retention policy and clearly communicated to the individual at the start of the arrangement.

A secondment does not break continuity of employment with the original employer, so the secondee retains all accrued employment rights. If the supervisor's acceptance letter purports to change the secondee's terms of employment such as pay or notice period, those changes require the employee's consent and should be documented in a formal variation agreement rather than an informal letter.