Printable P 45 It Template

The P45 It form is an essential document used in the UK when an employee leaves a job. This form provides important details about the employee's earnings and tax deductions, ensuring a smooth transition to their next employment or benefit claim. For assistance in completing this form, please click the button below.

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The P45 form plays a crucial role in the employment landscape of the UK, particularly when it comes to managing tax and payroll for employees who are leaving a job. This form is divided into three parts, each serving distinct purposes for both the employer and the employee. Part 1 provides essential details to HM Revenue & Customs (HMRC) about the employee's departure, including their National Insurance number, tax code, and total pay and tax amounts to date. Employers must ensure that this part is completed accurately and submitted promptly to HMRC. Part 1A is intended for the employee, who should keep it safe for future reference, especially if they need to fill out a tax return. It contains similar information as Part 1, ensuring that the employee has a record of their earnings and tax contributions. Lastly, Part 2 is designed for the new employer, offering them the necessary details to correctly handle the new employee's tax situation. This part helps prevent issues like emergency tax codes, which can lead to overpayment of taxes. Understanding the P45 form is vital for both employees and employers, as it ensures a smooth transition during employment changes and helps maintain accurate tax records.

Common mistakes

Incorrect Use of Capital Letters: Many individuals fail to use capital letters when filling out the P45 form. This mistake can lead to confusion and potential processing delays.
Missing National Insurance Number: Some people forget to include their National Insurance number. This omission can complicate tax calculations and may lead to issues with HM Revenue & Customs.
Not Indicating Week 1/Month 1: If the week 1 or month 1 tax code applies, individuals often neglect to mark the 'X' in the appropriate box. This error can result in incorrect tax deductions.
Failure to Certify Details: Individuals sometimes forget to certify that the information provided is correct. Not signing or dating the form can render it invalid, causing delays in processing.

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Key takeaways

Understanding the P45 form is essential for both employers and employees when someone leaves a job. Here are some key takeaways to keep in mind:

Complete the Form Accurately: Ensure that all sections of the P45 are filled out correctly. This includes the employee's National Insurance number, tax code, and total pay and tax details. Inaccuracies can lead to tax issues.
Distribute the Parts Properly: After filling out the P45, the employer should send Part 1 to HM Revenue & Customs (HMRC) immediately. Parts 1A, 2, and 3 should be handed to the employee. This ensures that the employee has the necessary information for their next job or tax return.
Keep Important Information Safe: Employees should keep Part 1A of the P45 safe, as it may be required for future tax returns or when applying for benefits. Copies are not available, so it's crucial to retain the original.
Know What to Do Next: Employees should read the accompanying notes in Part 2 for guidance on what to do after leaving a job. This includes information on claiming tax refunds or notifying HMRC of changes in employment status.

P 45 It Example

P45 Part 1

Details of employee leaving work

Copy for HM Revenue & Customs

File your employee's P45 online at www.hmrc.gov.uk

Use capital letters when completing this form

Employer PAYE reference

Student Loan deductions

Office number

Reference number

Enter 'Y' if Student Loan deduction is due to be made

Tax Code at leaving date

Employee's National Insurance number

If week 1 or month 1 applies, enter 'X' in the box below.

Title – enter MR, MRS, MISS, MS

or other title

Week 1/Month 1

Last entries on P11 Deductions Working Sheet.

Surname or family name

Complete only if Tax Code is cumulative. Make no entry

if week 1 or month 1 applies, go straight to box 8.

Week number

Month number

First or given name(s)

Total pay to date

•

Leaving date DD MM YYYY

Total tax to date

•

Employee’s private address

This employment pay and tax. Leave blank if the Tax Code

is cumulative and the amounts are the same as box 7.

Total pay in this employment

•

Total tax in this employment

Postcode

•

Works number/Payroll number and Department or branch

(if any)

I certify that the details entered in items 1 to 11 on

this form are correct.

Employer name and address

Gender. Enter ‘X’ in the appropriate box

Male

Female

Date of birth DD MM YYYY

Postcode

Date DD MM YYYY

When an employee dies. If the employee has died

enter 'D' in the box and send all four parts of this

form to your HMRC office immediately.

Instructions for the employer

•Complete this form following the 'What to do when an employee leaves' instructions in the Employer Helpbook E13 Day-to-day payroll. Make sure the details are clear on all four parts of this form and that your name and address is shown on Parts 1 and 1A.

•Send Part 1 to your HM Revenue & Customs office immediately.

•Hand Parts 1A, 2 and 3 to your employee when they leave.

P45(Manual) Part 1

HMRC 04/08

P45 Part 1A

Details of employee leaving work

Copy for employee

Employer PAYE reference

Student Loan deductions

Office number

Reference number

Student Loan deductions to continue

Tax Code at leaving date

Employee's National Insurance number

If week 1 or month 1 applies, enter 'X' in the box below.

Title – enter MR, MRS, MISS, MS

or other title

Week 1/Month 1

Last entries on P11 Deductions Working Sheet.

Surname or family name

Complete only if Tax Code is cumulative. If there is an ‘X’

at box 6 there will be no entries here.

Week number

Month number

First or given name(s)

Total pay to date

•

Leaving date DD MM YYYY

Total tax to date

•

Employee’s private address

This employment pay and tax. If no entry here, the amounts

are those shown at box 7.

Total pay in this employment

•

Total tax in this employment

Postcode

•

Works number/Payroll number and Department or branch

(if any)

I certify that the details entered in items 1 to 11 on

this form are correct.

Employer name and address

Gender. Enter ‘X’ in the appropriate box

Male

Female

Date of birth DD MM YYYY

Postcode

Date DD MM YYYY

To the employee

The P45 is in three parts. Please keep this part (Part 1A) safe. Copies are not available. You might need the information in Part 1A to fill in a Tax Return if you are sent one.

Please read the notes in Part 2 that accompany Part 1A. The notes give some important information about what you should do next and what you should do with Parts 2 and 3 of this form.

Tax credits

Tax credits are flexible. They adapt to changes in your life, such as leaving a job. If you need to let us know about a change in your income, phone 0845 300 3900.

To the new employer

If your new employee gives you this Part 1A, please return it to them. Deal with Parts 2 and 3 as normal.

P45(Manual) Part 1A

HMRC 04/08

P45 Part 2 Details of employee leaving work

Copy for new employer

Employer PAYE reference

Office number Reference number

Employee's National Insurance number

Title - enter MR, MRS, MISS, MS or other title

Surname or family name

First or given name(s)

Leaving date DD MM YYYY

5Student Loan deductions

Student Loan deductions to continue

6Tax Code at leaving date

If week 1 or month 1 applies, enter 'X' in the box below. Week 1/Month 1

7Last entries on P11 Deductions Working Sheet. Complete only if Tax Code is cumulative. If there is an ‘X’ at box 6, there will be no entries here.

Week number			Month number
Total pay to date

£ •

Total tax to date

£ •

To the employee

This form is important to you. Take good care of it and keep it safe. Copies are not available. Please keep

Parts 2 and 3 of the form together and do not alter them in any way.

Going to a new job

Claiming Jobseeker's Allowance or

Employment and Support Allowance (ESA)

Take this form to your Jobcentre Plus office. They will pay you any tax refund you may be entitled to when your claim ends, or at 5 April if this is earlier.

Give Parts 2 and 3 of this form to your new employer, or you will have tax deducted using the emergency code and may pay too much tax. If you do not want your new employer to know the details on this form, send it to your HM Revenue & Customs (HMRC) office immediately with a letter saying so and giving the name and address of your new employer. HMRC can make special arrangements, but you may pay too much tax for a while as a result of this.

Going abroad

Not working and not claiming Jobseeker's Allowance or Employment and Support Allowance (ESA)

If you have paid tax and wish to claim a refund ask for form P50 Claiming Tax back when you have stopped working from any HMRC office or Enquiry Centre.

Help

If you need further help you can contact any HMRC office or Enquiry Centre. You can find us in The Phone Book under HM Revenue & Customs or go to www.hmrc.gov.uk

If you are going abroad or returning to a country

outside the UK ask for form P85 Leaving the United Kingdom from any HMRC office or Enquiry Centre.

Becoming self-employed

You must register with HMRC within three months of becoming self-employed or you could incur a penalty. To register as newly self-employed see The Phone Book under HM Revenue & Customs or go to www.hmrc.gov.uk

to get a copy of the booklet SE1 Are you thinking of working for yourself?

To the new employer

Check this form and complete boxes 8 to 18 in Part 3 and prepare a form P11 Deductions Working Sheet. Follow the instructions in the Employer Helpbook E13 Day-to-day payroll, for how to prepare a P11 Deductions Working Sheet. Send Part 3 of this form to your HMRC office immediately. Keep Part 2.

P45(Manual) Part 2

HMRC 04/08

P45 Part 3

New employee details

For completion by new employer

File your employee's P45 online at www.hmrc.gov.uk

Use capital letters when completing this form

Employer PAYE reference

Student Loan deductions

Office number Reference number

Student Loan deductions to continue

Tax Code at leaving date

Employee's National Insurance number

If week 1 or month 1 applies, enter 'X' in the box below.

Title – enter MR, MRS, MISS, MS or other title

Week 1/Month 1

Last entries on P11 Deductions Working Sheet.

Surname or family name

Complete only if Tax Code is cumulative. If there is an ‘X’

at box 6, there will be no entries here.

Week number

Month number

First or given name(s)

Total pay to date

•

Leaving date DD MM YYYY

Total tax to date

•

To the new employer Complete boxes 8 to 18 and send P45 Part 3 only to your HMRC office immediately.

New employer PAYE reference

Office number Reference number

Employee's private address

9Date new employment started DD MM YYYY

10Works number/Payroll number and Department or branch (if any)

11Enter 'P' here if employee will not be paid by you between the date employment began and the next 5 April.

12Enter Tax Code in use if different to the Tax Code at box 6

If week 1 or month 1 applies, enter 'X' in the box below. Week 1/Month 1

13If the tax figure you are entering on P11 Deductions Working Sheet differs from box 7 (see the E13 Employer Helpbook Day-to-day payroll) please enter the

figure here.

£ •

14New employee's job title or job description

Postcode

16Gender. Enter ‘X’ in the appropriate box

Male

Female

17Date of birth DD MM YYYY

Declaration

18I have prepared a P11 Deductions Working Sheet in accordance with the details above.

Employer name and address

Postcode

Date DD MM YYYY

P45(Manual) Part 3

HMRC 04/08

Understanding P 45 It

What is the P45 form?

The P45 form is a document issued by an employer when an employee leaves their job. It provides important information about the employee's earnings and the tax that has been paid during their employment. This form is crucial for both the employee and their new employer, as it helps ensure that the correct amount of tax is deducted in future employment.
How many parts does the P45 form have?

The P45 form consists of three parts: Part 1, Part 1A, and Part 2. Part 1 is sent to HM Revenue & Customs (HMRC) by the employer. Part 1A is given to the employee, and Part 2 is provided to the new employer. Each part serves a specific purpose in the tax process.
What information is required on the P45 form?

When filling out the P45 form, several key details must be included:
- Employee's National Insurance number
- Tax code at the leaving date
- Leaving date
- Total pay and tax to date
- Employer's PAYE reference
These details help ensure that the employee's tax records are accurate and that the new employer can correctly calculate tax deductions.
What should an employee do with their P45?

Employees should keep their P45, especially Part 1A, safe and secure. It is important for future tax returns and may be needed when starting a new job. If an employee does not provide Parts 2 and 3 to their new employer, they may be taxed at a higher rate until the correct information is processed.
What happens if an employee loses their P45?

If an employee loses their P45, they should contact their previous employer to request a replacement. If that is not possible, the employee can still start a new job, but they will need to fill out a "starter checklist" to ensure that the correct tax code is applied. This may lead to temporary overtaxing until the correct details are confirmed.
How does the P45 form affect tax deductions?

The P45 form provides the new employer with essential information about the employee's previous earnings and tax payments. This information helps the new employer apply the correct tax code, ensuring that the employee is not overtaxed. If the P45 is not provided, the new employer may have to apply an emergency tax code, which could result in higher deductions until the correct tax information is received.
What should an employer do with the P45 form?

Upon an employee's departure, the employer must complete the P45 form accurately and send Part 1 to HMRC immediately. Parts 1A, 2, and 3 should be handed to the employee. Employers must ensure that all details are clear and that their name and address are shown on Parts 1 and 1A to avoid any issues with tax records.
Can the P45 be used for tax refunds?

Yes, the P45 can be used to claim tax refunds. If an employee has overpaid tax during their employment, they can use the information on the P45 to request a refund from HMRC. This is particularly important if the employee is not working and has no other income.

How to Use P 45 It

Filling out the P45 It form is an essential task for employers when an employee leaves a job. This process ensures that all necessary information is accurately recorded and submitted to the relevant tax authorities. Completing the form correctly helps maintain proper tax records and ensures the employee's transition to a new job is smooth.

Obtain the P45 It form: Ensure you have the correct version of the P45 It form, which consists of three parts: Part 1, Part 1A, Part 2, and Part 3.
Fill in employee details: Enter the employee's full name, title, and National Insurance number in the designated sections.
Provide employment information: Record the leaving date, total pay to date, and total tax to date. Use capital letters for clarity.
Tax code and student loan deductions: Enter the tax code applicable at the time of leaving and indicate if any student loan deductions apply.
Complete employer details: Fill in your PAYE reference, office number, and your name and address. Make sure these details are clear.
Certify the information: Sign and date the form to certify that the information provided is correct.
Distribute the form: Send Part 1 to HM Revenue & Customs immediately. Provide Parts 1A, 2, and 3 to the employee upon their departure.

After completing the form, it is crucial to keep a copy for your records and ensure the employee understands how to use the provided parts for their next steps. Proper handling of this form can help avoid tax complications for both the employer and the employee.

Printable P 45 It Template

Common mistakes

Find Common Documents

Key takeaways

P 45 It Example

Understanding P 45 It

What is the P45 form?

How many parts does the P45 form have?

What information is required on the P45 form?

What should an employee do with their P45?

What happens if an employee loses their P45?

How does the P45 form affect tax deductions?

What should an employer do with the P45 form?

Can the P45 be used for tax refunds?

How to Use P 45 It