Crafting Confidence: The Locum’s Guide to Creating a Confirmation Contract

As a locum in the dynamic world of veterinary practice, ensuring clear communication and mutual expectations is key to a successful and harmonious working relationship. One powerful tool that can contribute to this clarity is a confirmation contract. In this blog, we’ll explore what a confirmation contract is, why it’s essential, and how to craft one that works for both locums and practices.

Templates available in the MFL Facebook Community

What is a Confirmation Contract?

A confirmation contract is a written agreement between a locum and a veterinary practice that outlines the terms and conditions of their engagement. While it’s not a legally binding document, it serves as a roadmap, providing both parties with a clear understanding of what to expect during the locum assignment. This reduces the chance of miscommunication and scrolling endless back through emails to see who said what!

We have all been there…

Why is it Essential?

  1. Clarity on Expectations:
    • For Locums: Clearly define the role, responsibilities, and expectations during your assignment.
    • For Practices: Communicate the specific needs and requirements they expect during the shifts.

  2. Conflict Prevention:
    • For Locums: Have a reference point to clarify any uncertainties that may arise during the assignment.
    • For Practices: Reduce the risk of misunderstandings and disputes by having a documented agreement.

  3. Professionalism:
    • For Locums: Demonstrate professionalism and commitment to a transparent working relationship.
    • For Practices: Showcase a commitment to open communication and respect for locum professionals.

Efficiency thrives when we’re all synchronised!

Crafting Your Confirmation Contract:

  1. Presentation:
    • You can send this contract via email or some people like a word document which requires a signature.
       If a signature is not your style or maybe quite hard to get; it is super important that at the start of your confirmation you say that they need to reply within 48 hours otherwise the booking is void. This is to prevent them cancelling you last minute and also to ensure they can’t query anything as you have written proof they have accepted it.

  2. Assignment Details:
    • Specify the start and end dates of the locum assignment.
    • Clearly outline the working hours, including any on-call responsibilities.

  3. Roles and Responsibilities:
    • Detail the specific duties and responsibilities expected from you.
    • Mention any additional tasks or projects that may be assigned during the assignment which you are happy to take on. Important to note if these would come at an extra cost. e.g rota management.
    • Or any additional requirements you won’t be partaking e.g ‘We have agreed I won’t be doing any clinic work.’

  4. Compensation:
    • Clearly state the agreed-upon rate of pay. Put all the rates you charge.
      > >  – Day (any shift between 6am -11pm)
      > >      – Night (any shift between 11pm-6am)
      > >      – Weekend
      > >      – Bank holidays
      > >      – Overtime
    • Specify how and when payments will be made.

  5. Accommodations and Travel:
    • If applicable, outline the arrangements for accommodation and any travel reimbursements. Where it is, how much it costs and what facilities you are given. make sure you get WiFi, running hot water and a kitchen…super hard without them!
    • If you drive, if there is free parking or do you pay? If you take transport are the fees covered?

  6. Lunch/breaks:  How long you take and if you charge for it. (normally if i say I charge for my lunch then I am happy to work through it if needed, this is not healthy though so I would advise to take a lunch!).

  7. Professional Conduct:
    • Include a section on professional conduct, emphasising adherence to the practice’s policies and standards.

  8. Cancellation Policy:
    • Clearly articulate the notice period required for both parties in the event of assignment cancellation.
    • Our founder Molly’s cancellation policy is 50% of profit lost if cancelled within 2 weeks. I would recommend you think of your own that best suits you.

  9. Confidentiality and Non-Disclosure:
    • Include a clause regarding the confidentiality of patient information and practice protocols.

  10. Signatures:
    • Conclude the confirmation contract with a section for signatures, indicating agreement from both parties.

Once you have created your confirmation contract simply copy and paste with a change in receipt name for each practice you work at.

Use the Management for Locum platform and send via our chat function once the shift has been successful. Making it super easy to keep track and stay complaint as a locum!


In the fast-paced world of locum veterinary work, a confirmation contract can be a beacon of clarity, fostering positive relationships and minimising potential conflicts. By taking the time to clearly articulate expectations and responsibilities, locums and practices can embark on their professional journey with confidence and mutual respect. So please do consider incorporating a confirmation contract when booking shifts —it might just be the secret to a smoother, more successful collaboration.