HR request template

Role variation letter signing request template

A letter confirming agreed changes to an employee's role, duties, hours, location or reporting line, signed to record acceptance of the new terms.

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What is a role variation letter?

A role variation letter records a change to an existing employee's terms, such as a new title, altered duties, different hours, a new reporting line or a change of location. It sits on top of the original employment contract and confirms exactly what is changing and from when. Because it varies binding terms, having the employee's signed acceptance avoids later disagreement about what was agreed.

In practice, variations often happen verbally during a conversation and are never properly documented, which creates risk if the employee later disputes the change or a pay issue arises. A signed letter gives both sides a clear, dated record. It does not replace advice on award coverage, the Fair Work Act or enterprise agreements, so check entitlements before sending.

When to use a role variation letter

Promoting an employee or changing their job title and duties
Adjusting agreed hours, days or full-time to part-time arrangements
Changing an employee's reporting line or work location
Confirming a temporary higher-duties or secondment arrangement

What to include in a role variation letter

Current and new terms: state clearly what is changing, from the existing role to the new one
Effective date: the date the varied terms begin to apply
Remuneration: any change to salary, allowances or classification, or confirmation pay is unchanged
Continuity clause: confirm all other contract terms and service continuity remain in place
Acceptance: a statement that signing indicates the employee agrees to the varied terms

Pros and cons of sending a role variation letter as a signing request

Pros

Sends one private link to the employee for a clean, dated acceptance
Tracks opens, previews and signature so you know it was read
Reminders chase a pending signature without awkward follow-up emails
Completion receipt gives HR a record of what was agreed and when

Cons and things to watch

A signature does not fix terms that breach an award or agreement
Employees may want to negotiate, so allow time before the effective date
Does not replace advice on entitlements or consultation obligations
If duties change materially, the original contract may need a fuller review

How to send a role variation letter with Cosign

Upload your role variation letter and use preview to check the new terms and effective date are correct
Add the employee as the signer and set the subject so it is clearly identifiable
Set a 14-day expiry and add a password if the letter contains sensitive pay details
Send the private link, then track opens and the signature, and keep the completion receipt

Role variation letter request details

Email subject

Role variation signing request

Default message

Please review and sign this role variation letter if the updated terms are accepted.

Signer setup

Employee

Suggested expiry

14 days

Button label

Sign variation

Best fit

HR teams

Role variation letter FAQs

Is an electronically signed role variation letter legally valid in Australia?

Electronic signatures are generally recognised in Australia under electronic transactions legislation, provided the signer consented and is identifiable. For employment terms this is widely accepted, but you should confirm any specific requirements for your situation. This is general information, not legal advice.

Do I need a new contract or just a variation letter?

A variation letter usually suffices when you are changing specific terms of an existing contract. A full new contract may be better for major changes. Consider professional advice if the role is changing substantially.

Is the document kept private when I send it through Cosign?

Yes. Cosign sends each signer a private link and the document is not published or indexed by search engines. Only people with the link can access it.

What happens if the employee does not accept the new terms?

They can decline the request, and you will see the declined status. You may then need to discuss the change further before it can take effect. A signing tool records the response but does not resolve a disagreement.

Can I set a deadline for the employee to sign?

Yes. Cosign lets you set an expiry, such as 14 days, and send automatic reminders. This helps ensure the variation is accepted before the intended effective date.