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Requesting a new agreement or variation to condition letters, and sending to your employee

How to request an updated agreement or letter to change employment terms, and easily send to an employee using MyHR's platform

Contents

Overview

Step by step instructions - requesting documentation

How to request a variation (change to terms) letter

How to request an updated employment agreement

How to request a pay increase letter

How to request a pay increase letter - instant and customised

How to request a change to position letter

Step by step instructions - how to send a document to your employee to accept the letter

 

Overview

MyHR lets managers request employment documentation and send it to employees for acceptance.

  • Find HR Services in the left navigation menu, it has two tabs:
    • HR Services (request forms organised by employee lifecycle) and,
    • Request management (your active and inactive requests)
  • You can also submit requests directly from an employee's profile, via the HR requests tab
  • Standard turnarounds apply depending on request type. MyHR support runs Monday to Friday, 9am to 5pm
  • Incomplete information may extend timelines, if anything's missing we'll be in touch via Ask Us

Step by step instructions - requesting documentation

How to request a variation (change to terms) letter

Covers updated agreement, pay increase letters, position change letters, fixed-term agreement extensions, secondments, and changes to start date, location, hours, or reporting line.

  1. Log into MyHR and select HR Services
  2. Use the filters (for example, "Change to terms") or select All to view your options
  3. Choose the support option you need
  4. Select the employee
  5. Complete the form with the relevant information
  6. Our team creates the documentation and will contact you via Ask Us if we need anything more

How to request an updated employment agreement or contract

Use this when you're making multiple changes to terms, or after a legislative update.

  1. Log into MyHR and select HR Services
  2. Select Update agreement or contract and choose the employee
  3. Select Next
  4. Review the prepopulated form and update the relevant fields
  5. On Smart Agreements? You'll complete the updated agreement yourself through the same guided flow as Add Person: select clauses, personalise the cover letter, then land on Finalise and share to preview, sign, and send. No waiting on the MyHR team. Not on Smart Agreements yet? Submitting the form prompts our team to create your documentation. We'll contact you via Ask Us if we need more information.

 

Note: the Start date field is the employee's original start date. The Agreement start date is the effective date of the proposed changes.

 

How to request a pay increase letter 

  1. Log into MyHR and select HR Services.
  2. Select Pay increase and select the employee for whom you would like a pay increase letter for.
  3. Select Next.
  4. Complete the form with all relevant information and select Submit.
  5. This submission will prompt the MyHR team to create your requested documentation. If further information is required, the MyHR team will contact you via the Ask Us feature.

 

How to request a pay increase letter instantly (if eligible)

If your account's eligible, you can customise, generate instantly, and send the letter yourself.

    1. Log into MyHR and select HR Services.
    2. Select Pay increase and select the employee for whom you would like a pay increase letter for.
    3. Select Next.
    4. Enter the new salary/hourly rate and effective date.
    5. In the Document Content section, you can edit MyHR's recommended pay increase letter template. Update the document content to add a personalised message or match your own style, or leave as is.
    6. You can add your electronic signature by selecting the Add signature button in the toolbar.
    7. View a draft by selecting Document preview (optional).
    8. Select Generate document.

    The pay increase letter is saved to an Additionals folder on the employee's profile. This folder is not visible to the employee. You can download and manually share the letter with your employee, or use our digital document acceptance feature to share via the MyHR platform.

    Note: If you don't yet have access to this feature, contact customer@myhr.works if you would like to check you eligibility.

     

    How to request a change to position letter

    1. Log into MyHR and select HR Services.
    2. Select Change to position and select the employee for whom you would like a change to position letter for.
    3. Select Next.
    4. Complete the Basic Information form with all relevant information, and select Next.
    5. Under Job details form, select how you would like to add the job description:
      1. Update current job
      2. Create a new job in your library
      3. Choose from your job library
    6. Make any necessary edits to the Job Description and select Next.
    7. Under the Finalise form you can provide additional information or confirm whether the employee has already agreed to the change.
    8. Select Submit.
    9. This submission will prompt the MyHR team to create your requested documentation. If further information is required, the MyHR team will contact you via the Ask Us feature.

     

    Sending a document to your employee for acceptance

      1. If you haven't already received your instant doc, you will receive a notification email when the variation document is ready for you to view.
        1. Preview the PDF or download it. If you have changes you would like made, let us know via chat.
        2. If you are happy with the letter and would like to send it to your team member digitally, select Request acceptance to move a copy of the letter into a folder that your employee has access to, and to send them an email request to digitally accept the variation letter.

      2. Select the folder you would a copy of the letter created in, or click on New to create a new folder.
      3. Once you have picked the folder, select Save here.
        Select location showing folder to save in
      4. The letter will be copied to the location, and your team member will receive a notification to ask them to accept the variation letter.
        Document acceptance requested
      5. You can view the status of the document from the current folder or from the file that your employee has access to.
        Menu showing go to employee file
      6. Your employee will log into MyHR, view the letter, and confirm that they accept the variation letter by selecting View and accept.
        Employee view of document awaiting acceptance
      7. Your employee can preview the letter or download a copy to view. To accept the variation letter, they will select Yes, I have read and accept this document and then select Accept. You'll be able to see the date stamp of when the employee accepted the file from the preview or from MyHR's document acceptance report.