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Requesting a variation letter and sending to your employee

How to request a letter to change employment terms, update data in MyHR, and easily send to an employee using MyHR's platform

READ: How to request a variation letter.
READ: How to send a request to your employee to accept the letter.

How to request a variation letter

  1. From your person, select the Manage tab, and then Additional Support in the left-hand menu.
  2. Select the type of letter you need (under Change to terms)
  3. Fill out the form and Submit - this will trigger the MyHR team to create your support document.
    If you have early access to our instant letter feature for pay increases, you'll be able to edit your letter content, add your digital signature, and generate the letter immediately.
    You can check out a preview of the instant letter feature, and send us a chat message or contact customer@myhr.works if you'd like to know more.
  4. Once your letter is ready, the employee's profile will be updated on the effective date of the pay increase. 

How to send a request to your employee to accept the letter

  1. If you haven't already received your instant doc, you will receive a notification email when the pay increase letter 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.