Employment Variation Letter Template: Customize Your Employee Agreement

Hey there job seekers!

Have you ever received an employment variation letter from your employer and not known where to start with your response? It can be daunting to navigate the legal jargon while also trying to make sure you’re asserting your rights as an employee. That’s where an employment variation letter template can come in handy.

By using a pre-made template, you already have the structure in place for your response. You just need to fill in the details specific to your situation. Not only does this save you time and energy, but it also ensures that you’re covering all the necessary points.

The best part? There are plenty of examples of employment variation letter templates available online, so you can find one that suits your needs and edit it as necessary. No need to start from scratch or pay for legal assistance.

So if you’re feeling overwhelmed by your employment variation letter, take a deep breath and know that there are resources available to help you navigate this process. Don’t hesitate to use a template to make things easier on yourself!

Best Structure for Employment Variation Letter Template

Hey there! So, you need to write an employment variation letter, huh? Well, you’re in luck because I’m here to help you create the perfect structure for your letter.

First things first, it’s important to make sure that your letter is clearly structured and easy to read. This will help the recipient understand the changes you are proposing and why they are necessary. Here are the components you should include in your letter:

1. Heading: Start your letter with a clear and concise heading that summarizes the purpose of the letter. This should include the date, the recipient’s name, and your contact information.

2. Introduction: In the first paragraph, introduce yourself and your position within the company. Explain that you are writing the letter to request a change in your employment terms, and briefly outline the nature of the change.

3. Explanation of the Change: This is the main body of your letter, where you will provide a detailed explanation of the changes you are proposing. Be sure to clearly explain how the changes will benefit both you and the company, and provide any supporting evidence you have.

4. Conclusion: Wrap up your letter by summarizing the main points, expressing your gratitude for the recipient’s attention, and offering to provide further information or clarification if needed.

5. Closing: End your letter with a professional closing, such as “Sincerely” or “Best regards,” followed by your name and signature.

Remember to keep your tone professional and courteous throughout the letter, and be sure to proofread it carefully before sending. With this structure in mind, you’ll be able to craft an effective employment variation letter that will get the attention it deserves. Good luck!

Sample Employment Variation Letter Templates

Employment Variation Letter for Promotion

Greetings Jack,

Congratulations on your promotion to the role of Assistant Manager. You have demonstrated professional excellence in your previous position as Senior Executive and have shown determination and commitment to the company’s goals. We believe the new role will provide you with more opportunities to showcase your talents and further develop your skills. Your new responsibilities involve supervising team members, delegating tasks, handling client issues, and managing the operations of the department. We look forward to witnessing your continued growth in this new role. Best wishes for success in your new position.

Best Regards,

Employment Variation Letter for Transfer Request

Dear [Employee Name],

We received your request for transfer to our branch in [Location]. After careful consideration, we have granted your request as per the company policy. We hope this change in location will provide you with new opportunities for professional growth and personal development. Your new role will be similar to your current position, but with the added benefit of working in a different environment. We appreciate your continued commitment to our organization and wish you all the best for a smooth transition.

Kind Regards,

Employment Variation Letter for Change of Working Hours

Greetings [Employee Name],

We received your request to change your working hours from [Previous Working Hours] to [New Working Hours]. We understand the need for work-life balance and have considered your request. We have approved your request, starting from [Date]. Please note that this change may affect your pay, and you may want to discuss this with the HR team. We appreciate your dedication to our company, and we hope that this will help you to balance your work and personal commitments.

Best Wishes,

Employment Variation Letter for Performance Improvement Plan

Dear [Employee Name],

As you are aware, your recent performance has not met the expected standards. In line with our company policies, we have implemented a Performance Improvement Plan (PIP) to help you address the issues identified. The PIP outlines specific goals and objectives to improve your performance, and we will work to provide support and resources to help you succeed. We believe in your potential and hope that this PIP will provide the necessary guidance to help you meet our expectations. We will meet regularly to review your progress and adjust the plan as needed.


Employment Variation Letter for Redeployment Due to Business Restructuring

Dear [Employee Name],

We regret to inform you that we are restructuring the company’s operations, and your current position is being eliminated. Our records show that you are an outstanding employee, and we value your contributions to our organization. We are offering you a redeployment to a similar position in another department of our company. Your new role will have similar responsibilities to your current position, and your years of service will be retained. If you are interested, please contact HR to discuss further and indicate your acceptance before [Date]. We will provide you with training to ensure a smooth transition, and we appreciate your understanding during this challenging time.


Employment Variation Letter for Health Issues

Dear [Employee Name],

We received your request to change your working hours, following the recommendation of your healthcare provider, due to health issues. We recognize the importance of maintaining good health and support your request. Starting from [Date], your working hours will be [New Working Hours], which will allow you to attend your medical appointments and address your health concerns. Please provide us with a medical certificate outlining the recommended schedule. We appreciate your contribution to our company and wish you a speedy recovery.

Warm Regards,

Employment Variation Letter for Termination of Employment

Dear [Employee Name],

It is with regret that we must inform you that your employment with [Company Name] is terminated, effective immediately, as your position has been made redundant due to organizational restructuring. We thank you for your contribution to the company and wish you well in your future endeavors. Please contact our HR department regarding your final pay and benefits entitlement.


Tips for Writing an Employment Variation Letter Template

When it comes to writing an employment variation letter template, there are a few things to keep in mind to ensure you are conveying your message in a clear and professional manner. Here are some tips to help you:

  • Begin with a clear and concise statement: Start by announcing the purpose of the letter. Clearly state that you are writing an employment variation letter and the reason behind it. This will make it easier for the recipient to understand the contents of the letter.
  • Be specific: Make sure that your employment variation letter template outlines the specifics of the change in employment. Include information on the start date, reasons for the change, changes in job title or description, and any other important details.
  • Include a request for confirmation: End the letter by asking the recipient to confirm that they have received and understand the contents of the letter. This will ensure that there is no confusion or misunderstandings about the changes being made.
  • Be polite and professional: Even if you are unhappy with the changes being made, it is important to maintain a professional tone in the letter. Avoid using aggressive language or blaming others for the changes.
  • Proofread and edit: Before sending the employment variation letter template, make sure to proofread it for errors and edit it as needed. This will ensure that the letter is clear, concise, and free of errors that could cause confusion or misunderstandings.

By following these tips, you can create a clear and professional employment variation letter template that effectively communicates any changes in employment to the recipient.

Employment Variation Letter Template FAQs

What is an employment variation letter?

An employment variation letter is a legal document that outlines a change in the terms and conditions of employment between an employer and employee. It is used to update an employment contract based on new or revised conditions.

Why do I need an employment variation letter?

An employment variation letter is necessary when there is a change in the terms and conditions of your employment, such as a change in working hours, salary, or benefits. It protects both the employer and employee by formalizing any changes in writing.

What should be included in an employment variation letter?

An employment variation letter should include the new or revised terms and conditions of employment, the effective date of the changes, and any legal references or clauses that may apply. It should also be signed by both the employer and employee.

How do I draft an employment variation letter?

To draft an employment variation letter, you need to identify the changes that you want to make to the terms and conditions of employment and ensure they are legal and agreeable. You can use a template to help you with this process, and modify it to suit your specific needs.

Can I refuse to sign an employment variation letter?

You have the right to refuse to sign an employment variation letter, but it may result in a breach of contract or termination of your employment. It is important to seek legal advice and negotiate any changes that you disagree with before rejecting the letter.

Is an employment variation letter legally binding?

Yes, an employment variation letter is a legally binding agreement between an employer and employee. Once it is signed, both parties are obligated to adhere to the new or revised terms and conditions of employment.

Can an employment variation letter be revoked or amended?

An employment variation letter can be revoked or amended by mutual agreement between the employer and employee. Any changes must be made in writing and signed by both parties to be legally binding.

Wrapping it up

And that’s a wrap! We hope that the employment variation letter template we’ve shared with you provides you with the right guidance to compose yours should you need it. Remember, the letter doesn’t have to be long and complicated, just precise and concise to get your message across. Thank you for reading through, and we look forward to having you back for more of our informative articles.