The Casual Conversion Letter Template is a essential document used in Australian workplaces to formalize the process of converting casual employees to permanent status. This template became particularly crucial following the 2021 amendments to the Fair Work Act 2009, which strengthened casual employees' rights to convert to permanent employment. The document is used when either the employer is required to offer conversion (after 12 months of regular employment) or when responding to an employee's conversion request. It must include specific details about the proposed permanent position, outline changes to employment terms, and comply with legislative requirements including the National Employment Standards and applicable Modern Awards. The template ensures consistency in approach and legal compliance while providing clear communication between parties during the conversion process.
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1. Letter Header: Company letterhead, date, recipient's name and address, and reference line
2. Greeting: Formal salutation to the employee
3. Opening Statement: Clear statement of the purpose of the letter - either offering casual conversion or responding to a conversion request
4. Employment History: Confirmation of the employee's start date and pattern of hours worked
5. Conversion Details: Specific details about the proposed permanent position, including whether it's full-time or part-time
6. Terms and Conditions: Key changes to employment terms, including hours of work, rate of pay, and leave entitlements
7. Response Timeline: Clear statement of the timeframe within which the employee must respond to the offer
8. Contact Information: Details of who to contact for questions or to discuss the offer
9. Closing: Formal closing, signature block, and position title of the authorized person
1. Reasonable Grounds for Refusal: Include only if the letter is refusing a conversion request, detailing the specific grounds for refusal as per Fair Work Act requirements
2. Alternative Options: Include when offering alternative employment arrangements if full conversion is not possible
3. Probationary Period: Include if the conversion offer includes a probationary period for the permanent position
4. Benefits Summary: Include when there are significant changes to employee benefits worth highlighting
5. Union Consultation: Include if relevant enterprise agreement or award requires union consultation
1. Current Employment Details: Summary of current casual employment arrangements including regular hours and pay rate
2. Proposed Position Description: Detailed description of the permanent position being offered
3. Comparison Table: Side-by-side comparison of current casual vs proposed permanent employment terms
Relevant legal definitions
Casual Employee
Permanent Employment
Regular Pattern of Hours
Full-Time Employment
Part-Time Employment
Modern Award
Enterprise Agreement
Regular and Systematic Employment
Reasonable Business Grounds
Conversion Period
Base Rate of Pay
Casual Loading
Ordinary Hours
National Employment Standards
Notice Period
Permanent Employment
Regular Pattern of Hours
Full-Time Employment
Part-Time Employment
Modern Award
Enterprise Agreement
Regular and Systematic Employment
Reasonable Business Grounds
Conversion Period
Base Rate of Pay
Casual Loading
Ordinary Hours
National Employment Standards
Notice Period
Clauses
Relevant Industries
Retail
Hospitality
Healthcare
Education
Manufacturing
Construction
Mining
Agriculture
Professional Services
Technology
Transport and Logistics
Public Sector
Not-for-Profit
Relevant Teams
Human Resources
People and Culture
Legal
Compliance
Operations
Administration
Employee Relations
Workplace Relations
Relevant Roles
HR Manager
HR Director
HR Business Partner
Human Resources Officer
Recruitment Manager
Employee Relations Manager
People and Culture Manager
Operations Manager
Department Manager
General Manager
Business Owner
Managing Director
HR Administrator
Workplace Relations Advisor
Compliance Officer
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