Internal Job Offer Letter Template for Australia

When you're promoting or transferring an existing employee to a new role within your organisation, you need a properly drafted Internal Job Offer Letter that complies with Australian employment law. This document formalises the change in employment terms while preserving the employee's continuous service record and existing entitlements under the Fair Work Act 2009.

When do you need this document?

You'll need an Internal Job Offer Letter whenever an existing employee is selected for a different position within your company. This includes promotions to higher-level roles, lateral transfers to different departments, or temporary secondments to new projects. The letter is essential when there are changes to salary, reporting relationships, job location, or core responsibilities. It's also required when an employee moves from permanent to casual employment or vice versa, or when transitioning from full-time to part-time arrangements within the same organisation.

Key legal considerations

Your Internal Job Offer Letter must clearly outline all changes to the existing employment contract while confirming which terms remain unchanged. Include specific details about new salary arrangements, superannuation contributions, and any allowances or bonuses that differ from the current role. Document the new reporting structure, job location, and working hours to avoid future disputes. The letter should reference the employee's existing entitlements, including accrued annual leave, personal leave, and long service leave, confirming these remain unaffected by the internal move. Consider including probationary periods for significantly different roles and specify any training or development requirements.

Legal requirements in Australia

Under the Fair Work Act 2009, your Internal Job Offer Letter must comply with the National Employment Standards, ensuring the new role meets minimum wage requirements, maximum weekly hours, and leave entitlements. Anti-discrimination legislation requires that internal job offers are made based on merit and qualifications, not protected attributes like age, gender, or disability. The Privacy Act 1988 governs how you collect and use employee information during the internal recruitment process. Your letter must also comply with any applicable enterprise agreements or awards that may specify procedures for internal transfers or promotions. Superannuation Guarantee obligations continue to apply, with contributions calculated on the new salary from the effective date of transfer.