During preparation if it is already planned, and again before implementation if its details change. Waiting until the scientist joins the support team can leave a gap between the authorised role and the actual activities. Keep the receiving manager’s start date provisional until reviewed.
Set a review trigger in the rotation calendar
Record who must confirm the final scope and who will notify counsel. Use that checkpoint before onboarding assigns customer cases or project work. The trigger should be a practical control over the real work, not merely a reminder to update the job title afterward.
Tell the employer early that the letter needs to describe actual duties, so the revision happens alongside other onboarding steps rather than at the last moment. A cleaner structure ties the start date, and any bonus payable on it, to the date work is actually authorized to begin rather than to a calendar date chosen in advance. The practical sequence is to settle the engagement terms, make the corporation’s support letter consistent with the client evidence, assemble the credential and experience records, and then present the application. Keep copies of everything the officer retains, and note the admission period stamped or recorded, because the renewal calendar starts from that date rather than from the start date the hospital chose.