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[Video] Writing Effective Employee Relocation Letters: 3 Tips

  
  
  

Are you looking for ways to write an effective employee relocation letter? What three simple tips should you know?

Please enjoy our video, "3 Tips for Writing Effective Employee Relocation Letters - CapRelo."

Information You’ll Need Before Writing an Employee Relocation Letter

  
  
  

If you want to write an effective employee relocation letter that invigorates your employee about their new position and makes the transition easier on everyone involved, there are certain key pieces of information you should have first.

Fortunately, you don't need a three-ring binder or thick stacks of information in order to write this letter. Everything you need to write an effective employee relocation letter should be readily available to you. You'll just need to collect, or have someone collect, some key bits of information.

Before you write your letter, you should make sure you:

1. Know Your Employee

What should be the very first consideration of every employee relocation letter is instead often an afterthought--when it's even a thought at all! Typically, most of these letters are most concerned with employee relocation assistance, the different responsibilities or conditions of the employee's job in the new location, and maybe a bit of a pep-talk as an add-on.

While the employee relocation is being done for the good of your business, it's still your employee who should come first in the relocation letter. That's why it's important to mention the benefits of the relocation, as they apply to the individual employee, as soon as you can in your letter.

(The very first thing you should do, however, is remind him or her of the conversation that recently took place about his or her relocation. This letter should never be the first your employee hears of the move!)

These few minutes of consideration can pay off big in the long run: every bit of individualized attention you give your relocating employee now will make a bigger impact than it would under more normal circumstances. This translates into increased loyalty and productivity for your company.

2. Know Your Employee's New Duties, Responsibilities, or Changed Position

If your employee's responsibilities or job function will change at all, these changes should be detailed in the relocation letter. You'll need information concerning:

    • The employee's new position or title
    • New or added duties and responsibilities
    • Duties the employee will no longer be responsible for
    • New salary or increased benefits, if applicable

3. Know Your Employee Relocation Package

Your employee relocation letter should also outline the assistance package your employee will be provided with. This should include:

    • Assistance directly provided or paid for by you, the employer
    • Information on how to submit claims for reimbursement
    • Information concerning housing assistance in the new location
    • Offers for employee home sale assistance in the current location

Of course, you don't have to put this package together yourself. You can (and probably should) save money in the long run, while investing in your employee's productivity, by hiring out a managed solution by an experienced employee relocation company.

The Importance of an Employee Relocation Letter

  
  
  

Holding someone’s future in your hands is a serious matter. When you hand an employee relocation letter to someone, it may hit him or her like a ton of bricks. ... Or be a joyful moment that is cause for celebration. This largely depends on your company’s approach.

According to most psychologists, a move is one of the most stressful events in a person’s life—a major life event. You never want the employee relocation letter to be the first time that the employee has heard of their move. The employee should already know that this is a possibility. When you issue the letter, counseling before and after the letter are obligatory.

To put this in perspective, picture yourself as a child. One day your parents hand you a letter. It tells you to pack up everything and say goodbye to your friends with little to no warning. You may react to this with fear or shock. You may feel insulted or indignant, even though the new town and new school are much nicer, and have great new friends. The out-of-the-blue approach goes over like a lead balloon.

Employee Relocation as an Exciting Opportunity for Growth

Employee relocation is an exciting opportunity to welcome change. Your offer for relocation shows that you are willing to make an investment in your employee; that you see him or her as an integral part of your growth and success of the company. The employee relocation letter will talk about the tangible details to follow.

You want your employee relocation letter to be straightforward and in plain English. At the same time, your letter needs to take into consideration the unique financial considerations of the employee. Before presenting the letter, start with a customized analysis of your employee’s situation.

The employee should never be asked to go through this stressful situation and then have to absorb a negative cash flow, too. This is why a careful analysis beforehand is imperative.

Employee Relocation Analysis

If the individual is moving to an area with a higher cost of living, the analysis and compensation should reflect this. Just as moving to an area with a lower cost of living should plainly show how your employee benefits due to lowered living expenses. Your analysis should review property taxes, spousal income and after-tax cash flow.


The letter should include the terms of the transfer, one-time reimbursements for the move, any bonuses they may receive for the move, and any new responsibilities and promotions. Some letters of relocation may act as a starting point of negotiation while others will finely detail any discussions beforehand.

An exceptional employee relocation letter should be surrounded by an experience that is so compelling that the future will be happy and productive for all involved parties.

12 Key Points in an Employee Transfer Letter

  
  
  

Employee Transfer Letters are given to employees who are being transferred to a different branch, department or location of their employer. The reasons for these letters' existence is more than just common professional courtesy. Transfer letters provide employee and employer the "ground rules" of the transfer.

Foundation for Transfer Letters

The purpose and reasons for issuing transfer letters is central to successful intra-company moves. Among the motivation and goals of these documents are the following -

  • Create a written record of the employee's transfer for the individual's personnel file..
  • Provide evidence that the transferee's compensation account follows the employee accurately.
  • Track the personnel in each department; observers can have a correct "head count" for staffing purposes.

Whether the transfer is employer-generated or a mutual agreement between employer and employee, the transfer letter offers visible, physical evidence of the move from one office or department to another. Since these documents are internal, they should be brief, to the point and devoid of legalese. Transfer letters should still contain pertinent information.

Transfer Letter Checklist
Consider the following items as a guide to create appropriate transfer letters.

  1. The employee's full name and current address, with accurate contact information.
  2. Name of the department from which the employee is transferring.
  3. Name of the department to which the individual is moving.
  4. The exact effective date the transfer will take place.
  5. The name of the supervisor in the new department to whom the transferee will report.
  6. The creation or issue date of the transfer letter.
  7. Note perks or benefits, if any, the employee is to receive as a result of the transfer.
  8. Closely proofread the letter to eliminate any grammatical mistakes before issuing the document.
  9. Identify the reason for the transfer.
  10. State the official start date in the new department, if the date is different from the effective date of the transfer.
  11. Use a standard letter format or a memo format, whichever type is consistent with prior transfer letters given to other transferees.
  12. Be sure the letter or memo has the original signature of the appropriate person authorizing the transfer.

Along with the ability to use the format of your choice, it is not necessary to note whether the transfer is voluntary or involuntary. However, if there is a change in title or responsibilities, these items are material and may be described. While there is no mandate that this information be included in transfer letters, changes in titles and duties should be written on some physical document for inclusion in the employee's personnel file.

Should the employer commit to monetary support for the transferee, it should be described in the company relocation policy. If "special" support is part of the transfer, the letter could note this fact, although the details are not necessary in this document.

The most vital feature of transfer letters is their clarity. They should be straightforward and direct. The employee and authorized personnel, who may view the letter in the future, deserve this clarity to avoid misunderstandings or confusion that might be experienced by either party.

How to Write a Relocating Employee Transfer Letter

  
  
  

Your human resources staff may have to fill out an employee transfer form or, in lieu of that, write an employee transfer letter. While the main goal of this letter is to inform a relocating employee of the terms of a transfer, it should never be the first communication about relocation. 

When to Send an Employee Transfer Letter

An employee transfer letter and any accompanying employee transfer forms should follow a face-to-face conversation about the relocation. The employee transfer letter may inform the employee of the terms of the transfer, any reimbursements they can expect, or any bonuses they might receive as a result of accepting the transfer. It may be a starting point for negotiating an equitable relocation package, or it could reiterate details already agreed upon between the employee and the HR staff or the relocation company handling such details. 

This important business correspondence should make a relocating employee feel good about the upcoming move and valued in the company. This can help get the relocation process off to a good start, contributing to a low-stress relocation. 

 An employee transfer letter should: 

  • Be straightforward 
  • Be easy-to-read and understand 
  • Outline all the details your employee will want to know, in plain English 
  • Be inspirational, to a degree, where it gets your employee excited by the prospects of the move 

In addition to including specific details about the relocation—the where and the when—it should also include:  

  • Job duties of the relocating employee, if they will differ in the new location 
  • Salary in the new location, along with any relocation incentives offered 
  • Information about home sale and purchase assistance 
  • Information about reimbursement packages and what moving costs will be covered by the company 

 

When you enlist the help of a full-service corporate relocation company like CapRelo, we can assist your HR department with employee transfer forms, employee transfer letters, and other paperwork that is part of a smooth relocation process.

 

 

 

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