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12 Key Points in an Employee Transfer Letter

Posted by CapRelo on Fri, Sep 15, 2017

Employee Transfer Paperwork

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

Learn more about how to write an employee transfer letter with our free article.

Foundation for Transfer Letters

The purpose and reasons for issuing transfer letters is central to successful employee relocations. Among the motivation and goals of these documents are the following: 

  • Create a written record of the employee's transfer for the personnel file.
  • Provide evidence that the employee's compensation account follows the employee accurately.
  • Track the personnel in each department to ensure 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 department or location to another

Transfer Letter Checklist

Consider the following items as a template from which to create appropriate transfer letters.

  1. The employee's full name and current address, with accurate contact information.
  2. Identify the reason for the transfer
  3. Name of the department or location from which the employee is transferring.
  4. Name of the department or location to which the individual is moving.
  5. The exact effective date the transfer will take place
  6. State the official start date in the new location, if the date is different from the effective date of the transfer
  7. The name of the supervisor in the new department to whom the transferee will report.
  8. The creation or issue date of the transfer letter.
  9. Note the details of the position in the new location, including any bonuses the employee is to receive as a result of the transfer.
  10. Use a standard letter or memo format, whichever is consistent with previous transfer letters issued by the employer.
  11. Closely proofread the letter to ensure accuracy.
  12. Ensure the letter or memo has the original signature of the appropriate person authorizing the transfer.

If there is a change in title or responsibilities, details about those changes may be described. Additionally, changes in titles and duties should be documented for inclusion in the employee's personnel file. The letter should refer to the the company's relocation policy and summary the portions of the policy applicable to the employee. 

The most vital feature of transfer letters is their clarity. They should be straightforward and direct. This will avoid misunderstandings or confusion regarding the transfer.

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Topics: employee transfer, writing relocation offer letter, employee relocation

How To Determine Fair Tiered Relocation Packages

Posted by CapRelo on Thu, Jul 13, 2017


Companies offer relocation packages to their employees in tiers to help control relocation costs. Tiered packages are often established to address a variety of complex issues, but essentially it means that what is offered to one employee may not be offered to another. A company trying to retain existing employees or attract prospective talent may find they are able to offer more attractive packages using a tiered program. Determining a fair tiered policy is often merely a matter of weighing certain criteria against its value for the company.

You can learn how to save time and money using tiered relocation packages in our free guide.

Assign by Position and Experience

High-level services are usually considered much more valuable within a company than those functions carried out in lower level positions, which require fewer responsibilities and little need for certain skills sets. For this reason, employees who have reached certain levels in the company (professional, manager or executive level, for example) may be seen as more valuable within the organization and may be offered more robust relocation packages than others.

Examine Existing Living Status

Sometimes, an employee’s homeowner status could be one of the key factors in whether they are offered a higher or lower tier of relocation package. Employees who own homes may need to be offered additional benefits, especially when considering the complexities inherent in having to sell or rent their homes to relocate. Likewise, a company may determine that an employee who rents a residence will need less assistance and will have fewer difficulties moving.

Another factor that may be considered is if employees have families, in particular those with young children who might be more resistant to relocation than single employees. Offering employees with families a more attractive relocation package might help them overcome both practical and psychological barriers to moving.

Corporate policy and culture should always factor heavily into decisions that determine the features offered in tiered relocation packages. For some companies, financial factors may be the bottom line. Other companies may place higher value in employee morale, or in their public perception as an “employee corporation.” Senior management and Human Resources should therefore work hand in hand with the finance department to establish specific criteria when determining the features offer in tiered relocation packages.

Save Time & Money Using Tiered Relocation Packages


Topics: Tiered relocation packages, attracting new hires

Avoiding Employee Turnover After A Relocation

Posted by CapRelo on Wed, Mar 26, 2014

Please enjoy our video, "How To Avoid Employee Turnover After A Relocation - CapRelo."



Topics: employee retention, employee relocation concerns, talent management

Important Features of a Home-Finding Trip

Posted by CapRelo on Tue, Aug 20, 2013

istock_000010968215large-resized-600Competitive relocation policies should include components related to finding a home in the new location.  One such benefit is to offer one or two home finding trips to the destination location.  There are several additional provisions that are considered competitive components.

Our free article provides additional information on real estate considerations for your relocation policy.

House-Finding Trip Provisions

Locating an appropriate home in an unfamiliar new location is a major transferee concern. Whether they are homeowners or renters, relocating employees need assistance when moving. In addition to setting reasonable parameters and time periods for each trip, among the most valuable home-finding trip policy features are:

  • Airfare or mileage reimbursement.
    Depending on the distance of the destination location from the current workplace, transferees and their spouses may prefer to drive or need to travel by commercial airlines.

  • Lodging.
    Describe (or name) acceptable hotels and maximum nights that your company will permit. This is another competitive feature that permits you to exercise cost control, while clearly defining your reimbursement policy.

  • Rental car.
    Transferees need flexible transportation for visiting homes in the new location. Unless employees are relocating to the center of a major city, such as New York, where taxi-fee reimbursement may be a better option, providing a rental car for viewing houses is an important feature.

  • Daily meals allowance.
    Set reasonable per diem meal allowances, capped depending on the parameters of your house hunting policy features. For example, do you permit transferee only, transferee and spouse or transferee and family home-finding trip reimbursement? Defining your daily allowance per person should eliminate confusion or uncertainty.

  • Expert assistance from a real estate agent.
    Be sure to partner with a local or national real estate firm with at least one available agent who has proven experience in relocation house hunting necessities and time constraints. Transferees will maximize their home-finding time, while employers control costs and get the results they want.

These house hunting trip features, accompanied by logical, reasonable and equitable reimbursement maximums, accomplish at least two important goals.

  1. You will offer a competitive corporate relocation program that helps you control most home hunting trip expenses.
  2. Your transferees will endure less uncertainty, stress and concern with finding an appropriate home in the destination location.

Compare your home-finding policy benefits with competing companies’ policies.  Be prepared to modify your policy to keep your relocation program competitive in your industry.

When you combine consistency of application with flexibility to modify policies when necessary, your relocation program will produce the desired results. Surprises faced by employers or transferees are unwelcome events. Minimizing uncertainty and confusion with house hunting trips delivers rewards to employers and transferees alike, while ensuring a smooth, cost-controlled relocation experience.

Free Article:  A Guide to Developing  Relocation Policies

Topics: Corporate Relocation Costs, House Hunting Trips

Have You Met Carol Blair?

Posted by CapRelo on Wed, Jun 06, 2012

Editor’s note: We believe the success of CapRelo can be credited to our incredible team. Over the next few months we will introduce some members of our team. Today, we would like to introduce Carol Blair.

Carol Blair, Senior Relocation Consultant

Carol Blair, Senior Relocation Consultant, is affectionately known as “The Gatekeeper” after 15 years at our Bentonville, Arkansas office. She is responsible for reviewing all authorizations, uploading all pertinent information into CapViews™, and assigning a dedicated consultant to assist a relocating employee (also known as the transferee), which is all part of a Low Stress Relocation.

Carol says the most important thing she has learned throughout her time at CapRelo is recognizing that everyone is part of a team. To her, one of the perks of her job is getting to work with the different people within different Human Resources departments, and working on employee relocations. The daily interactions put a smile on her face and make her job enjoyable.

Carol maintains an even balance between being a relocation expert and her personal life. While she enjoys spending time outdoors gardening and doing yard work, her true love is reading, writing, and editing. She is a self-professed wordsmith and enjoys putting her literary talents to good use.

After 14 years of firsthand experience and willingness to continue learning and growing, Carol will do everything to make sure the relocation is as stress free as possible.

Topics: corporate relocation program, CapRelo Employees

Making Employee Relocation Desirable in a Down Real Estate Market

Posted by CapRelo on Mon, May 09, 2011

Fewer employees are willing to relocate for either a new or current job. That's not surprising in today's real estate market, where a home sale often means taking a large loss, or leaving the closing table without enough for a new home purchase.

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However, there are several ways companies can make employee relocation desirable, even with the added stress of selling a home in today's market. Here are three ways to help with home sales during employee relocation—and none of them involve your buying the employee's home or other large capital investments.  

  1. Rely on a relocation company with the right industry connections. When you're shopping for a relocation company, look for one with non-exclusive supply chain partners that know your region. Your relocation company should work with real estate agents who know how to negotiate the highest sale price for a home and home staging services that know the changes to make to a property to encourage a quick sale. You'd be amazed at the difference it makes in employee satisfaction and getting the optimum selling price quickly.

  2. Implement quick sale bonuses designed to take relocating employees out of the “I can't sell my home,” mentality and into a state of mind where they know they have the support to sell their home quickly. Again, it comes back to effective, non-exclusive supply chain partners that know the market.

  3. Low-priced, high-quality temporary living choices. Sometimes, a home just won't sell as quickly as you and your relocating employee needs it to. In this case, temporary living and flexible working hours that will permit the relocating employee to return home as necessary will help ease the transition during employee relocation.

Topics: Home Selling and Purchase Assistance

Expert Tips for Structuring Relocation Packages

Posted by CapRelo on Thu, Mar 10, 2011

Are you opening new offices? Is your HR staff debating the pros and cons of recruiting new talent in the region of your new facility vs. relocating trained, experienced staff from your current location? The question of whether it's cheaper to recruit new talent or relocate existing staff is one you should keep in mind when setting your employee relocation policy and when structuring relocation packages. 

An Employee Relocation Policy Helps When Structuring Relocation Packages

A strong employee relocation policy, devised through the use of CapRelo’s Low-Stress Relocation Process, provides benchmarks for costs and expectations. With standards and best practices in place, structuring relocation packages is much easier. You'll have policies in place so you'll know how much relocation should cost each time.

Of course, a good employee relocation policy also has room for flexibility when it comes to individual cases. This is where skill in restructuring relocation packages comes in handy.  

Better to Keep Your Existing Employees? 

The key question to keep in mind when structuring relocation packages is: “How much is it worth to keep this employee?” Consider the value specific employees add to the company, their level of experience, and how easy the employees would be to replace. 

When considering hiring new employees already local to the area, some of the costs involved include: 

  • Hiring (including advertising, interviews, and assessments) 
  • Training (including time and personnel required for training) 
  • Learning curve before the new employee becomes as proficient as seasoned employees 
  • Risk that you won't retain new employees 

When you relocate current employees, you'll still face some loss in productivity during the move, and the risk that you won't retain employees in the new location. But you won't have concerns about proficiency or employees assimilating the company culture. But a stress free relocation process can contribute to a faster return to full productivity and better employee retention after relocation.

Topics: relocation packages, Low-Stress Relocation, Home Selling and Purchase Assistance, executive relocation package

Five Ways to Stay Green with Corporate Relocation Services

Posted by CapRelo on Mon, Feb 28, 2011

Maybe you've taken measures, such as switching to energy-efficient lightbulbs, changing over your corporate fleet of cars to hybrids, or using both sides of office paper (and then recycling paper when you're done.) Maybe you're more conscientious of which documents you print and what you keep in digital format.

Relocating your company is yet another opportunity to keep environmentally friendly practices in mind. Here are some easy suggestions you can employ before, during and after your move to stay green.

Energy Use and Your Relocation Services 

  • Your relocation services provider can help you find a building with alternative energy systems in place.

  • If you're building new construction, keep in mind that south-facing buildings receive more of the benefits of the Southern sun in the winter, while avoiding some of the hot mid-day sun from the West during the summer.

  • Remind employees they can get a tax credit for upgrading the appliances in their new home to EnergyStar-rated appliances. Your relocation services company can help create a package where relocation benefits cover a percentage of the purchase price for new EnergyStar appliances.

Paperwork and Materials and Your Relocation

  • Use boxes and packing materials that have been re-used -- and recycle or re-use them again when you're done. You can obtain boxes from places like liquor stores, local businesses and services like Freecycle. Your relocation services provider should hire household goods movers who use green practices, too.

  • Reduce paperwork by tracking expenses and relocation services online.

Real Estate and Green Practices

  • Work with certified Ecobrokers, as outlined in this article from Mobility magazine.

  • Offer incentives for employees who select homes with alternative energy systems, energy efficient appliances or other green practices in place. Look for houses and businesses facing South. Owners of EnergyStar-certified homes can save up to 30% on their utility bills.

  • Select new home locations that reduce employee's commutes to the new offices.

Topics: green business, Relocation Services

Do Your Employee Loss-on-Sale Relocation Policies Need a Second Look?

Posted by CapRelo on Thu, Dec 23, 2010

Relocation Policies

The fear of losing money on a home sale is one of the key factors that keeps employees from wanting to relocate. It's a valid fear in today's market, especially if employees homes are already “under water” (that is, they owe more on the mortgage than the home is worth) due to increased interest rates, second mortgages or home equity lines of credit.

One way corporations are making the decision to relocate easier for homeowners is with loss-on-sale policies that help employees recoup some of the financial loss they may face when they sell their current home. If your company doesn't have any loss-on-sale relocation policies -- or if you have one that hasn't been effective in increasing your workforce mobility, it may be time to give your employee loss-on-sale relocation policies a second look.

According to a survey completed by ERC, 46% of companies have a loss-on-sale policy in place. Another 18% deal with loss-on-sale on a case-by-case basis.

Loss-on-sale policies can add as much as 33% to a company's relocation costs. But not having such a policy can make employee relocation difficult, if not impossible in some cases. The most successful loss-on-sale relocation policies share financial responsibility with the seller in a way both parties find equitable.

Capital Relocation Services has been successfully implementing consistent and equitable loss on sale relocation policies for its clients since the start of the real estate crisis, and will help your company keep from reinventing the wheel each time you deal with an employee with a home that faces a loss-on-sale.

Topics: workforce mobility, Corporate Relocation Costs, loss-on-sale relocation policy

4 Ways to Improve Retention with a Better Employee Relocation Policy

Posted by CapRelo on Wed, Nov 24, 2010

When employees sell their home, pack up their belongings, and move their family across the state, across the country, or even across the world in the case of an international relocation, you think that shows a level of commitment. You may think those employees are in it for the long haul. But that's just not true. Employee retention percentages often drop after a relocation, especially if the relocation process is not as stress free as possible.

There are ways you can protect your investment in your relocating employees when you take the risk of a generous employee relocation policy. Your employee relocation policy may include “loss-on-sale” provisions when an employee sells a home, down payment assistance to purchase a new home, and all the usual costs associated with relocation. Here are some ways to improve employee retention:

  1. Setting “repayment policies” as part of your employee relocation policy, which mandates your employees to pay back all or part of the relocation costs if they leave the company within a specified time frame, can improve employee retention.
  2. Careful employee screening prior to relocation can gauge your employee's commitment to success in the new location.
  3. Trips to the destination city for the employee and family members can help determine if the employee will be a good fit in the new location.
  4. A low stress employee relocation policy is yet another way to show your commitment to your employees. If you do everything you can to make sure the relocation process stays relatively stress free -- including hiring a relocation management company to help you with the relocation process -- you're indicating to your employees that they can expect the same level of consideration moving forward with your company.

Topics: employee retention, Home Selling and Purchase Assistance, international relocation services, relocation management company, loss-on-sale relocation policy

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