An employee transfer letter should have two main goals: to inform the relocating employee of the terms of their transfer, and to motivate your employee to develop positive feelings about the new position and location. However, it should never be the first communication about relocation. You should prepare and send an employee transfer letter after a face-to-face conversation with your employee about the relocation.
Employee Transfer Letter Basics
As you prepare the transfer letter, keep in mind your two main goals. The letter should provide the employee with the details of the transfer, any reimbursements they can expect or any bonuses they might receive as a result of accepting the transfer, but it should also make the employee feel good about the upcoming move and valued within the company. This can help start the transfer process on the right foot toward a low-stress relocation.
An employee transfer letter should:
- Be straightforward and easy to read and understand.
- Outline all the details your employee will want to know.
- Encourage your employee's interest in and excitement for the move.
The transfer letter will provide details regarding the "where and when" of the transfer, but should also include the following:
- New job title, if applicable
- The job duties and responsibilities in the new location, listing any new or additional duties and highlighting any duties the employee is no longer responsible for
- Compensation and benefits in the new location, if there are changes
- Any relocation incentives offered
- Information about moving costs that will be covered by the company and details about reimbursement packages and procedures
- Details on relocation package features, such as home sale and purchase assistance
Including this information in your employee transfer letter will provide a positive message to the employee about accepting the transfer and will also ensure your transferee understands the terms of the relocation and eliminate any potential misunderstanding.