CapRelo Blog

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

Employee Transfer Letter Basics: What You Need To Know

Posted by Amy Mergler on Tue, Sep 20, 2016

right_relocation_firm_with_personalized_customer_service.jpgAn 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. 

Learn more about writing employee transfer letters with our free guide.

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. 

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Topics: employee transfer, writing relocation offer letter

Employees Are Willing to Relocate for a Dream Job

Posted by Shirien Elamawy on Tue, Mar 17, 2015

This way to your dream job

Why employees want to relocate

According to a study by the job website Monster, three-quarters of international workers, including about 48 percent of American respondents, were agreeable to being transferred if the “job of their dreams” was involved. While 23 percent wouldn’t accept a transfer for any reason, 32 percent of respondents would even be willing to move halfway around the world.

Find out more about developing relocation policies with our free guide. 

A breakdown of respondents from another study showed that 77 percent of workers who transferred during the previous year were pleased with the move, reporting benefits that include making a fresh start (30 percent), new experiences unavailable elsewhere (29 percent,) and higher earnings (27 percent).

Millennials making changes

Younger workers (dubbed "Millennials”) who are beginning their careers are more adventurous, flexible, and open to living and working in new locales and often see it as a necessary requirement for career promotions and development.

Millennials tend to be renters; therefore the relocation packages are less expensive than that of traditional expats.

Savvy organizations know that it’s important to get the ‘new hires’ off to a good start if a transfer is in the immediate offering, as this will color their experience with that company. As a result, many companies hiring younger workers are turning to offering less traditional, more flexible benefits packages for the newly hired transferees.

I win, you win

The flexible concept is working well for other transferees higher on the job ladder, as are tiered plans that offer fair relocation packages to employees at all levels. Twelve percent of companies surveyed in a 2013 employee mobility study, offer plans with basic or core benefits, covering final move costs, temporary housing, and house-hunting, with additional benefits – such as guaranteed home purchases or miscellaneous expenses – offered cafeteria-style as the transferee desires.

While the US economy is gradually improving, job markets in many areas are still extremely competitive, making the idea of looking elsewhere for work more attractive than ever. As a result, 44 percent of American workers indicated a willingness to relocate if the right job opportunity came along, according to a Career Builder study. In fact, 20 percent of workers who were laid off during the previous 12 months found new employment after relocating to a new state or city, according to the study.

On the flip side, there are also many employers who are willing to bring needed talent to their location, with 32 percent willing to pay relocation costs. Another 19 percent were willing to offer a smaller salary during the first year for a relocation signing bonus.

And the winner is...

The most popular city cited by potential transferees is London, followed by New York City, according to a recent survey by the Boston Consulting Group and The Network, a recruiting group participating in the study. Both cities offer a large foreign-born population (about 3 million each), and are both flourishing business centers.

Overall, though, the USA is still considered by workers worldwide, including those from developed economies, to be the most desirable country to relocate for work.

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Topics: employee retention, relocating employees, employee transfer, talent management

[Video] Writing Effective Employee Relocation Letters: 3 Tips

Posted by Brian D'Orazio on Tue, Feb 04, 2014

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."

Topics: employee retention, Relocation Services, employee transfer, writing relocation offer letter, talent management

3 Tips for Selling Relocation to Your Employees

Posted by Tamara Bianchi on Thu, Jan 03, 2013

tiered_relocation_agreementsIt's rarely an easy task to convince your employees to relocate—even when the advantages seem obvious to you. Whether you're opening a new office, staffing a remote location, or moving your entire company, relocation can be a tough sell to even the most loyal of employees.

That doesn't mean it's impossible, however. And offering an increase of salary or benefits isn't the only leverage you have (although it is as powerful as ever). Here are three ways to convince your employees that relocation is the right move for them.

Find out more about devloping relocation policies with our free guide.

1. Validate Employee Concerns

This is the step that most relocation consultants fail to teach you. Listening to your employees' concerns about relocation should be the first thing you do after you bring the subject up--even before you sell them on all the benefits of moving.

That doesn't mean you have to agree with them. It does mean that you should listen to their concerns without saying the equivalent of, "Yes, but that won't matter once you understand the benefits," in your reply.

Let your employees know that it's a tough decision and a tough process; also let them know that it is a decision well worth making!

You'll find that they'll make the decision you want them to make, more easily and more quickly, if you first listen to their fears and concerns--and don't try and write off those fears and concerns.

2. Offer Equity in Your Company

Offering stock or other equity in your business can give you a lot of leverage when you want to convince your employees to relocate. In fact, equity is a great incentive for your employees to work harder and stay with your company longer.

Some owners and board members of non-publicly traded companies object to this on the principal that they don't want the employees making executive-level decisions for the company--something that can happen when employees own enough voting shares.

The easiest way around this is to offer non-voting shares to your employees. That way, they share in the profits (and are encouraged to work hard for your company) while you keep control of your business.

3. Offer a Pay Raise

Salary is a vital issue when it comes to employee relocation. A pay raise is the top incentive you can offer to any employee to relocate! The pay raise doesn't necessarily have to be substantial--although that can certainly be persuasive.

Since salary is typically the number one motivator of all employee motivators, it will have the most leverage when you want to convince your employees to relocate. At the very least, you shouldn't offer to cut their salary if they move!

Believe it or not, that's not as uncommon as you may think. After all, when an employee is moved from a location with a high cost of living (Boston, MA, for example) to a place with a much lower cost of living (Heavener, OK), a small pay cut can actually represent a substantial raise, once the cost of living is factored in.

Chances are, your employees won't see it this way. Even if they understand it intellectually, their gut feeling will pay more attention to the threat of a smaller number on their paycheck.

So when you can, offer a raise to encourage your employees to move. This will make it easier to talk them into relocating. And it will strengthen their loyalty to your company as well!

Free eBook:  A Guide to Developing  Relocation Policies

Topics: relocation packages, relocating employees, employee transfer

The Proper Way to Move Pets: Tips for Your Dog and Cat Owners

Posted by Tamara Bianchi on Thu, Nov 29, 2012

A pet carrier may be the best solution for car rides, but if you’re moving a pet over long distances, you’ll have to look into other options. Pet owners relocating should first consider whether their dog or cat will be moved by land or air.

Tips for Driving with Pets

If the entire family is moving by car, you may bring Fido or Fluffy along for the ride, whether it's a trip across the state or across the country.

If you're driving a long distance with pets, make sure to get a pet carrier large enough that your dog or cat can stand up, lie down and turn around comfortably. The bottom should be lined with layers of absorbent material. Carry your pet, inside the carrier, within the vehicle, not in the trunk or cargo area. (The exception would be an SUV, where you can access the cargo space from inside the vehicle.) If you're not keeping your dog or cat in a carrier for the trip, make sure to lock all windows so your pet can't jump out of the moving vehicle. To prepare, take your pet on shorter trips to get him accustomed to the car before your move. If your pet is prone to motion sickness, talk to your vet about medication.

Plan on frequent stops when you're traveling with a dog or cat. Make sure your pet has a collar with a tag bearing your name and cell phone number in case he's lost in a rest area. Indoor cats may be reluctant to relieve themselves outside. Consider carrying a small tray and bag of kitty litter that you can fill and empty at the rest stop. Before you stop, make sure the rest area permits pets and find out whether or not dogs must be kept on a leash.

If you're planning an overnight stay en route, don't leave it to chance; make a hotel reservation in advance at an establishment that permits pets.

Tips for Flying with Pets

Flying with pets adds a host of additional costs and considerations. It's definitely cheaper to drive with a pet; you use the same amount of gas whether your dog or cat is with you or not. However, the hassles of driving long distance with a pet may outweigh the cost of a plane ticket. You can choose to drive and book a flight for your pet, or bring your pet on the plane with you.

Some airlines allow smaller pets in the cabin; cats and small dogs can fly with you if they fit in a carrier that slides under your seat. Other pets will fly in the cargo area of the plane. All carriers must be USDA (Department of Agriculture) and TSA-approved for flight.

As with moving by car, make sure your pet has a collar and ID tag. The carrier should not be locked, as airplane staff needs to have access to your pet.

Before You Move

Whether you fly or drive, find out what paperwork and licensing your pet will need in your new location. Some places may require:

  • Dog licenses
  • Proof of rabies shots (for dogs and cats)
  • Health certificates less than 10 days old, with inoculation records

Wherever we go, our furry friends go, too. Owning pets is shown to reduce stress, making them the perfect moving partners. Moving with pets is not easy, but it's worth it.


My Move logoToday's post is courtesy of MyMove.com, the resource for stress-free moving, which offers free checklists, reminders, tools, inside tips and deals to the 40 million people who move each year in the U.S. Visit MyMove.com today for help with your move.

Topics: Family Relocation, employee transfer

The Importance of an Employee Relocation Letter

Posted by Chris Finckel on Tue, Nov 06, 2012

envelope.jpgHolding 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.

Learn more about how to write an effective employee relocation letter in our free article.

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.

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Topics: Home Selling and Purchase Assistance, employee transfer, writing relocation offer letter

Who Are Home Buyers Today?

Posted by Tamara Bianchi on Tue, Aug 28, 2012

Each year, the National Association of REALTORS® Profile of Home Buyers and Sellers survey provides the latest demographics, preferences and experiences of recent home buyers and sellers. Highlights from the 2011 Characteristics of Home Buyers[1] can help you see the challenges your relocating employees face in the real estate market:

  • First-time home buyers make up 37% of the market, a drop from 50% in 2010.
  • Typical home buyers are 45 years old, a jump from 39 years old in 2010.
  • The 2010 median household income of buyers was $80,900. The median income was $62,400 among first time buyers and $96,600 among repeat buyers.
  • Married couples accounted for 64% of recent home buyers - the highest share since 2001. Eighteen percent of recent home buyers were single females - the lowest share since 2004.
  • Most home buyers searched for 12 weeks and viewed 12 homes before purchasing.
  • The typical For Sale by Owner home sold for $150,000 compared to $215,000 among agent-assisted home sales.
  • About half of home sellers traded up to a larger sized and higher priced home and 60% purchased a newer home.
  • Sixty one percent of recent sellers reported they reduced their asking price at least once and sold their homes for 95% of the listing price.

[1] National Association of REALTORS®, Economists' Outlook BLOG, July 11, 2012

Topics: employee retention, Home Buyers, employee transfer, talent management

Taking the Stress Out of a Group Move

Posted by George Herriage on Tue, May 15, 2012

The challenge companies face is how to successfully move the business, while being able to maintain a continual level of business operations. If you are not able to maintain the same level of business that you are used to, you are going to lose revenue and potential customers. It's imperative to approach the group move the same way you would handle any other business decision, but with a relocation program it can be easier than ever before.

Defining the Objectives

It's hard to imagine a relocation being 'stress-free,' and it's inevitable that you're going to go through several phases of relocation that will pose a number of challenges and obstacles. You need to utilize the resources available in order to make everything go as smoothly as possible. Here are the critical steps that can be implemented through CapRelo for an office relocation.

  • Diagnose the current plans for the relocation process.
  • Make sure the policy is in line with the corporation’s goals and culture.
  • Make sure that the productivity of employees is not affected during the move.
  • Handle the logistics for the move in a low-stress manner.
  • Take the results and measure them to see how everything was handled.
  • Go through the process and make any adjustments for the next possible move.

Low Stress Relocation

There are three key stages for implementing the most stress-free move possible within your organization.

1. Planning. During this phase you will set out objectives for the move, as well as create the policies for the relocation and the packages that are going to help you achieve them. This involves some pretty heavy lifting: engaging the right suppliers, such as real estate agents and movers, creating policies, etc.

2. Execution. You don't want employee productivity to be affected by the office relocation. You want to manage the move appropriately and keep everything on time and within budget. This involves paying serious attention to communication and management--otherwise your relocated employees may feel like they've been left to fare on their own in the process. They have concerns about their goods being transported, their family being comfortable, and getting safely from one location to the next. Keeping in touch regularly and giving employees immediate attention keeps a situation from becoming a full-blown emergency.

3. Refinement. The move is complete. You can take surveys, polls or have face-to-face meetings to make sure your employees are situated and back to business as usual. Going over the relocation process in detail and getting insights from employees will strengthen morale and give you a better idea of what aspects could use improvement, if the company has the need for relocation in the future. It'll also help keep your company culture in tact by promoting discussion and feedback.

Free eBook:  A Guide to Developing  Relocation Policies

Topics: group move, Buyer Value Option, employee transfer

What if a Pay Cut is in Order During A Relocation?

Posted by Joseph Torres on Tue, Feb 07, 2012

In rare cases, when an employee relocates, market conditions and cost-of-living in the new location warrant a pay cut. This may be necessary to keep the transferred employees' salary in line with existing employees at the location, to avoid legal and ethical issues, and to maintain company morale.

What happens if a pay cut is necessary during a relocation?If the amount of pay cut would be very small, it's better to keep employees at the current rate of pay. You may also consider freezing the individual's salary until market conditions and/or performance show a raise is warranted.

But, if a pay cut is necessary, there are ways to soften the blow with a generous relocation assistance package.

Follow These Steps to Ensure Employee Satisfaction

When breaking the news of a pay cut to transferred employees during relocation assistance package negotiations, follow these steps to ensure employee satisfaction after the relocation.

  • Explain your reasons carefully, sharing market rates, CPI, and any other figures that factored into your decision.
  • Work out a time frame to renegotiate salary.
  • Point out the intangible benefits to the relocation, including lower cost-of-living, larger home, or cultural benefits, such as being close to museums, the arts or good schools
  • Point out work-related benefits to the relocation, such as increased opportunities and room for advancement
  • Offer relocation incentives or retention bonuses as part of relocation assistance packages
  • Offer tax gross up in your relocation assistance packages
  • Offer loss-of-sale benefits on a home as part of relocation assistance packages

Creative relocation assistance packages can make many employees feel better about a move, even if the move requires a pay cut or pay freeze.

A Guide to  Relocation Costs

 

Topics: Corporate Relocation Costs, employee relocation expenses, Buyer Value Option, employee transfer

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