When writing an effective employee relocation offer letter it’s important that you frame your offer in a manner that results in the highest rate of acceptance. Here we outline steps to help you write a great relocation offer letter.
Start with a Recap
Relocation offer letters are sent to employees who have already had a face to face discussion about the opportunity with their managers. When writing a relocation offer letter, it’s important to begin with a quick recap of that conversation. This serves not only as a reminder of the previous discussion, but also as a means of connecting with the employee on a personal level that will leave them feeling greatly valued.
In order for an employee to accept a relocation offer, they have to know the pros outweigh the cons. Emphasizing the benefits of relocation - including salary increases and the professional learning opportunities they’ll receive as a result - helps the employee recognize the potential long term value of accepting relocation.
Provide a Summary of the New Position
As a rule of thumb, every employee relocation offer letter should include a summary of the position the employee is being offered. This includes their official new job title, their job duties, the name of the person they’ll be reporting to, the proposed transfer effective date, and any offered financial incentives such as salary increases or bonuses.
Address Key Concerns
Once you’ve provided a recap of the benefits the employee receives by relocating, it’s time to address their next logical question: How will a move impact my daily life? You can effectively nip any objections in the bud by providing information about how your company’s relocation policy covers the following four most frequently raised concerns.
- Relocation Expenses. It’s important for the employee to know how much of the bill he or she will be required to shoulder for their relocation. In this section of the letter, briefly describe what expenses the company will pay for, what expenses will be reimbursed, and what expenses the employee will be responsible for.
- Moving Household Goods. This is a potentially costly concern that should be addressed in detail by providing the employee with information on how much the company will pay to move their belongings from origin to destination, what they will be responsible for paying, and any restrictions or limitations to the policy.
- Home Marketing Assistance. If your company offers relocating employees assistance in putting their home up for sale or for rent, this should also be addressed.
- Home Finding Assistance. Provide information on any help the employee can expect to receive with respect to temporary living provisions, house hunting services, access to real estate agencies, and other general orientation assistance.