Published on March 21, 2011

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.