If you want to write an effective employee relocation letter that invigorates your employee about their new position and makes the transition easier on everyone involved, there are certain key pieces of information you should have first.
Fortunately, you don't need a three-ring binder or thick stacks of information in order to write this letter. Everything you need to write an effective employee relocation letter should be readily available to you. You'll just need to collect, or have someone collect, some key bits of information.
Before you write your letter, you should make sure you:
1. Know Your Employee
What should be the very first consideration of every employee relocation letter is instead often an afterthought--when it's even a thought at all! Typically, most of these letters are most concerned with employee relocation assistance, the different responsibilities or conditions of the employee's job in the new location, and maybe a bit of a pep-talk as an add-on.
While the employee relocation is being done for the good of your business, it's still your employee who should come first in the relocation letter. That's why it's important to mention the benefits of the relocation, as they apply to the individual employee, as soon as you can in your letter.
(The very first thing you should do, however, is remind him or her of the conversation that recently took place about his or her relocation. This letter should never be the first your employee hears of the move!)
These few minutes of consideration can pay off big in the long run: every bit of individualized attention you give your relocating employee now will make a bigger impact than it would under more normal circumstances. This translates into increased loyalty and productivity for your company.
2. Know Your Employee's New Duties, Responsibilities, or Changed Position
If your employee's responsibilities or job function will change at all, these changes should be detailed in the relocation letter. You'll need information concerning:
- The employee's new position or title
- New or added duties and responsibilities
- Duties the employee will no longer be responsible for
- New salary or increased benefits, if applicable
3. Know Your Employee Relocation Package
Your employee relocation letter should also outline the assistance package your employee will be provided with. This should include:
- Assistance directly provided or paid for by you, the employer
- Information on how to submit claims for reimbursement
- Information concerning housing assistance in the new location
- Offers for employee home sale assistance in the current location
Of course, you don't have to put this package together yourself. You can (and probably should) save money in the long run, while investing in your employee's productivity, by hiring out a managed solution by an experienced employee relocation company.