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: writing relocation offer letter, employee relocation, employee transfer

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: writing relocation offer letter, employee transfer

What Do you Need to Know Before Writing a Relocation Letter?

Posted by Rick Bruce on Tue, Jun 07, 2016

Signing a letter.jpegRelocation letters have two primary purposes. Fortunately, you need not spend hours researching data or statistics to get the information you need to create a good relocation letter of understanding. The two major features of relocation letters accomplish these goals.

  • Inform the employee or new hire about the terms of the relocation.
  • Motivate the transferee to have positive feelings about their new position and location.

Our free article can give you more information on how to write an employee relocation offer letter.

A relocation letter essentially is part legal document and part enthusiastic communication. The more formal section states the specific terms of the new position, with expected start dates, along with basic pertinent details. The remainder should display the employer’s enthusiasm for the move and the employee's agreement to it.

What You Need to Know Before Writing the Letter

Know your employee.

While the employer relocation decision is its wish to improve company operations, the employee is the prime component. Treat a relocation letter as a one-to-one chat, not a company advertisement to the general public. By knowing your employees personally, you can communicate in ways more meaningful and effective. Achieving this goal is more challenging with a new hire, because you don’t really know his/her personality yet. However, a gracious and enthusiastic “welcome to the team” message should be well received.

Restate the benefits of the new position and location.

Although the employee has already agreed to take the new position and relocate, reminding the employee of the benefits helps reinforce the employee’s decision and can help eliminate any feelings of “buyer’s remorse.” Make sure to get the details of the transferee’s new duties and responsibilities, you should know all the changes to the current employee's responsibilities. At minimum, you need to know the following:

  • The new job title.
  • New or additional job duties and responsibility levels.
  • Any duties the transferee no longer has.
  • The new compensation and benefits if there are changes.
  • Start date for the new position.

Thoroughly understand the relocation package offered.

You need to reference your policy's standard features and exceptions, if any, in the program offered to the employee. You’ll need to clearly state the following items in the relocation letter.

  • Those costs the employer will directly reimburse and caps or limitations thereto.
  • Describe the procedure for submitting requests for reimbursement.
  • Expand on critical relocation package features, such as home sale assistance.

Gathering this information before creating a relocation letter helps you fulfill the two primary goals. You will have provided a positive message to your transferee about accepting the new assignment. You will have also fulfilled your “legal” responsibility by incorporating the specifics of the relocation and the new job. By getting this information in advance it makes writing the relocation letter fairly simple. Not only will your employee understand the terms of the relocation, but your company will also have a written document that eliminates most potential misunderstandings with the transferee.
How to Write an Employee Relocation Letter

Topics: relocation management services, corporate relocation program, writing relocation offer letter

Steps on How to Write an Employee Relocation Offer Letter

Posted by Jim Retzer on Tue, Aug 12, 2014


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.

For more information on how to write an employee relocation letter, get our free article.

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.

Create Enthusiasm

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.

  1. 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.
  2. 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.
  3. 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.
  4. 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.
Download our Article: How to write  an Employee Relocation  Offer Letter

Topics: relocating employees, writing relocation offer letter

[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

Information You’ll Need Before Writing an Employee Relocation Letter

Posted by Rick Bruce on Tue, Jan 08, 2013

pen-and-paper.jpgIf 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.

Learn how to write an employee referral letter in our free article.

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.

How to Write an Employee Relocation Letter


Topics: talent retention, Home Selling and Purchase Assistance, relocating employees, writing relocation offer letter, talent management

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

How to Write a Relocating Employee Transfer Letter

Posted by Rick Bruce on Mon, Mar 21, 2011

right_relocation_firm_with_personalized_customer_service.jpgYour 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. 

Find out more about writing an employee relocation offer letter in our free article. 

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 relocation reimbursement(s) 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.

Download The Low-Stress  Relocation Guide

Topics: Low-Stress Relocation, corporate relocation company, relocating employees, relocation process, full-service corporate relocation company, employee transfer, relocation management company, relocation benefits, writing relocation offer letter

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