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.
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.
- The employee's full name and current address, with accurate contact information.
- Identify the reason for the transfer
- Name of the department or location from which the employee is transferring.
- Name of the department or location to which the individual is moving.
- The exact effective date the transfer will take place
- State the official start date in the new location, if the date is different from the effective date of the transfer
- The name of the supervisor in the new department to whom the transferee will report.
- The creation or issue date of the transfer letter.
- Note the details of the position in the new location, including any bonuses the employee is to receive as a result of the transfer.
- Use a standard letter or memo format, whichever is consistent with previous transfer letters issued by the employer.
- Closely proofread the letter to ensure accuracy.
- 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.