Employee transfer letters are given to employees who are being relocated to a different branch, department or location of their employer. The reason for these letters is more than professional courtesy: transfer letters supply both employee and employer with the “ground rules” of the transfer. We’ve outlined some best practices for writing an employee transfer letter below. Additionally, if you have been assigned an international relocation, check out our page on best practices for writing a global assignment letter of understanding.
The Foundation of A Transfer Letter
Transfer letters are central to successful employee relocations. Among the 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 physical evidence of the move from one department or location to another.
Employee Transfer Letter Checklist
Consider the following items as a template from which to create appropriate transfer letters. Be sure to include:
- The employee’s full name and current address, with accurate contact information
- 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
- The official start date in the new location, if the date is different from the effective date of the transfer
- The name of the new supervisor to whom the transferee will report
- The creation or issue date of the transfer letter
- The details of the position in the new location, including any bonuses the employee is to receive as a result of the transfer
Also remember to:
- 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 summarize the portions of the policy that are applicable to the employee.
Clarity is vital to transfer letters. They should be straightforward to avoid misunderstandings or confusion regarding the transfer.
Employee Transfer Letter Format Template
Having trouble drafting your own employee transfer letter? Check out a basic example below. A few tips for building a transfer letter:
- Craft a letter that is unique to the employee
- Include assignment-specific details that will leave little chance of misunderstanding
- Set employee expectations with regard to relocation: including finances, moving household goods, home finding assistance, and more