How to write an employee relocation letter
Follow these guidelines to create an effective letter informing staff of a company relocation:
1. Inform the employee
Presenting all the reasons for the relocation request to your employee can help reduce moving-related anxiety, whether the company’s offices are changing, someone is being promoted, or there is another reason for the move.
For instance, if you’re promoting a worker and the move is required for the promotion, you can explain to them why they were chosen for the position: their dedication, hard work, etc. This may encourage the worker to move because they will feel appreciated and welcomed.
2. Determine the duration of the move
The length of the move ought to be one of the first things you mention in the letter, whether the employee is relocating permanently or just for a short while. It’s critical that your staff members comprehend whether the position is temporary or a long-term one with the business.
3. Discuss company coverage
List any costs that your business will bear and those that it won’t. For instance, your business might pay for moving trucks and labor, but not necessarily any temporary housing costs. In order for the employee to understand what the company will be providing for the move, you should go over these coverages in the letter.
4. Mention tax differences
It’s crucial to mention any tax differences your employee might need to be aware of for upcoming filing if they are moving to a different state. You can also give them new information or documents if they need them for their tax forms to assist them even more.
5. Highlight potential bonuses
You can mention any potential benefits associated with the employee’s relocation in the letter, such as a pay increase, company accommodations, or a promotion. This may give the worker more motivation to agree to the transfer and look forward to the impending move.
6. Reassure your employee
You can let the employee know that you are available to address any queries or issues at the conclusion of the letter. This can assist in assuring the worker that your business is on their side and ready to assist with the transition.
What is an employee relocation letter?
A letter requesting that an employee move to a new office location is known as an employee relocation letter. Companies frequently use these letters when moving offices, promoting employees, or requesting that a current employee transfer to a particular branch of their business.
Relocation letter template
An example of a promotional employee relocation letter is provided below:
Dear [employee name],
Many members of our staff have observed your commitment to your work and the excellent work you have produced over the last [period of time]. We would like to make you an offer for the position of [position title] because we believe you have a bright future here at [company name]. You will work in this position from our offices in [location of move] and perform the duties described in the job description. This move and position will last [duration of position].
[Company name] is ready to assist you in any way we can, and we’ll pay the costs associated with the following:
The following expenses will not be covered or reimbursed:
We also recognize that you will need to change your state of residence in order to make this move. You will receive all the tax documentation and information required for the upcoming filing year from [Company name]. Please be aware that this promotion includes [mentioned any additional promotion benefits]. Moving and transitions can be difficult, but we at [company name] will do everything we can to make the transition easier for you. Please contact me at [company contact information] if you would like to accept this offer or if you have any questions at all.
Sincerely,
[Your Name]
Relocation letter examples
You might find these examples of employee relocation letters useful:
Example 1: Employee relocation letter due to a promotion
Dear Karim,
Numerous members of our staff have observed your commitment to your work and the excellent work you have produced over the past few years. We would like to make you an offer for the position of Regional Consultant Manager at Gneiss Consultants because we believe you have a bright future here. From our offices in Tampa, Florida, you will oversee our group of consultants and assist them in performing their duties.
This move and position will be permanent.
Gneiss Consultants is ready to assist you in any way we can, and we’ll pay the costs associated with the following:
The following expenses will not be covered or reimbursed:
We also recognize that you will need to change your state of residence in order to make this move. You will receive from Gneiss Consultants all the tax documentation and information you require for the upcoming filing year.
Please be aware that this promotion comes with a $10,000 annual salary increase and a company-issued car.
Moving can be a difficult time, but we at Gneiss Consultants will do everything we can to make the transition easier for you. Please contact me at jward@gneissconsultants if you wish to accept this offer or if you have any questions at all. com.
Sincerely,
Jeremy Ward, General Manager
Example 2: Employee relocation letter due to moving offices
Dear Lynn,
We are writing to let you know that the Breakout Paper headquarters will be moving at the start of January. Here at Breakout Paper, we are very optimistic about your future and would love for you to continue working at our brand-new offices in Madison, Wisconsin.
This move will be permanent.
Breakout Paper is ready to assist you in any way we can, and we’ll pay the costs associated with the following:
The following expenses will not be covered or reimbursed:
Your state of residence won’t need to change as a result of this move, so it won’t have an impact on the taxes you already pay.
Please be aware that this position does not include a promotion, but rather the chance to advance your career at our company.
Moving can be stressful, but we at Breakout Paper will do everything we can to make the transition easier for you. Please contact me at 262-555-8761 or bthompson@breakoutpaper if you wish to accept this offer or have any questions at all. com.
Sincerely,
Bethany Thompson, HR Manager
3 Tips for Writing Effective Employee Relocation Letters – CapRelo
FAQ
How do I write a relocation letter?
- Write a professional cover letter header. …
- Write an introductory paragraph. …
- Highlight your qualifications and skills. …
- Discuss your experiences. …
- Mention your willingness to relocate. …
- Provide a concise summary and conclusion. …
- Emphasise the permanency of your relocation.
How do I write a letter of relocation to HR?
- Provide a Reason. The specific justification for your request that they relocate to a new location should be highlighted in the relocation letter you send to your employee.
- How Long is the Move? …
- Discuss Changes. …
- Discuss Costs. …
- Assure Them Everything is Fine.
How do you write an office relocation email?
Please accept this letter as my request that you transfer me from my current position at (Your requirement) to one that is similar at the (Job position) in the (Branch/Department name). (Describe in your words). I have to relocate to be closer to my family because of some family issues.
