How to Write an Employee Relocation Letter

What is an Employee Relocation Letter?

An employee relocation agreement letter is a document sent by business owners or HR managers to request an employee’s transition to a new company location. These letters are commonly used when an office moves, when an employee is reassigned to a different branch, or when employees receive promotions.

What’s the Best Way to Write an Employee Relocation Letter?

Follow these steps to create a professional and effective relocation letter:

1. Provide a Reason

Clearly explain why you are requesting the employee to move. Convincing reasons help motivate the employee and foster positive feelings about the company.

2. How Long is the Move?

Specify if the relocation is permanent or temporary. Be transparent to avoid any misunderstandings. If permanent, clearly state that the employee will be relocating to a new state (add link: moving-to-a-new-state). This approach shows respect and professionalism, reinforcing how valued the employee is.

3. Discuss Changes

Detail any changes to the employee’s position or potential bonuses tied to the relocation (add link: relocation-bonus-vs-relocation-reimbursement). Mention pay raises, company accommodations, promotions, bonuses, and relocation strategies (add link: relocation-strategy) to keep the employee fully informed.

4. Discuss Costs

Outline what relocation costs your company will cover and which costs employees are responsible for. For example, you might cover moving company expenses (add link: https://agoyu.com/) but not temporary housing. Clarify if a relocation specialist (add link: relocation-specialist) will be available to assist the employee.

5. Assure Them Everything is Fine

Conclude by reassuring your employee that support is available throughout the process. Offer to answer questions or concerns and provide help creating a relocation checklist.

Final Thoughts

Employee relocation letters are an ideal tool to communicate upcoming moves to your workforce. If you face challenges getting employee buy-in, partnering with a relocation company can boost confidence in the transition. CARS Relocation specializes in business and corporate relocations. We’re just a phone call or message away. [Schedule a consultation today!

Employee Relocation Letter Template

[Your Company Letterhead or Logo]

[Date]

[Employee Name]
[Employee Address]
[City, State, Zip]

Subject: Notification of Employee Relocation

Dear [Employee Name],

We are writing to inform you of an upcoming change regarding your employment location. Due to [briefly state reason: e.g., company restructuring, promotion, business expansion], we are requesting that you relocate to our [new office/location] in [City, State].

Relocation Details:

Effective Date: [Start date of relocation]

Duration: [Permanent or Temporary – specify timeframe if temporary]

New Work Location: [Address of new office/location]

Position and Compensation:
Your role will [remain the same/change to new role, if applicable]. Any changes to your compensation, bonuses, or benefits related to this relocation will be communicated as follows: [explain any salary adjustments, relocation bonuses, or other changes].

Relocation Support:
Our company will provide assistance to help make this transition as smooth as possible, including:

Coverage of moving expenses such as [list covered costs]

[Temporary housing assistance, if applicable]

Support from a relocation specialist to help you with the moving process

Please note that [explain any costs the employee may be responsible for, if any].

We understand that relocating can be a significant change and want to assure you that we are committed to supporting you throughout this process. Should you have any questions or need assistance, please do not hesitate to reach out to [contact person’s name and contact information].

Thank you for your cooperation and continued dedication to [Company Name]. We believe this move will be beneficial both to you and the company, and we look forward to your success at the new location.

Sincerely,
[Your Name]
[Your Title]
[Company Name]
[Contact Information]