If you’re relocating your company to a new city, you will likely want many current employees to relocate, too. The key to successfully relocating employees is good communication. An employee relocation letter, which invites employees to relocate and explains their assistance, is part of that communication.
You could follow a template for your relocation letters. Or, you might consider the following tips for writing one yourself.
Identify the Reason for the Relocation Letter
No doubt, you’ve already announced that you will be relocating offices. However, stating the reason for the relocation and why you want the employee to be part of the relocation is essential for the record. Seeing the reasons listed in writing also may help the employee feel good about their contributions and be more likely to agree to relocate.
State the Effective Data
State when the move will take place. Set realistic dates to allow the employee a little time to settle into the new community before beginning work.
List What the Company Will Cover
According to the Worldwide Employee Relocation Council, the average relocation package for renters is about $21,000 to $24,000, and for homeowners, it’s between $61,000 and $74,000. To be clear, you’ll list which relocation expenses the company will cover. They might include:
- Moving expenses
- A paid visit to look for housing in the new community
- Temporary housing expenses
- Familial support such as job search help for the spouse or assistance in locating an appropriate school for a child
- Costs associated with selling a home, such as making repairs
- Cost of living salary adjustments, if relevant
The letter also should provide information about how the employee and their family can access the promised funding. For example, do they pay the moving company upfront and seek reimbursement later, or has the company contracted with a specific mover and is being billed directly? Is the company using a specific corporate housing organization for temporary housing, or is the employee to seek temporary housing on their own?
You may also want to consider adding a payback clause. The payback clause says that if the employee leaves the company within a specific period after relocating, they will have to repay some or all of the relocation costs.
Mention Tax Differences
Employees’ tax rates will differ if your new office is in another state. Letting them know the differences ahead of time can help them plan their budgets.
Depending on the situation, you may want to offer critical employees a relocation bonus. If so, you will highlight this in the relocation letter.
Note Details of the Job
The letter should note the employee’s job title and duties, especially if the relocation results in any changes.
Provide a name and contact information for someone the employee can call if they run into snags in their relocation. If they report to a different boss after the move, list this information, too. Encourage the new boss to make contact with the employee before the move.
Close by reassuring the employee of their value to the company. Tell them that the company is ready to help them throughout the relocation.
Planning a company move takes a lot of planning, and we can help you develop an office moving timeline. Then we assign tasks and duties to our packers and drivers. Our team works together to minimize your business’s downtime. Get your free moving quote today!