What Is a Relocation Letter?

A relocation letter is one of the many significant HR letters that employers, managers, and the human resources department should be prepared to make when an organization’s office moves to a new destination. When employees receive a work promotion, a job offer to another business branch, or perhaps the business has to cut down costs and move to a cheaper location or expand and transfer to a new and improved working environment, every professional working in the company should receive a formal relocation letter to be aware of such location changes. Also, relocation letters can be used for relocation purposes not only for offices but including child custody, mortgage, etc.

Why Are Relocation Letters Important?

There are many examples of relocation letters such as a relocation letter from employer, a relocation letter for mortgage, a relocation approval letter—the list goes on. These relocation letters aren’t only popular for naught because they come with a variety of important reasons as to why you should be concerned about writing or receiving them.

It Is All in the Details

First things first, a relocation is informative since it answers important questions such as who is concerned, what the business letter is about, where the new location is, when the moving date is, and why there is a need to relocate. The details in a relocation letter are very important because you don’t simply say, “Hello, we’re moving so let’s get packing.” It has to be detailed enough that after reading the whole document, the recipient understands the whole message and knows what to do next.

Clarifies Reasoning

Answering the “why” in the most honest and understanding way possible is a major concern in a relocation letter. For example, relocating employees could be due to a basic relocation, a promotion, or a need to downsize and each employee should not be misled about why they should move. For non-work reasons, the relocation letter serves as a confirmation letter about the entire relocation’s purpose may it be you are asked to move by a landlord, spouse, school, or anyone of authority.

Preparation for Transitioning

The relocation letter’s best offer is to prepare employees or recipients for the new transition. Moving takes some adjustments because you’d be drafting a packing list on what items to bring or leave behind, familiarizing the new location’s nearby streets and establishments, and adjusting your new travel route from your house to the new office. The point is a relocation letter should be sent at least two weeks or even earlier before the actual relocation date to give room for the adjustment period.

Relocation Documentation

Another crucial purpose of having a relocation letter is to have evidence or official documentation that there is a legitimate relocation going on to your medical office, hotel office, corporate office, or any other establishment. A relocation letter is also a formal letter so its data should not be overlooked. Then, the relocation letter itself is a useful tool in case someone needs solid proof that your office is relocating somewhere.

Personal Reassurance that Change Is Okay

A relocation letter is made with a fine line between a business letter and a personal letter. As an employer, HR, or the person behind writing this type of document, you have to show that you care for the recipients and that you reassure them that things are okay. In fact, most relocation letters discuss what to expect from the said changes such as relocation assistance, bonus, and other costs for moving that are covered by the company; be sure that is clarified in the form.

What Are the Standard Sections of a Relocation Letter?

A relocation letter may look different from one example to another but there is a common formula regarding what sets of sections are discussed inside. Despite the design, format, or layout used for the letter, the average relocation letter usually contains the following elements:

Date and Duration: The official relocation schedule is critical to any relocation letter such as when the actual relocation date is, how much time is left before the actual move, or how long you are given time to prepare for the said transition. Also, the duration clarifies whether your company is relocating only for a temporary stay or if it is already a permanent location.Payments: Consider if your business includes employee incentives for the relocation, such as moving reimbursements, transfer dues, and related expense budgets. Hence, always prepare for the monetary circumstances upon moving because there are travel fees, remodeling costs for the new office, and many other factors to pay in finalizing a relocation.Terms and Policies: The dos and don’ts of relocation shall be outlined in the letter because maybe an employee is required to move many miles from one’s current home due to the major distance in the venue or perhaps there is someone who would give a resignation letter after the relocation due to not being pleased of the decision. Discuss those policies to help recipients understand the important factors of the moving decision.Taxes: Moving to a new state or area may have different taxes to take into account so be sure to expound on that part in the relocation letter. Besides taxes, other deductibles could be at play so don’t forget to set the rest of the essential company budget in the document.Temporary Living Assistance: Should you wish to provide a temporary apartment, hotel, or shelter to any employee for a certain relocation date, then be sure to note it down in the relocation letter. Additional benefits that you think would drive employees to be excited about the move will be a good idea as well.Agreement: Probably the most crucial part of a relocation letter is to attach the official agreement of relocation on the document wherein there is enough space for recipients to write their names and affix signatures. This is an important part of the document to check if the recipient has read the whole message, understood everything, and agreed to the terms or conditions.

How to Construct a Proper Relocation Letter

After venturing into a relocation letter’s meaning, importance, and essential sections, you can surely visualize what a relocation would look like. And learning how to make relocation letters according to top-tier standards will help you master the writing process in just a few steps.

Step 1: Set Up a Whole Relocation Plan

Relocation itself is not a random decision to make because lots of considerations are involved such as the budget, employees, work productivity, venue, and so much more. Hence, you should come up with a detailed business plan on the what, who, where, when, why, and how of relocation. That way, the plan will be used as your reference document in making the relocation letter, such as what should be included or excluded to write in the letter.

Step 2: Optimize a Sample Relocation Letter Template

Worry no more about being unsure of how to create a perfect relocation letter because there are sample relocation letter templates you can choose from and edit in the process. Each customizable template guides you on how standard relocation letters are designed, formatted, or presented; thus, making it easy for you to follow and just add a few tweaks to the content. Just don’t forget to personalize some of the premade details because you’d have to specify the new location, moving timeline, etc.

Step 3: Complete the Basic Sections of a Relocation Letter

Remember that a relocation letter covers the date/duration, payments, terms/policies, taxes, temporary living assistance, and agreement. Be sure you have these parts in your business document format so that the purpose is actually met. Otherwise, creating a relocation letter with incomplete details would mean you failed your mission to come up with a decent relocation letter.

Step 4: Don’t Forget the Standard Letter Format

Keep in mind that just like any cover letter, there is a standard letter format worth following in a relocation letter. Always incorporate the time and date of when you are writing the letter, your details as well as the recipient’s data, a subject line stating “relocation letter,” the salutation, the body of the letter (introduction, main body, and conclusion), the complimentary close (to whom it may concern), and the signature. A letter isn’t considered a formal letter without these essential parts.

Step 5: Publish the Letter and Send Copies to Each Recipient

Finally, publish the letter when you are sure that there is no mistake in the letter’s content and that you have said what needs to be said there. Then, review the number of employees in your company as well as their names because you shall send them an individual copy of the letter in print or via email; relocation letter sizes could be in the letter, legal, or A4 document size. Lastly, make sure you have sent these letters two weeks or earlier than the expected relocation schedule.


Should I send a relocation letter to employees before informing them in person?

No, it is a formal protocol that you should always make an official announcement personally about the planned relocation first so that you don’t surprise or cause confusion to anyone by only announcing the relocation through a relocation letter alone.

Can I ask for relocation assistance?

If you think a company’s decision to relocate is costly on your part, don’t be afraid to ask for relocation assistance such as making an official request letter for the relocation policy’s copy, talking to the manager in person kindly, asking what the coverage consists, and negotiating an offer that you think would benefit you or the entire team in the relocation process.

How do I discuss an office relocation proposal?

Office relocation proposals often cover the relocation timeline, a visual diagram of the cost breakdown, a price list of moving expenses, the risks or contingencies, the complete relocation overview, the tools and equipment used in relocating, insurance coverage, preparation tips, company testimonials, and third-party groups included in the relocation (optional).

What are the common reasons why people move from one area to another?

There are numerous possibilities for the need to relocate and common examples are due to job opportunities, education, economy, culture, or climate; just make sure to be as honest as possible on the reasoning while writing a relocation letter.

What is an involuntary physical relocation?

It still means that people in an office would move to a new office location except the people involved in a relocation have no other choice but to follow the ordered relocation because the company would still leave with or without them.

Preparation is key when it comes to running a business efficiently and effectively so be sure you and the HR team are always prepared for the circumstances when turnovers, downsizing, and relocations are imperative someday. Although adjusting would take a while in moving to a new destination, at least you are doing your best to reassure everyone that they are in good hands with a clear and well-made relocation letter.