Understanding the Relocation Letter Sample From Employer: A Guide for Employees

[Your Company Letterhead] Date: October 26, 2023 Employee Name: Alex Johnson Employee ID: 12345 New Address: 123 Main Street, Anytown, CA 90210 Current Address: 456 Oak Avenue, Smallville, KS 66001 Dear Alex Johnson, This letter confirms your accepted offer of employment as a Senior Software Engineer, effective November 15, 2023. As discussed, your role will require you to relocate from Smallville, KS to Anytown, CA. To support your transition, [Your Company Name] will provide the following relocation assistance: 1. Household Goods Moving: We will cover the cost of professional movers for your household goods, up to a maximum of $10,000. You will need to obtain at least three quotes from reputable moving companies, and the final selection must be approved by the HR department. Please submit all receipts and invoices for reimbursement within 30 days of delivery. 2. Travel Expenses: Your reasonable travel expenses for yourself and your immediate family (spouse and two children) to Anytown, CA will be reimbursed. This includes airfare or mileage reimbursement at the standard company rate. Meals during travel will be reimbursed up to $50 per person per day. 3. Temporary Housing: [Your Company Name] will provide up to 14 days of temporary housing in Anytown, CA. You will be responsible for booking this accommodation, and we will reimburse you up to $150 per night. Please provide receipts for verification. 4. Home Search Trip: You are authorized to take one trip to Anytown, CA prior to your start date to find permanent housing. This trip will cover your and your spouse's reasonable travel and accommodation expenses for up to three days. Please note that any relocation expenses reimbursed to you are considered taxable income. We will provide you with the necessary tax documentation at the end of the year. We are excited to have you join our team and look forward to your successful relocation. Please do not hesitate to contact the HR department at [HR Phone Number] or [HR Email Address] if you have any questions. Sincerely, [Your Name] HR Manager [Your Company Name]

[Your Company Letterhead] Date: October 26, 2023 Employee Name: Sarah Lee Employee ID: 67890 New Assignment Location: London, United Kingdom Current Assignment Location: New York, USA Dear Sarah Lee, This letter confirms your assignment to the role of International Project Manager in our London, United Kingdom office, effective January 15, 2024. This international relocation is a significant opportunity, and [Your Company Name] is committed to providing comprehensive support throughout your transition. Your international relocation package includes the following: 1. International Moving and Shipping: The cost of packing, shipping, and insuring your household goods to London will be fully covered by the company. We will arrange for a reputable international moving company to assist you. Please allow ample time for customs clearance. 2. Visa and Immigration Assistance: Our dedicated immigration team will guide you through the visa application process for yourself and any accompanying family members. We will cover all application fees and associated costs. 3. Temporary Accommodation: Upon arrival in London, you will be provided with furnished temporary accommodation for up to 30 days to allow you time to secure permanent housing. 4. Cultural and Language Training: To ease your adjustment, you will be offered cultural orientation sessions and, if desired, language lessons for yourself and your family. 5. Cost of Living Adjustment: A detailed explanation of the cost of living adjustment and any other compensation adjustments related to your assignment in London will be provided in a separate document. 6. Relocation Allowance: A lump sum relocation allowance of $5,000 USD will be provided to assist with incidental expenses not covered by specific reimbursement items. Detailed guidelines and contact information for our international relocation services provider will be shared with you shortly. Please ensure all required documentation is submitted promptly to facilitate a smooth process. We are confident that this assignment will be a rewarding experience for you. Please reach out to the Global Mobility team at [Global Mobility Email] or [Global Mobility Phone Number] for any assistance. Sincerely, [Your Name] Head of Global Mobility [Your Company Name]

[Your Company Letterhead] Date: October 26, 2023 Employee Name: Mark Chen Employee ID: 11223 New Department: Operations New Location: Chicago, IL Current Location: Denver, CO Dear Mark Chen, This letter is to inform you of a company-initiated transfer from your current position as Logistics Coordinator in our Denver, CO office to the role of Operations Supervisor in our Chicago, IL office. This transfer is effective December 1, 2023. We understand that relocating is a significant undertaking, and [Your Company Name] is pleased to offer the following relocation assistance for this company-initiated transfer: 1. Moving Expense Reimbursement: You will be reimbursed for all reasonable expenses incurred in moving your household goods, up to a maximum of $8,000. This includes packing, loading, transportation, and unloading services. Please retain all itemized receipts. 2. Real Estate Assistance: To assist with the sale of your current home in Denver and the purchase of a new home in Chicago, we will reimburse you for up to 5% of the sale price of your Denver home, not to exceed $15,000, for real estate agent commissions and associated closing costs. For the purchase of your new home, we will reimburse up to $3,000 for closing costs. 3. Travel to New Location: Your travel expenses for yourself and your immediate family to Chicago will be covered. This includes mileage reimbursement or the cost of train tickets. 4. Home Finding Trip: You are authorized to take a three-day trip to Chicago to find suitable housing prior to your start date. This trip will cover reasonable travel, accommodation, and meal expenses for yourself and your spouse. All relocation expense reimbursements must be submitted to the HR department within 60 days of incurring the expense. Please review the enclosed Relocation Policy for detailed procedures and documentation requirements. We value your contributions to [Your Company Name] and are excited about your continued growth within the company. We believe this transfer will be beneficial for both you and the organization. Should you have any questions, please contact [HR Contact Person] at [HR Phone Number] or [HR Email Address]. Sincerely, [Your Name] HR Director [Your Company Name]

[Your Company Letterhead] Date: October 26, 2023 Employee Name: Emily Davis Employee ID: 44556 New Office Location: Austin, TX Current Residence: Remote (Lives in Portland, OR) Dear Emily Davis, As discussed, [Your Company Name] is transitioning our [Department Name] team to an in-office model at our Austin, TX headquarters. Your role as [Your Job Title] is integral to this team, and we are requesting your relocation to Austin, effective January 1, 2024. To facilitate this transition, [Your Company Name] will provide the following relocation assistance: 1. Moving Expense Reimbursement: We will reimburse you for your moving expenses, including packing, moving, and unpacking your household goods, up to a maximum of $7,500. You will need to submit itemized receipts for all expenses. 2. Travel Expenses: Your travel expenses for yourself and up to two dependents to Austin will be reimbursed. This will cover airfare or mileage at the company rate, as well as reasonable meal expenses during travel. 3. Temporary Housing: You will be provided with up to 10 days of temporary housing in Austin to allow you time to find permanent accommodation. The company will cover costs up to $175 per night. 4. Utility Setup Assistance: We will provide a one-time allowance of $500 to help with the setup of utilities at your new residence in Austin. Please be aware that relocation expenses are subject to company policy, and any reimbursements exceeding the stated maximums will be your responsibility. We will also provide information regarding the tax implications of relocation benefits. We are enthusiastic about having you join our Austin office and contribute to the team in person. Please reach out to the HR department at [HR Phone Number] or [HR Email Address] with any questions or concerns. Sincerely, [Your Name] HR Coordinator [Your Company Name]

[Your Company Letterhead] Date: October 26, 2023 Employee Name: Ben Carter Employee ID: 77889 Assignment Location: San Francisco, CA Assignment Duration: 6 Months (February 1, 2024 - July 31, 2024) Current Location: Seattle, WA Dear Ben Carter, This letter confirms your temporary assignment to our San Francisco, CA office for a period of six months, from February 1, 2024, to July 31, 2024. Your role as [Your Job Title] will be crucial during this period. To support your temporary relocation, [Your Company Name] will provide the following: 1. Temporary Housing: Fully furnished temporary housing will be provided for the duration of your assignment in San Francisco. Details regarding the accommodation and lease agreement will be provided separately. 2. Travel Expenses: Your round-trip travel expenses between Seattle and San Francisco will be reimbursed. This includes airfare or mileage reimbursement. 3. Per Diem: A per diem allowance of $75 per day will be provided to cover your meals and incidental expenses during your assignment in San Francisco. This allowance will be paid out weekly. 4. Relocation Allowance: A one-time relocation allowance of $2,000 will be provided to assist with any minor moving expenses not covered by the above provisions. Please note that you are expected to maintain your primary residence in Seattle during this assignment. All expenses must be submitted with appropriate documentation within 30 days of the end of your assignment. We appreciate your willingness to take on this temporary assignment and look forward to your successful contributions in San Francisco. For any questions, please contact the HR department at [HR Phone Number] or [HR Email Address]. Sincerely, [Your Name] HR Business Partner [Your Company Name]

[Your Company Letterhead] Date: October 26, 2023 Employee Name: Olivia Green Employee ID: 99001 New Location: Boston, MA Current Location: Atlanta, GA Dear Olivia Green, This letter outlines the relocation assistance provided by [Your Company Name] for your move to our Boston, MA office, effective December 1, 2023. We recognize that relocating with family requires additional support, and we are committed to making this transition as smooth as possible for you and your loved ones. Your comprehensive relocation package includes: 1. Household Goods Moving: The company will cover the costs associated with moving your household goods, including packing, loading, transportation, and unpacking, up to a maximum of $12,000. 2. Family Travel: Expenses for yourself, your spouse, and your two children to travel to Boston will be fully reimbursed. This includes airfare, mileage, and reasonable meal expenses during travel. 3. Spouse Career Assistance: To support your spouse's career transition in Boston, [Your Company Name] will provide a stipend of $2,500 to assist with job search resources, networking, or professional development. 4. Children's School Search: We will provide up to $500 to cover expenses related to researching and visiting potential schools for your children in the Boston area. 5. Temporary Housing: Up to 21 days of temporary housing will be provided in Boston for you and your family to find a permanent residence. Please ensure all expense reimbursement requests are submitted with complete documentation within 60 days of incurring the expense. We will also provide information regarding the tax implications of these benefits. We are delighted to welcome you and your family to Boston. Please direct any inquiries to [HR Contact Person] at [HR Phone Number] or [HR Email Address]. Sincerely, [Your Name] Senior HR Manager [Your Company Name]

[Your Company Letterhead] Date: October 26, 2023 Employee Name: Sam Wilson Employee ID: 22334 New Location: Phoenix, AZ Current Location: Dallas, TX Dear Sam Wilson, This letter confirms the details of your relocation to our Phoenix, AZ office, effective November 15, 2023. As agreed, [Your Company Name] will provide relocation reimbursement to support your move. You will be eligible for reimbursement for the following eligible relocation expenses, up to a total maximum of $6,000: * Household Goods Moving: Costs associated with packing, moving, and unpacking your household belongings. * Travel Expenses: Reasonable travel expenses for yourself to drive or fly to Phoenix, AZ. * Temporary Storage: Costs for temporary storage of household goods if needed. * Utility Hookup Fees: Fees for setting up utilities at your new residence. Please note that this relocation package is a reimbursement-based program. You will need to submit itemized receipts and invoices for all eligible expenses within 90 days of your relocation date. Reimbursements will be processed within two weeks of receipt of complete documentation. It is important to consult with the HR department regarding the tax implications of relocation reimbursements, as they may be considered taxable income. We look forward to your arrival in Phoenix and your continued contributions to [Your Company Name]. Should you have any questions regarding eligible expenses or the reimbursement process, please contact [HR Contact Person] at [HR Phone Number] or [HR Email Address]. Sincerely, [Your Name] HR Specialist [Your Company Name]