Transfer Letter Template for Germany

A Transfer Letter (Übertragungsschreiben) is a formal document that officially moves an employee from one position or location to another within the same company in Germany. It details key changes to the employment relationship while maintaining the core employment contract intact.

Under German labor law, employers must provide this written confirmation when significantly changing workplace conditions. The letter typically specifies the new role, location, reporting structure, and any adjustments to compensation or benefits. It helps protect both employer and employee rights while ensuring compliance with German workplace regulations and works council requirements.

Use a Transfer Letter when moving employees to different roles, departments, or locations within your German company. This document becomes essential during corporate reorganizations, when opening new branches, or after mergers and acquisitions where staff need reassignment.

German law requires written documentation for significant workplace changes. A Transfer Letter protects your company by clearly outlining modified job duties, reporting structures, and any changes to compensation. It's particularly important when the move affects works council agreements or involves different collective bargaining arrangements. Having this documentation helps prevent future disputes about the terms of the transfer.

• Employment Transfer Letter: Core version for employee role changes, detailing new position and responsibilities within the same company
• Company Transfer Letter: Used for transfers between affiliated companies or subsidiaries, addressing corporate structure changes
• Letter Of Property Transfer: Specialized format for transferring company assets or property rights between entities
• Fund Transfer Letter: Handles financial transfers and compensation adjustments during organizational changes
• Car Ownership Letter: Specific version for transferring company vehicle assignments between employees

• HR Departments: Draft and manage Transfer Letters, ensuring compliance with German labor laws and internal policies
• Legal Teams: Review and approve letter content, particularly for complex transfers involving works councils or multiple entities
• Department Managers: Initiate transfer requests and help define new role responsibilities
• Works Councils: Review and approve transfers when required under German co-determination laws
• Employees: Primary recipients who must acknowledge and accept the transfer terms
• Company Directors: Authorize significant transfers and sign letters for senior positions
• Payroll Teams: Process any compensation changes outlined in the transfer agreement

• Current Details: Gather employee's present position, department, salary, and benefits information
• New Role Specifics: Document new position title, responsibilities, reporting structure, and location
• Works Council Status: Check if the transfer requires works council consultation under German law
• Compensation Changes: List any modifications to salary, benefits, or allowances
• Timeline Planning: Set clear transfer date and transition period details
• Legal Requirements: Our platform ensures compliance with German employment law standards
• Approval Chain: Identify required signatories from both current and new departments
• Documentation: Prepare supporting documents like job descriptions and organizational charts

• Employee Information: Full name, current position, and personnel number as per German identification requirements
• Transfer Details: Specific date, new role title, department, and location of transfer
• Compensation Terms: Updated salary, benefits, and any changes to working conditions
• Legal Framework: Reference to existing employment contract and applicable collective agreements
• Notice Period: Clear timeline for implementation of changes
• Signature Block: Space for employee, HR representative, and works council acknowledgment
• Data Protection: GDPR-compliant clause about handling personal information
• Confirmation Section: Employee's written acceptance of new terms

A Transfer Letter differs significantly from an Employment Offer Letter in several key aspects, though both are important employment documents under German law. While they may seem similar, their purposes and legal implications are distinct.

• Timing and Context: Transfer Letters modify existing employment relationships, while Offer Letters establish new ones
• Legal Framework: Transfer Letters must reference existing contracts and works council agreements, whereas Offer Letters create fresh contractual foundations
• Scope of Terms: Transfer Letters typically focus only on changing elements of employment, while Offer Letters must detail all employment conditions comprehensively
• Required Approvals: Transfer Letters often need works council consent under German co-determination laws; Offer Letters generally don't
• Employee Rights: Transfer Letters must preserve existing employee protections and benefits, while Offer Letters can establish new terms within legal minimums