The Employee Transfer Letter is a crucial document used in Philippine business operations when an employee is being moved to a different position, department, or location within the same organization. It must comply with the Labor Code of the Philippines and relevant DOLE regulations, serving as an official record of the transfer terms and conditions. This document is typically issued after initial discussions with the employee and agreement on the transfer details. It includes essential information such as the effective date, new role specifications, reporting relationships, and any changes to employment terms. The letter also ensures continuity of employment service and maintains clear documentation for HR records, which is particularly important under Philippine employment law for protecting both employer and employee rights.
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1. Letter Header: Company letterhead, date, reference number, and employee's current details
2. Subject Line: Clear indication that this is a transfer letter
3. Salutation: Formal greeting to the employee
4. Opening Paragraph: Reference to previous discussions and confirmation of the transfer decision
5. Current Position Details: Summary of employee's current role, department, and location
6. New Position Details: Specific information about the new role, department, and reporting relationship
7. Transfer Effective Date: Clear statement of when the transfer takes effect
8. Continuation of Service: Confirmation that service is continuous and previous service is recognized
9. Terms and Conditions: Confirmation of whether existing terms continue or reference to any changes
10. Closing Instructions: Next steps and acknowledgment requirements
11. Signature Block: Space for authorized signatory and employee acknowledgment
1. Compensation Changes: Include when the transfer involves any modifications to salary or benefits package
2. Relocation Details: Include when the transfer requires geographical relocation, including any relocation assistance
3. International Considerations: Include for transfers involving international assignments or different jurisdictions
4. Training Requirements: Include when the new position requires specific training or orientation
5. Probation Period: Include if a probationary period applies to the new position
6. Special Arrangements: Include for any special accommodations or flexible work arrangements
7. Project Transition: Include when handover of current responsibilities is required
1. Job Description: Detailed description of the new role and responsibilities
2. Benefits Summary: If changes to benefits are involved, detailed breakdown of the new benefits package
3. Relocation Package: If applicable, detailed breakdown of relocation assistance and benefits
4. Handover Schedule: Timeline and responsibilities for transitioning current duties
5. Organization Chart: Visual representation of new reporting relationships and department structure
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