One change, one letter
An employee's role can change in several ways at once. Each kind of change has its own letter, and a move that changes two things is best recorded in two letters.
What each one records
Promotion letter. Movement to a new designation framed as an advancement, with the effective date and what comes with it: expanded responsibilities, often a new reporting line and revised compensation.
Designation change letter. Any change of title, including a lateral correction or a reorganisation, with or without a compensation change.
Transfer letter. A lateral move to a different location, branch, department or internal assignment, usually at the same level, stating what changes and what stays the same.
Department change letter. A move to a new department or team and reporting manager, with the effective date.
Work location change letter. A move to a new office or city, with any relocation support. It notifies a change; it does not amend the employment contract.
Remote work approval letter. Approves working remotely, fully or hybrid, with the arrangement, duration and conditions.
Which one do you need?
Start from what changed:
- The employee moved up a level: promotion letter.
- The title changed without a promotion: designation change letter.
- A move across branches or assignments at the same level: transfer letter.
- A new team or reporting manager: department change letter.
- A new office or city: work location change letter.
- Permission to work remotely: remote work approval letter.
- Pay changed as well: add an increment letter.
Frequently asked questions
Is a designation change letter the same as a promotion letter? Not necessarily. A promotion letter frames the change as an advancement, usually with a level and pay increase. A designation change letter covers any title change.
What if a department move also changes the title or pay? Issue the department change letter for the move, and a designation change or increment letter alongside it, so each change has its own record.
Does a work location change letter override the contract? No. If the contract requires consent or a formal amendment for a location change, that still needs to happen separately.
Does approving remote work change the employee's registered work location? No. Remote work from another state or country can have tax, labour-law or compliance consequences; check with legal or compliance first.
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