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The Staff Transfer Letter is a crucial document in Belgian employment practice, used when an employee is being transferred to a different position, department, or location within the same legal entity. It serves multiple purposes: documenting the transfer decision, ensuring compliance with Belgian employment law (particularly CBA No. 32bis), maintaining clear communication with the employee, and protecting both employer and employee interests. The letter typically includes essential information such as the effective date of transfer, new role details, reporting structure, and confirmation of maintained employment terms. It's particularly important in Belgium where employee rights are strongly protected and formal documentation of employment changes is required. The document should be prepared with consideration of both legal requirements and practical aspects of the transfer.

1. Letterhead and Date: Company letterhead, current date, and reference number if applicable

2. Employee Details: Full name and address of the employee

3. Subject Line: Clear indication that this is a Staff Transfer Letter

4. Opening Statement: Reference to previous discussions/notifications about the transfer

5. Transfer Details: Specific information about the new role, location, and effective date

6. Current Employment Terms: Confirmation of continuation of existing employment terms and conditions

7. New Reporting Structure: Information about new supervisor/manager and reporting relationships

8. Practical Arrangements: Details about last day at current position and first day at new position

9. Acknowledgment Request: Request for employee to acknowledge receipt and acceptance of the transfer

10. Closing: Signature block for authorized company representative