How Do I Write a Transfer Letter for an Employee Struggling with Performance Issues?

May I ask a favor on how to create a letter regarding one of our staff members who had to transfer from one position to another due to his inefficiency and lack of performance. Initially, we issued him a show cause notice for receiving complaints in his branch - specifically, his inability to handle customer complaints and concerns due to poor communication skills. Subsequently, the management decided to transfer him based on his capabilities and competencies.

To draft a transfer letter due to performance reasons, it's essential to maintain a professional tone, be clear about the reasons for the transfer, and comply with local labor laws. Here's how you can proceed:

1. 📝 Start with a professional salutation: Address the employee formally, using their proper title and last name. For example: "Dear Mr./Ms. [Last Name],"

2. 👥 State the purpose of the letter: Begin by stating that the purpose of the letter is to inform them about the decision to transfer them to a new position. Be sure to mention the new role and department.

3. 📅 Mention the effective date: Let the employee know when the transfer will take effect.

4. 😔 Detail the reasons for the transfer: Here, you can mention the performance issues that led to this decision. Keep it factual and avoid blaming language. For example, you could say, "Despite numerous attempts to improve your customer handling and communication skills, it has been observed that your performance in these areas has remained below the required standard."

5. 🎯 Explain the decision: Elaborate on how the new role aligns better with their capabilities and competencies. For example: "The new position will allow you to focus more on your strengths and improve areas of weakness."

6. 💼 Describe the new role: Provide a brief description of their new duties and responsibilities.

7. 🤝 Express your support: It's essential to reassure the employee and offer your support during this transition phase.

8. 📄 Conclude the letter: Finish by stating that you believe this decision is in the best interest of both the employee and the company and ask them to acknowledge receipt and understanding of the letter.

Please remember to comply with local labor laws in Quezon City, Philippines, when making such changes. If there are any legal considerations or procedures required for such a transfer, they should be followed accordingly. Always consult with a legal expert or HR professional if you're unsure about any aspect.

Remember, the goal is to help the employee improve their performance and contribute positively to the organization. Maintain a respectful and empathetic tone throughout the letter.