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The Department Transfer Letter is a crucial document in Belgian employment practice, used when an employee is moving between departments within the same organization. This document is essential for maintaining clear records of organizational changes and ensuring compliance with Belgian employment law requirements. It should be used whenever an employee is being transferred internally, whether the move is lateral, promotional, or part of a broader organizational restructuring. The letter typically includes specific details about the new role, maintained or modified employment terms, effective date, and reporting relationships. Under Belgian law, such transfers must be documented properly to ensure transparency and protect both employer and employee rights. The document serves multiple purposes: it formally notifies the employee of the change, provides a record for HR purposes, and ensures all parties have clear understanding of the new arrangements.

1. Letter Header: Company letterhead, date, and employee's current details including name, address, and employee ID

2. Opening Statement: Reference to previous discussions and confirmation of the transfer decision

3. Current Position Details: Summary of current role, department, and reporting relationship

4. New Position Details: Detailed information about new role, department, and reporting structure

5. Transfer Date: Specific date when the transfer becomes effective

6. Terms and Conditions: Confirmation of maintained employment terms or specific changes to employment conditions

7. Practical Arrangements: Information about handover process and first day arrangements

8. Contact Information: Details of HR contact person for questions or concerns

9. Acknowledgment: Space for employee signature to acknowledge receipt and acceptance