Transfer / Reassignment Notice (配置転換通知書)
Notifies an employee of an internal transfer to a different department, role, or workplace. Aligned with the April 2024 "scope of change" disclosure rule under Enforcement Regulation Article 5 of the Labor Standards Act.
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The bilingual Transfer / Reassignment Notice generator (Japanese / English preview, inline editing, PDF export) is in development. In the meantime, the explainer below covers when to issue this notice, what to include, and the legal basis. The structure mirrors how the live generator will ask for input.
Official sources
This template is built on the following primary Japanese government sources. Open each link to verify the underlying rule against the issuing authority.
- MHLW (厚生労働省) - April 2024 amendment to working-conditions disclosure rules Official MHLW page on the April 2024 changes to Enforcement Regulation Article 5: scope of change for workplace and duties, plus fixed-term renewal disclosures.
- e-Gov 法令検索 - Labor Standards Act Enforcement Regulation, Article 5 The amended Article 5 (effective April 2024) requires written disclosure of the scope within which workplace and duties may change during employment.
- e-Gov 法令検索 - Labor Standards Act, Article 15 Statutory basis for written notice of working conditions at the time of hire and at any subsequent change.
Reference
What the Transfer / Reassignment Notice (配置転換通知書) is
A transfer / reassignment notice (配置転換通知書) is the formal document the employer issues when moving an employee to a different department, role, or workplace inside the same company. The April 2024 amendment to Enforcement Regulation Article 5 LSA requires that the scope within which transfers may occur is disclosed in writing at the time of hire. The transfer notice operationalizes that disclosure each time the employer exercises the transfer right.
When to use
When to issue this notice
- Moving an employee to a different department within the same company
- Changing the employee's primary work location (city, prefecture, branch)
- Substantial change in the employee's duties, even if the department stays the same
- Change in reporting line that materially affects the employee's role
Mandatory items
What to include in the notice
- Current position, department, location, and duties
- New position, department, location, and duties
- Effective date of the transfer
- Reason for the transfer (organizational, performance-based, employee-requested)
- Reference to the contractual / work rules basis for the transfer (the scope-of-change clause)
- Compensation impact (if any) and reference to a separate compensation revision notice if applicable
- Commute and relocation support, if the move involves a different work location
- Employee acknowledgement signature line
Legal basis
Legal background and constraints
The transfer right is governed by the original employment contract and work rules. The April 2024 amendment to Enforcement Regulation Article 5 LSA requires written disclosure of the scope within which transfers may occur (workplace and duties) at the time of hire. Without that disclosure, or if the transfer falls outside the disclosed scope, the employee can refuse and the employer cannot impose. Even within the disclosed scope, transfers that cause undue hardship (sole-carer of a sick family member, severe commute increase) can be invalidated by the courts.
Frequently asked
Common questions about the Transfer / Reassignment Notice
Can an employee refuse a transfer?
If the original contract and work rules properly disclose the scope of change (post-April-2024) and the transfer falls within that scope, refusal is generally not allowed and can itself be grounds for discipline. Outside the disclosed scope, or in cases of undue personal hardship, refusal is permitted.
How much notice must be given before a transfer?
There is no statutory minimum, but reasonable advance notice is required, typically 2 to 4 weeks for in-region transfers and 1 to 2 months for out-of-region or out-of-prefecture transfers that require relocation. Insufficient notice can be grounds for the employee to refuse.
Does compensation have to stay the same during a transfer?
Not necessarily. If the new role or location justifies a compensation change, the change must be documented separately (typically with a compensation revision notice). Downward changes require employee consent under Article 9 LCA. Upward changes are uncontroversial.
What's the difference between 配置転換 and 転勤?
In practice the two terms overlap. 配置転換 (haichi-tenkan) is the broader term covering any internal reassignment. 転勤 (tenkin) specifically refers to a transfer that involves a change of work location. Both are typically issued under the same notice format.
What about transfers to a different legal entity?
Transfer to a different legal entity is not a 配置転換 but a secondment (出向) or transfer-of-employment (転籍), depending on whether the original employment contract is preserved or terminated. Use the secondment agreement template for that case.
Important. This template is provided for general planning purposes only and is not a substitute for professional advice. Japanese employment law is complex and case-specific. Before issuing this notice in any non-routine situation, consult a Certified Social Insurance and Labor Consultant (社会保険労務士) or a qualified labor lawyer (弁護士).