Employee Secondment Request Template

What Is an Employee Secondment Request Template?

An Employee Secondment Request Template outlines the terms and conditions for assigning an employee locally to another entity, often called the host company. The original employer issues the letter and addresses it to the employee who will be seconded. It defines the key elements of the secondment arrangement, including the secondment period, the reporting structure for both parties - the original employer and the host company - and the continuation of salary and benefits.

Why Is an Employee Secondment Request Template Important?

The template explains the employee's duties and responsibilities during the secondment period, their obligation to comply with the host company's policies, and confirms that the employment relationship with the original employer continues. The document also addresses confidential information and makes clear that the secondment does not guarantee permanent employment after the period ends.

How to Create an Employee Secondment Request Template

An Employee Secondment Request Template organizes the information and terms that explain the secondment process and its purpose, while defining the relationship between the parties involved. The template can be prepared through the following steps:

1- Define the nature of the secondment

Clarify that the template is intended for a local secondment of an employee to another entity, the host company, and confirm that the secondment is temporary.

2- Clarify the importance of the secondment

State the employee's duties and responsibilities during the secondment period, their obligation to comply with the host company's policies, the continuation of the employment relationship with the original employer, and the fact that there is no guarantee of permanent employment after the secondment ends.

3- Include the core elements of the secondment template

The template should include details of the parties involved, the secondment period, roles and responsibilities, working conditions, performance management, confidentiality and intellectual property, termination terms, and jurisdiction.

How Is an Employee Secondment Request Template Used?

A secondment request template can be used in the following cases:

Project-based work

When a project requires specialized skills that existing employees already have, secondment can provide this expertise when needed without requiring a permanent reassignment.

Professional development

Employees seeking new challenges or additional skills can benefit from secondment by gaining experience in different roles and exposure to different organizational cultures.

Organizational partnerships

Partner companies may second employees between one another to strengthen collaboration and exchange knowledge.

Temporary coverage

Secondment provides a temporary solution to cover gaps caused by long leaves, such as maternity leave, study leave, or chronic illness, without the need to hire new permanent employees.

Talent retention

Instead of losing valuable employees who are seeking new experiences, secondment can meet their need for change while keeping them within the safety net of their current employment.

What Are the Elements of an Employee Secondment Request Template?

A comprehensive secondment template should include the following elements:

• Details of the parties involved: Clearly identify the approving entity, the seconding entity, and the host entity.
• Secondment period: Define the start and end dates, along with any provisions related to extension.
• Roles and responsibilities: Clarify the duties of the seconded employee within the host organization and the level of supervision.
• Working conditions: Confirm that the employee's working conditions, such as working hours, workplace, and pay, are consistent with the original contract or have been amended appropriately.
• Performance management: Define how the seconded employee will be evaluated and who will be responsible for the evaluation.
• Confidentiality and intellectual property: Clarify how sensitive information will be handled and who owns any work produced during the secondment period.
• Termination terms: Set out the circumstances under which the secondment may be terminated before the scheduled end date.
• Jurisdiction: Specify the laws governing the secondment template and how disputes will be resolved.

Who Benefits from an Employee Secondment Request Template?

The seconded employee

Benefits from clear secondment terms, duration, and responsibilities, while maintaining the employment relationship with the original employer.

The original employer/seconding entity

Benefits from managing the secondment process, maintaining the employment relationship with the employee, and ensuring clear rights and obligations throughout the secondment period.

The host entity

Benefits from using the seconded employee's skills to meet temporary needs under clearly defined roles and responsibilities.