Communication Pack: How to Explain an EOR Transition to Your Filipino Freelancers & Contractors

 

Author: Martin English — CEO & Founding Partner
Published: November 21, 2025
Updated: November 21, 2025
Disclosure: This article is for informational purposes only and does not constitute legal advice.

Audience & Intent

Who this guide is for

• US, AU, UK, EU founders, COOs, CFOs, HR and Ops leads

• Companies with Filipino freelancers, contractors and VAs they plan to convert into EOR employees

• Teams that want to avoid panic, rumours, or churn when announcing an EOR transition

What you’ll get

• A messaging framework to explain EOR in simple, reassuring language

• A core narrative you can repeat across email, calls and docs

• Ready-to-use announcement email, call script and FAQ

• Guidance on handling sensitive questions (pay, flexibility, tax, job security)

 

TL;DR: How do you explain an EOR transition without scaring people?

• Lead with: “Same work, same client, upgraded status.”

• Anchor on what they care about most:

  • Net pay

  • Stability and benefits

  • Clarity on taxes and government contributions

  • Trust and respect

• Be explicit that this is not a BPO takeover and that they still work with the same team and manager.

• Confirm in plain language: “We want you to stay. This is how we protect you and the company long-term.”

• Use a consistent pack: announcement email → group call → 1:1s → written FAQ → support channel.

This article gives you that communication pack.

Key principles for EOR communication in the Philippines

Keep these in mind as you message the change:

1. No surprises
   Don’t drop it as a single email and disappear. Plan announcement plus follow-ups.

2. Lead with benefits, not bureaucracy
   Focus on stability, benefits, payslips, contributions and career story.

3. Be specific about what stays the same
   Same work, same team, same tools, same expectations.

4. Be honest about what changes
   Employment status, tax and statutory contributions, possible small adjustments to gross to keep net fair.

5. Respect local context
   Many Filipino freelancers have heard horror stories about dodgy outsourcing firms. Emphasise transparency, proper contracts and legal protections.

6. Open a two-way channel
   Give them a named contact and clear way to ask questions (email, Slack channel, office hours).

 

What your Filipino freelancers actually worry about

Address these directly in your messaging:

• “Will my take-home pay go down?”

• “Will I lose flexibility in schedule or location?”

• “Is this a stepping stone to replacing me with someone cheaper?”

• “Is this a BPO setup where I have no say?”

• “Who is my real employer now and who do I talk to if something goes wrong?”

• “Will this help or hurt me if I want loans, visas, or proof of employment?”

The communication pack below is designed to answer these up front.

Core narrative: the simple story you should repeat

Everything you say should map back to three points:

1. Same work and relationship
   You still work with the same client or team. Same day-to-day tasks, tools and reporting lines.

2. Upgraded legal status and benefits
   You move from a freelancer/contractor setup into proper PH employment via an Employer of Record.
   You get payslips, government contributions and 13th month, plus documented employment.

3. Long-term stability for both sides
   This reduces legal and compliance risk for the company.
   It also makes your position more stable and credible (for banks, landlords, future employers).

When in doubt, come back to:

“We’re formalising what already exists so that it works better for you and for us.”

Communication plan at a glance

You can roll this out in five steps:

1. Internal alignment
   Align founders or leadership, HR, finance, and managers on messaging and FAQs.

2. First announcement (email + call)
   Send a clear email, then hold a short group call or town hall.

3. 1:1 conversations
   Managers or founders have short 1:1s with key contractors and high-tenure team members.

4. Written FAQ + support channel
   Share a simple FAQ page or doc plus a dedicated channel or contact for questions.

5. Follow-ups and reminders
   Send reminders about cut-off dates, documents needed, and who to contact.

 

Template 1: Initial announcement email

You can send this from the founder or COO. Replace items in [brackets].

Subject: Upcoming change: upgrading your status via Employer of Record (EOR)

Hi [Name],

I wanted to share an important update about how we’ll structure our working relationship going forward.

Over the last [X] months, you’ve become a core part of our team. In reality, you already work with us like a full-time team member. Right now, however, you are still set up on paper as a freelancer/contractor.

To give you better protection and benefits, and to keep our company compliant in the Philippines, we are planning to move your role under a Philippines Employer of Record (EOR) partner.

In practice, this means:

• Your day-to-day work stays the same
  Same team, same manager, same tasks and tools

• Your legal status improves
  You will be a properly employed worker in the Philippines
  You’ll receive payslips, 13th month pay, and mandatory government contributions (SSS, PhilHealth, Pag-IBIG)

• We take care of compliance and HR support
  Our EOR partner will handle payroll, contracts and statutory requirements
  You’ll have a clear local contact for HR questions

We know you may have questions about:

• Net take-home pay

• Schedule and flexibility

• What this means for taxes and government benefits

To walk you through the change, we will:

• Host a short online session on [date/time, PH time] to explain how this works

• Follow up with 1:1 conversations to discuss your specific situation

• Share a written FAQ and a contact person for any questions

Our goal is simple: recognise the work you already do for us, formalise it properly in the Philippines, and make this a win for you and for the company.

Thank you again for everything you do for [Company]. We’re looking forward to the next phase of working together.

Best,
[Name]
[Title]

Template 2: Group call structure (30 minutes)

You can use this for a Zoom or Meet call after the email.

Agenda (30 minutes)

1. Welcome & context (5 mins)
   Why we’re talking about EOR now (growth, compliance, stability).
   Appreciation: “You are not a problem; you’re important to us.”

2. What is an EOR? (5 mins)
   A local employer of record that hires on our behalf in the Philippines.
   They handle contracts, payroll and compliance; you still work with our team daily.

3. What changes / what stays the same (10 mins)
   Same: work, manager, team, tools, expectations.
   Changes: employment status, payslips, statutory benefits, legal protections.
   Highlight any additions: HMO, allowances, leave structure if applicable.

4. Timeline and next steps (5 mins)
   Key dates for documents, signing, and go-live.
   Outline 1:1 conversations.

5. Q&A (5 mins)
   Take a few questions and remind them there will be ongoing support.

Phrases you can use

• “We’re upgrading your status, not replacing you.”

• “This is about recognising reality and doing it properly.”

• “We want you to stay, and this is how we make your role more stable and professional.”

 

Template 3: 1:1 conversation script (manager playbook)

Objective: reassure, clarify, and capture concerns.

Opening

“Thanks for joining, [Name]. I wanted to talk 1:1 because you are important to the team, and we’re formalising how we work together.”

Key points to cover

1. Recognition
   “You’ve been with us for [X] months/years and you’re a key part of [function/team].”

2. Why we’re moving to EOR
   “Right now you’re on a freelancer/contractor setup. That’s risky for both you and us if we look at Philippine rules.”
   “EOR lets us employ you properly in PH without opening our own entity yet.”

3. What it means for them
   “You’ll have a proper employment contract under [EOR name].”
   “You’ll receive payslips, 13th month, and contributions to SSS, PhilHealth and Pag-IBIG.”
   “We’re modelling this so your net pay remains fair and competitive.”

4. What doesn’t change
   “I’ll still be your manager.”
   “You’ll still work with the same team, on the same projects.”
   “We still expect you to be part of [team rhythm: stand-ups, sprints, etc.].”

5. Invite questions
   “What are your main concerns when you hear ‘EOR’?”
   “Is there anything you want us to clarify before we move forward?”

Do say

• “We want this to be a win for you.”

• “We’re happy to walk through your specific numbers.”

• “We’ll give you everything in writing so you can review.”

Don’t say

• “This is just a formality, don’t worry about it.”

• “Sign quickly or we’ll have to rethink your role.”

• Anything that sounds like legal or tax advice beyond the agreed structure.

 

Template 4: FAQ for Filipino freelancers & contractors

You can put this on Notion/Google Docs or an internal page and link it in the email.

1. Why are you changing my setup now?

We’ve grown to the point where having long-term contractors in the Philippines doesn’t match how Philippine rules and best practice see the relationship. You already work like a core team member, so we want to formalise that with proper employment via an EOR.

2. Will my take-home pay go down?

Our goal is to keep your net pay fair and competitive. There will be mandatory government contributions and 13th month pay as part of your package. We’ll show you example numbers for your role and discuss individually if any adjustments are needed.

3. Who will be my employer on paper?

Legally, you will be employed by our Employer of Record partner in the Philippines. Operationally, you will continue to work for [Client/Company name] and report to the same manager and team as today.

4. Will my work schedule or tasks change?

We are not planning to change your role, schedule or team as part of this transition. Any future changes would be discussed as usual based on business needs and your own preferences.

5. Do I lose flexibility by becoming an employee?

We want to keep the same practical flexibility you enjoy today (within business needs). The EOR structure is mainly about payroll, benefits and compliance. Remote work or flexible hours arrangements can continue, as long as they’re agreed with your manager.

6. What extra benefits do I get?

As an employee under the EOR, you will have:

• Payslips in your name

• 13th month pay

• Statutory contributions (SSS, PhilHealth, Pag-IBIG)

• Access to HR support via our EOR partner

If we add other benefits (e.g., HMO, allowances), we’ll explain those in your offer.

7. What happens if I don’t want to move into the EOR structure?

We hope you will see this as an upgrade. If you have concerns, please raise them in your 1:1 or via [contact/email]. As we continue to grow in the Philippines, we will need most long-term, full-time roles to be on a proper employment basis for compliance reasons.

8. Will this help with loans, visas or proof of employment?

Having proper payslips and an employment contract generally makes it easier to prove income and employment history to banks, landlords and other institutions. We can also provide Certificates of Employment via the EOR.

9. Will you replace me with someone cheaper after the transition?

No. The point of this change is to keep and protect the people who already work with us, not to replace them. We are investing time and cost to put you on a more stable, compliant footing.

10. Who do I talk to if I have more questions?

You can reach out to [Name, role, email] for any questions about the transition, and to [EOR contact] for questions after you are on the new structure.

Handling sensitive or tricky cases

You’ll likely encounter a few edge cases. Plan responses in advance.

1. Freelancers with multiple clients

Emphasise that EOR employment is compatible with some side work, as long as it doesn’t conflict with schedule or confidentiality.
Clarify any exclusivity expectations honestly. If the role is effectively full-time, be clear about that.

2. People worried about tax and take-home

Offer to walk through a sample payslip.
Clarify that contributions are not a “loss” but part of formal employment and future benefits.
Where possible, adjust gross so net remains reasonable within your budget.

3. Those who resist any formalisation

Listen first. Many have had bad experiences.
Re-explain your goals: stability, protection, professionalism.
For truly misaligned cases, decide if they should remain as short-term contractors or be phased out, rather than forcing a bad fit.

How to use this communication pack

You can turn this into a practical rollout in a few hours:

1. Clone the templates into your own docs (email, FAQ, call notes).

2. Customise for your brand voice, EOR partner, and benefits.

3. Align internally so everyone gives consistent answers.

4. Launch: send the announcement email, hold the group call, then do 1:1s.

5. Track questions and update the FAQ as new concerns appear.

The goal is simple: make the EOR transition feel like an upgrade, not a threat.