When you stay in one company for a long time, you might want to get transferred from one department of the company to another. When this happens, you need a transferring letter to get the process started. You may also submit the letter if you want to get transferred to a new location or school and various other matters discussed below.

Transferring Letters

What is a transfer letter?

Simply defined, job transfer letters are a formal request or notice that an employee will move from one department of the company to another or even to move to a new company.

Another use of transfer request letters is to transfer ownership of an object or property to another person. This, however, doesn’t involve a request for promotion. Generally, the letter includes a justification or reason for the transfer request together with the benefits of approving this request.

When do you need this letter?

There are several reasons for you to compose a transferring letter. These include:

  • If you want to move to a new position in your company.
  • If you’re moving to a different city and you want to transfer your position. In such a case, mention in your transfer request letters that you still want to work with the same company.
  • If you want to learn new skills to improve yourself.
  • If you are want to avoid stress at work.
  • If you want to meet new challenges.
  • If you want to work in a different branch of your company.
  • If you want to avoid long hours of travel by going to and from work.

Job Transfer Letters

How do I write a transfer letter?

There are several things to make yourself aware of before you start writing a transferring letter. The first thing to do is to discuss your intent with your supervisor, manager, employer or even a representative in your Human Resources Department about the possibility of the transfer.

Doing this avoids any surprises your employers might get subjected to once they receive your letter. Here is a guide to help write your employee transfer letter:

  • Write the letter professionally
    Just like any professional correspondence, this letter should adopt a standard business format. The letter should start with your contact details, the date, and your supervisor’s contact details.
    Start with a formal salutation, then the purpose of writing your letter. You may also include evidence to support why they should consider your request. It may also help if you can politely request your supervisor’s assistance to obtain a position at the location where you want to transfer.
  • Express your gratitude
    Remember to show your appreciation for the reader’s assistance, and if you can, include a few complimentary statements about your co-workers at your current position.
    A very good suggestion is to attach a copy of your resume to help refresh the memory of your manager regarding your qualifications and skills. Just make sure to update your resume first to match the job description of the position you’re targeting.
  • Use a template or sample letters as reference
    Writing a more professional letter both in form and substance increases the chances of getting your transfer approved. You can easily do this by using examples of letters as your guide and inspiration. If you will download a template, customize the letter for your own situation.
  • Proofread before you send
    To ensure that your letter doesn’t contain any mistakes in both spelling and grammar, proofread it first. Remember that simple mistakes can ruin your credibility. Paying attention to these details will make your reader feel more willing to approve your transfer request.

How can I write a transfer letter to another branch?

If you’re planning to transfer to another branch of your company, you may want to emphasize the benefits of your transfer in your transferring letter. When writing this letter, the reader should view you more as an asset instead of a person asking for a favor. Here are some pointers for writing job transfer letters:

  • Your reason for writing
    Stating the reason why you’re writing the letter should be at the very beginning. Be both specific and clear in your intent. If you have set a timeline for when you want to make the job transfer, state that as well.
  • Your history in the company
    Provide information about your work with the company including the basics like your department, job title, how long you have worked with the company, and any major awards or accomplishments you have earned.
  • Your reasons for wanting to get transferred
    Even if you don’t have many details about your request yet, it’s always a good idea to include the reasons why you’re requesting the transfer.
  • Strengthen your case
    Briefly explain why the transfer is a good move. Remember to keep your focus on your employer and how your request benefits the company in more ways than one.

Transfer Request Letters

How do I write a letter to transfer students?

Transfer request letters for school have the same intent as the letters for employment although the former involves a letter that notifies a student’s current school about their intention to move to a different school.

In the letter, it’s important to address the recipient properly, start with a strong introduction, then enumerate the student’s academic achievements. It’s also a good idea to indicate their specialized areas of study.

Adding any other personal information depends on the transferring student although this information should be both straightforward and concise. Here are some tips for writing a letter of transferring school:

  • Introduction
    Students should properly introduce themselves and why they need to transfer. It is a good idea to include a short account of the student’s current academic circumstances too.
  • Achievements and awards
    It will help the student to provide all of their academic achievements including honors or awards that they have received along with their Grade Point Average. Mention if any, other details of activities that they have participated in like memberships in any academic or athletic clubs or even their involvement with volunteering activities.
  • The reasons for wanting to transfer
    The student should also state their reasons why they want to transfer – whether it be a family emergency, changes in their major or for any other reason.
  • Express gratitude to the reader
    Always remember to express sincere gratitude to the reader and include contact details too.