How To Write A Transfer Request Letter And Email (With Examples)

For those who are relocating, or just looking for new responsibilities in a new location, transferring is a great option to look into.

If you need help putting together a great formal transfer request letter, look no further. In this article, we will cover the basics of what goes into transfer request letters and emails. We will also provide a template and example letter at the end to aid in your writing process.

What Is a Transfer Request Letter?

A transfer request letter, or transferring letter, is an official document written by an organization’s employee requesting to be placed in a position at another office location within the same organization.

Transferring is usually discussed early on with a supervisor. You want to make sure that the company is informed about your plans so that, by the time you send your formal transfer request letter, they have been expecting it.

Employees typically address these letters to their supervisors or their human resources departments. The letters contain information on the employee’s request and reasons why the recipient should grant this request.

Employees write transfer request letters for varying reasons. Some include:

• A need for new, more advanced roles, especially after company mergers and acquisitions.

• Relocation, but still looking to work within the same organization.

• A need for lighter workload for health related issues.

• Issues with with a boss or coworker.

Many organizations are excited to do what they can to retain current employees, and transferring is a realistic option for many.

In a perfect scenario, your organization will have an open spot to fill in the location you are moving to. In these scenarios, there may even be a separate internal application process. Transferring to locations that do not have open positions within your qualifications is more difficult, but not impossible. Especially if you have a compelling letter.

Parts of a Transfer Request Letter

In your transfer request letter, you will need to include all of the following parts in roughly this order:

• Header and greeting. If you are sending in a physical letter, the first thing that is going to appear on this letter will be your full contact information, as well as the name of your recipient and the address of your workplace.

  After this will be the word “Dear,” followed by either “Mr./Ms./Mx.” and the recipient’s last name, or the recipient’s first name if you have a friendlier relationship.

• Why you are writing. After your greeting, you will begin your letter with a statement on your desire to transfer, and the position and/or location you would like to transfer to. You should also describe briefly why you are looking to transfer to a new position.

• Supporting evidence. Similar to a cover letter but a bit less involved, you will want to use the body of the transfer letter to give supporting information on why your transfer is a good idea.

  Detail your experience with and dedication to this particular company, and present some compelling examples of what you would bring to the table along with your key accomplishments.

• Conclusion. Be sure to close your letter with gratitude. You should thank the reader for their time, and you may also want to consider expressing gratitude for the great team you have worked with and the experiences you have had. Include a complimentary closing such as “sincerely,” or “regards,” to professionally end the letter.

• Additional Documents. Mention any additional documents and be sure to attach them with the letter. This will include an up-to-date resume, and any other documents you would like to have considered in your transfer decision.

Tips for Writing a Transfer Request Letter

• Do your research and organize your plan. Think about why you are moving or wanting to transfer, and consider the timeline of this decision.

  This is especially important if there is no job currently open and available for you to transfer to, you may need to think extra hard about this. Getting these facts and details sorted out will help you compellingly build your letter.

• Consider why your employer would want to agree to this transfer. If you are a valuable member of their team, you will want to consider what possible benefits it may bring to them. You want to make a compelling argument why they would want to let you go.

• A job transfer request letter is very similar to writing a cover letter.They are serving the same basic function, so write them in a similar fashion.

• Use your established rapport to your advantage. You shouldn’t assume that you are guaranteed a transfer because you already work at the company, but keep in mind that you still need to be convincing and courteous. Consider the needs of this company and how you have been able to most effectively utilize your skills to meet these needs.

Transfer Request Emails Formatting Differences

1. Do not include a formal header. Emails have distinct formatting differences from physical letters. Though letters contain your contact information and the information of the receiver at the beginning, emails do not. Instead, just begin your email with a formal greeting.

2. Use a relevant subject line. The subject line of your email should give a brief description of what the letter is, for ease of organization. So, in this case, your subject line should indicate that this is a transfer request letter. You may also want to include your full name in the subject line.

3. Keep it professional. Even though you likely know the recipient of your letter well, you will still want to keep the email relatively formal. Remember that this is a statement of your desire to land a new job, and you need to present your best most professional self. Always use the correct formatting of greeting and closing, follow a clear objective, and proofread.

4. Put contact information at the bottom. After your signature, include all relevant contact information so that any recipient will be able to easily reach out to you and respond to your request. Include email address, phone number, and any other way you would like to be contacted.

Transferring Letter Example and Template

Transfer Request Letter And Email FAQ

1. How do I request a transfer?

   You request a transfer by writing a transfer request letter to your employer. To write a convincing and professional transfer request letter, you’ll need to do some research first.

2. What are good reasons for a transfer request?

   Some good reasons for a transfer request are that you’re relocating but want to stay with the company, that you have a desire to move to a different role, or that you dislike your boss or team but want to stay with the company.

3. How do I write a transfer letter due to family reasons?

   To write a transfer letter due to family reasons, you’ll want to be as open and honest as possible without going into too much detail, and you’ll need to make your case for why the transfer would benefit the company.

4. What are the types of employee transfers?

   The types of employee transfers are lateral transfers, voluntary transfers, and involuntary transfers. There are a plethora of other more specific types of transfers, but these are the major three.

5. How do I accept a transfer letter?

   To accept a transfer letter, you’ll write a letter to your employee in return. This letter will explain that their request has been approved and the details of their transfer.

Author

Chris Kolmar

Chris Kolmar is a co-founder of Zippia and the editor-in-chief of the Zippia career advice blog. He has hired over 50 people in his career, been hired five times, and wants to help you land your next job. His research has been featured on the New York Times, Thrillist, VOX, The Atlantic, and a host of local news. More recently, he's been quoted on USA Today, BusinessInsider, and CNBC.