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Mastering Employee Transfer Letters: 12 Essential Tips & Letter Format Template

By Heather Hudnall, CRP, GMS

What Is an Employee Transfer Letter?

Employee transfer letters are given to employees who are being relocated to a different branch, department or location of their employer. The reason for these letters is more than professional courtesy: transfer letters supply both employee and employer with the “ground rules” of the transfer. We’ve outlined some best practices for writing an employee transfer letter below. Additionally, if you have been assigned an international relocation , check out our page on best practices for writing a global assignment letter of understanding .

What Is the Purpose of A Transfer Letter?

Transfer letters are central to successful employee relocations . Among the goals of these documents are the following:

• Create a written record of the employee’s transfer for the personnel file.
• Provide evidence that the employee’s compensation account follows the employee accurately.
• Track the personnel in each department to ensure a correct head count for staffing purposes.

Whether the transfer is employer-generated or a mutual agreement between employer and employee, the transfer letter offers physical evidence of the move from one department or location to another.

Employee Transfer Letter Checklist

Consider the following items as a template from which to create appropriate transfer letters. Be sure to include:

• The employee’s full name and current address, with accurate contact information
• Reason for the transfer
• Name of the department or location from which the employee is transferring
• Name of the department or location to which the individual is moving
• The exact effective date the transfer will take place
• The official start date in the new location, if the date is different from the effective date of the transfer
• The name of the new supervisor to whom the transferee will report
• The creation or issue date of the transfer letter
• The details of the position in the new location, including any bonuses the employee is to receive as a result of the transfer

Also remember to:

• Use a standard letter or memo format, whichever is consistent with previous transfer letters issued by the employer
• Closely proofread the letter to ensure accuracy
• Ensure the letter or memo has the original signature of the appropriate person authorizing the transfer

If there is a change in title or responsibilities, details about those changes may be described. Additionally, changes in titles and duties should be documented for inclusion in the employee’s personnel file. The letter should refer to the company’s relocation policy and summarize the portions of the policy that are applicable to the employee. It’s important to adhere to the company employee transfer letter format for consistency and clarity in communication.

Clarity is vital to transfer letters. They should be straightforward to avoid misunderstandings or confusion regarding the transfer.

How Should You Format an Employee Transfer Letter?

Having trouble drafting your own employee transfer letter? Check out a basic example below. A few tips for building a transfer letter:

• Craft a letter that is unique to the employee
• Include assignment-specific details that will leave little chance of misunderstanding
• Set employee expectations with regard to relocation: including finances, moving household goods, home finding assistance, and more

Transfer Letter Template

Download an easy-to-use Word template here .

Employee Transfer Letter FAQs

What are common reasons for an employee transfer.

Employee transfers can be initiated based on career development opportunities, or workforce adjustments. They can also be approved after a direct transfer request from an employee.

Why do you need an employee transfer letter?

An employee transfer letter provides clarity for both the employee and the employer on key elements such as salary, benefits, title changes, etc. It is official documentation that outlines expectations moving forward between the two parties.

What are the benefits of an employee transfer?

Employee transfers can foster team collaboration, improve employee morale, increase efficiency, and more.

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Transfer: Internal Transfer/Reassignment Request

This is a request for transfer/reassignment from one location/department to another. This request is subject to availability of a position at the new location/department as well as the business and staffing needs of the organization. The transfer request date is subject to change to meet business and staffing needs.

Employees must complete Sections 1 and 2 and submit the form to Human Resources.

SECTION 1: EMPLOYEE'S CURRENT INFORMATION

Employee's name:

Current department:

Current position:

Current base salary:

Current work schedule (include hours and days per week):

Days available                          Hours available

M, T, W, TH, F, SAT, SUN                       AM   PM

(Circle days)

SECTION 2: REQUESTED TRANSFER/REASSIGNMENT

Requested department:

Requested position:

Requested work schedule (include hours and days per week):

Reason for request:

Requested transfer date:

Employee's signature:                                                Date:

SECTION 3: TRANSFER/REASSIGNMENT POSITION INFORMATION

(To be completed by supervisor in the department/location the employee is requesting)

New position title:

New position number:

Department:

New work schedule (include hours and days per week):

Requested base salary:

Requested effective date (must be prospective and at the beginning of a pay period):

Reason for reassignment:

SECTION 4: TRANSFER/REASSIGNMENT APPROVAL

Print current supervisor's name:

Signature:                                                                    Date:

Print new supervisor's name:

New department/division head's signature:             Date:

HR approved salary:                                                   Effective date

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Equip for Equality

Advancing the Human & Civil Rights of People with Disabilities in Illinois

Reassignment as a Reasonable Accommodation and Template Letter

The Americans with Disabilities Act (ADA) requires covered employers to provide reasonable accommodations to employees with known disabilities. One possible accommodation is reassignment, or job transfer, to a vacant position for which the employee is qualified.

When is reassignment an appropriate accommodation?

The Equal Employment Opportunity Commission (EEOC) has called reassignment an accommodation of last resort because generally, it is required only if you can no longer perform the essential functions your current position and no accommodations would enable you to remain in your current position. In other words, employers are not required to reassign you if you could continue working in your current position with an accommodation.

What type of position can I be reassigned to?

There are a few ground rules to keep in mind when exploring possible reassignments.

• You must be qualified for the job you are seeking
• The position must be vacant or must become vacant within a reasonable amount of time
• Your employer does not have to create a new position
• Your employer does not have to promote you

I don’t know if my employer has any vacant positions. What should I do?

First, do everything that you can to try to determine whether any vacant positions exist.

• Does your employer have an internal job board?
• Does your employer post vacant positions on its website or on an online job posting site?
• Have you heard of any openings through word of mouth?

After you have done your due diligence, you can ask your employer’s human resources department to assist you in identifying vacant positions. See template letter for possible language.

What does reassignment mean? Will I be automatically placed in the vacant position?

It depends where you work and whether your desired position is part of a seniority system.

Where you work:

• If you work in Illinois, in most cases, your employer must place you in the vacant position, so long as all other requirements are met. See EEOC v. United Airlines , 693 F.3d 760 (7th Cir. 2012).
• Courts across the country are divided on this question, so be sure to consult with an attorney.

Whether your desired position is part of a seniority system:

• Generally, if your employer would need to violate a seniority system to reassign you, it is not required to do so. However, if your employer makes exceptions to the seniority system for other reasons, then it may need to make exceptions for you as well.

If you work in Illinois and your desired position is not part of a regularly enforced seniority system, and if your disability prevents you from doing your current job with or without reasonable accommodations, then your employer should place you in a vacant position for which you are qualified.

I don’t want to admit to my employer that I cannot do my job. Should I still seek reassignment?

There is some risk to requesting reassignment, so it should be done thoughtfully. There are many factors to consider when deciding whether reassignment is right for you, including:

• Are you able to do your current job?
• Have you explored all possible accommodations to keep you in your current position?
• Have you been disciplined because you cannot perform the essential functions of your job?
• Do you work for a large employer that is likely to have vacancies?
• Do you believe there is (or will soon be) a vacant position for which you are qualified?
• Does your employer have a seniority system in place for filling vacancies?

Despite the risk, reassignment is a very good option in certain situations, including the following scenario:

• You are no longer able to perform the essential functions of the job with accommodations due to a newly acquired or progressive disability. You know of a position that is vacant and you are qualified for the position. It is a lateral transfer and is not subject to a seniority system.

I can do my current position, but would like to be reassigned. Can I still ask for reassignment?

Although the ADA only requires your employer to reassign you if you can no longer do your job, there may be reason to explore reassignment. If you choose to do this, make clear that you can still perform your job duties, but that you are seeking reassignment as a possible solution that would benefit you and your employer. The ADA does not prohibit your employer from going above and beyond what the ADA requires.

Given these legal complexities, you should consult with an attorney before requesting reassignment to discuss your options.

I want to request reassignment as a reasonable accommodation. What do I do next?

• Identify a vacant position that you are qualified to do.
• Confirm that this position is not a promotion and not governed by a seniority system.
• Apply for the position, as any other applicant would (i.e., submit cover letter, resume, or other required application materials)
• Draft a letter to your employer’s human resources department explaining that you have applied for the position and are requesting to be placed in the position as a reasonable accommodation under the ADA. See attached template for an example.
• Send the letter to your employer’s human resources department with a copy of your application.
• Follow-up within a reasonable amount of time after sending the letter (e.g., two weeks) with a polite request to check in on the status of your request for reasonable accommodation.

Where can I learn more?

Equal Employment Opportunity Commission, Enforcement Guidance: Reasonable Accommodation and Undue Hardship Under the Americans with Disabilities Act, Section on Reassignment

TEMPLATE LETTER

DATE (January 1, 2017)

METHOD OF DELIVERY (Email/U.S. Mail/Hand Delivered, etc.)

Human Resources Department Employer’s Address

Re: Request for Reassignment as a Reasonable Accommodation (JANE DOE)

Dear Mr./Ms. (Human Resources):

I am writing to touch base about the _____ (position) at _____ (employer). I applied for this position on ____ (date). I have attached a copy of my application. I am excited about and well-qualified for the position because _____.

As you may know, I have ____ (disability). I am requesting to be reassigned to the ____ (position) as a reasonable accommodation under the Americans with Disabilities Act.

If ____ (position) is no longer vacant, I am interested in engaging in the interactive process to identify other vacant positions for which I am qualified, or other possible accommodations that would be effective.

If you have any questions about my request you can contact me in writing or by phone. Thank you very much.

Very truly yours,

Jane Employee your phone number/email

Alternative Formats

• Reassignment as a Reasonable Accommodation – PDF Document
• Reassignment as a Reasonable Accommodation – Word Document

HAVE A QUESTION?

Contact Equip for Equality’s Employment Rights Helpline 1-844-RIGHTS-9 (toll free) or (844) 744-4879 [email protected] www.equipforequality.org/employment

This resource material is intended as a guide for people with disabilities. Nothing written here shall be understood to be legal advice. For specific legal advice, an attorney should be consulted.

Equip for Equality, an independent nonprofit organization, is the Illinois state Protection & Advocacy System whose mission is to advance the human and civil rights of children and adults with disabilities. The Employment Rights Helpline seeks to empower individuals with disabilities to advocate effectively. This publication is made possible by funding support from The Chicago Community Trust, the U.S. Department of Health and Human Services, the Administration on Intellectual and Developmental Disabilities and the Center for Mental Health Services of the Substance Abuse and Mental Health Services Administration; the U.S. Department of Education, Rehabilitation Services Administration; and the Social Security Administration. The contents of this publication are solely the responsibility of Equip for Equality and do not necessarily represent the official views of any of these agencies.

©Equip for Equality, 2017 (v2, 12/2017)

Last updated: October 04, 2022

This website is made possible by funding support from the U.S. Department of Health and Human Services, both the Administration on Developmental Disabilities and the Center for Mental Health Services of the Substance Abuse and Mental Health Services Administration; and the U.S. Department of Education, the Office of Special Education and Rehabilitative Services. The contents of this website are solely the responsibility of Equip for Equality and do not necessarily represent the official view of any of these agencies.

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• The changes you mention in this letter may threaten few readers. Detail the reason for the changes. Make your point in a sensitive tone.
• Mention the problem due to which you initiated the change.
• Clearly mention the changes.
• Take the reader into confidence about the change. Offer to respond to any queries by the reader.

SAMPLE LETTER

[Letter Date]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-

Dear [Recipients Name],

Congratulations! We would like to inform you that after reviewing the application you submitted and watched your interview with our Human Resource officer for the position of Sales Analyst in our newly established office in Seattle; we feel that you have what it takes to succeed in the job. We need, however, to iron out some details regarding your transfer. Please meet with me on Tuesday at 3:00 pm so we can talk about your transition. Again, congratulations and I look forward to meeting with you soon.

Sincerely, [Senders Name] [Senders Title] -Optional-

[Enclosures: number] - Optional - cc: [Name of copy recipient] - Optional -

Memorandum example regarding a job transfer.

Further things to consider when writing directive letters to employees

Directive Letters

Directive letters are letters written to give official or authoritative instructions. These letters allow individuals or companies to carry out tasks in an efficient way. There are countless scenarios that may require one to write a directive letter. The most common ones include giving directions on how to carry out a task and introducing or reaffirming new procedures at work. It can also be written to a bank to authorize a transfer. Directive letters should be drafted carefully keeping in mind every instruction that the recipient is required to follow. These are formal letters, and therefore the tone must be professional. Clearly state what needs to be done and provide as much information as possible regarding the situation. If it is a problem that needs to be resolved, indicate what the problem is as well as suggestions on how to resolve it. If necessary, mention the reason for the directive and its benefits to the recipient. Give a deadline for which you expect the task to have been completed. You might also include the names of individuals the recipient can contact or the resources that might help him/her complete the assignment. End with a note of appreciation.

Letters to Employees

Letters to employees are letters written to individuals who work for an organization or for another person. If you are an employer or manage a group of employees, the chances are that you will have to write to the employees at some point. It could be an introduction letter to introduce a new product or service to salespersons, a rejection letter to turn down an employee's request for a promotion, or a thank-you letter to thank an employee for his/her hard work. You could also write a termination letter to fire an employee for his/her poor performance. Whatever the reason for your writing, the letter must be formal and professional. All letters to employees must be addressed with the proper names of the recipients. But if your message is intended for all employees in general, you can address your letter as "To all employees". State the purpose of the letter. Convey your message briefly but clearly, highlighting all the important details. If the issue that you are writing about requires further explanation, make sure to offer your explanation in a way that the recipient can easily understand. Wrap it up with a positive note or a call to action.

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How to Write a Memo That Assigns Additional Duties

by Anam Ahmed

Published on 29 Apr 2019

The business environment is dynamic and constantly changing. Successful companies know how to adapt to the fluctuations in the marketplace by adjusting their offerings to meet the needs of consumers. In order for that to happen, companies need to be able to remain flexible with their internal organizational structure. Sometimes, it’s necessary to change roles and responsibilities within the company in order to complement the external environment.

Review the Current Job Description

If your organization needs to make some changes to an employee’s job responsibilities, you’ll need to provide them with the details in writing. Having a brief discussion with the employee is also useful as it enables them to ask questions and gain clarification. The memo acts as a written confirmation of what is discussed between you and the employee. The additional responsibilities letter format is short and clearly outlines what changes the employee can expect.

Before you draft your memo, review the employee’s current job description so you have a comprehensive understanding of what they do now. You may also want to review their past performance reviews to see what their strengths and weaknesses are. This will help you determine what kinds of changes the employee will be able to handle successfully.

For example, if your employee is a customer service representative, you may wish to increase their role by having them respond to customer inquiries over social media as well. However, if in their past performance reviews they have not had a great track record of written communication, then this may not be the best change in duties for them. However, if they excel in written communication and social media management, they may thrive with the new responsibility.

Make Sure the Changes Are Feasible

Ensure that the changes you want to make to the employee’s job description are realistic . If they already have too many tasks on their plate, then adding even more duties may overwhelm them and cause a loss in productivity. If you’re adding on additional responsibilities, you may also need to remove some other duties.

When learning about additional responsibilities, employees will want to know whether they will be compensated to reflect the changes in their role. A good sample memo for duties and responsibilities outlines if any changes will be made to the employee’s salary as a result of the changes in their job description. Ensure this increase in salary is within the budget.

Structure a Sample Letter of Duties and Responsibilities Carefully

Open your memo by stating the intention for the letter. Tell the employee that you are changing their job description. Also mention why the change is happening as it relates to the business.

In the next paragraph, focus on the employee’s strengths and the value they bring to the organization. Build on that by outlining the additional responsibilities they will be taking over. If you’re removing some of their duties to account for this change, let them know who will be taking over those areas.

Finally, if there will be a change to the employee’s salary as a result of their increasing job description, tell them about the change and from when it will be effective. Sign off by sharing your excitement for what this means for their career and for the organization. Offer to answer any questions and share next steps .

Sample Letter for Change in Job Responsibilities

Subject: Your new role

I’m writing to inform you about a change in your job description at XYZ Corp. In addition to your duties as Customer Service Representative, you will now also be responding to customer questions over our three social media channels. As we grow our business, we’re expanding the way we service our customers. We’ve conducted research with many clients and this is a service they are eager to have.

Since you’ve been with us here, you have excelled in all areas of customer service, particularly in the areas of written communication and timely response. These skills will be critical to your new responsibilities.

To reflect your changing responsibilities within our organization, and to show our appreciation for your work, you will receive a 3 percent raise effective immediately.

We’re thrilled about this new development and look forward to seeing you grow in your expanding role. Feel free to reach out if you have any questions. We’ll schedule a meeting to discuss the next steps moving forward.

Best wishes,

All Formats

Work Transfer Letter Templates

The option of a work transfer is an attractive option for some employees for many reasons. An internal work transfer is considered mainly because an employee is content and happy with the company’s culture, rate, and benefits but may feel that their skills and background would serve better in a different department or company location.

Work Consideration Transfer Letter Format

Why Transferring Jobs Is a Good Option

• The employee will encounter new challenges which, in turn, create bigger accomplishments.
• The employee will experience a new work environment which will facilitate the employee’s ability to adapt and manage changes.
• A transfer will allow the employee to create a bigger impact on new colleagues, on the company, and not to mention to his or her professional growth.
• A transfer will allow the employee to be educated about how other facets in the organization are run. This new perspective will allow the employee to build on strengths to accomplish expectations from different departments or job functions and get a clearer picture on how he or she can climb to the top of the organizational structure.
• In a work transfer, the employee will get the opportunity to be recognized by new coworkers and managers. In effect, this will gain the employee a wider visibility in the organization and recognize the strengths that other employees provide for the team.

Work Conformation Transfer Letter Template

Letter of Temporary Transfer

How to Transfer Jobs in your Company

• Have a conversation about this with your immediate supervisor. Before you embark on a mission to land a position in another department, it is best that you set aside some time to talk with your manager about your plans to do so. Your manager most likely is familiar with the manager from that department and could give you advice on what the position calls for and how your present skills could match those.
• Ensure that your skills and attitude match those that the other department is looking for. Once you have talked it over with your manager, do take some time to think further about your decision. It would land you in a bad light to expedite your transfer only ending up feeling unhappy because you failed to do your research. Ask around so that you will get a clearer idea of what you are getting yourself into.
• Treat the transfer like you were applying for a new one for another company. Do not expect your new manager to know about the successes you have brought to the company so far. You also need to convince the manager as to how you are a perfect fit to the department.

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• Career Planning
• Finding a Job

Transfer Request Letter and Email Examples

How to Write a Transfer Request Letter

How to write a transfer request email, transfer request letter template, transfer request letter sample, transfer request email example.

 Grace Kim / The Balance

Are you relocating to a new city? If you’re happy with your current employer—and the organization is large enough to have opportunities in your new area—consider whether a transfer to a new job at the same company might be an option. It may be the most logical place to begin a job search in a new city or a new state .

Start by having a discussion with your manager or human resources representative about the possibility of a transfer and what employment opportunities are available at the new location. That way, the company won't be surprised when they get your letter or email.

However, the company may ask for a formal written request. In this situation, you will need to write a job transfer request letter. (If you're interested in transferring to another department within the company you work for, use this job transfer letter instead.)

1. Be Professional. Your letter should be written in standard business-letter format, just like any professional correspondence.

A written relocation transfer request letter should begin with your contact information, the date, and the contact information for your supervisor or human resources manager.

Your letter should begin with a formal salutation, your purpose for writing, and evidence supporting why your request should be considered. Politely request the supervisor’s assistance in gaining a position at your preferred location. Use an appropriate closing to end your letter.

2. Say Thank You. Be sure to express your appreciation for their help and, if you can, include some kind and complimentary sentiments for your colleagues at your current job.

3. Include Your Resume. It’s a good idea to include a copy of your resume , to refresh your manager’s memory regarding your skills and qualifications. Make sure you update your resume and tweak it to match the job description of your target position first.

4. Use Sample Letters to Guide Your Writing. The more professionalism you present, the better your chances of having your transfer approved. Use examples for requesting a transfer to a new company location as inspiration for your own letter. Be sure to customize your letter for your situation.

5. Edit and Proofread Before Sending. Proofread all your documents carefully. Paying attention to the details shows that you’re interested in doing a good job, which will make your supervisor more likely to help you with your request.

When proofreading, pay close attention to the spelling of names and job titles.

1. Don’t Be Too Casual. Even if you’re sending your email to your direct manager, and you have an extremely positive relationship, it’s important to remember that this is professional correspondence. Use an appropriate tone and be sure to format your email as a business letter (minus the contact information paragraphs that would lead a snail-mail request).

2. Choose an Appropriate Subject Line. The subject line of your email should include what you are requesting – either a transfer or relocation. For example, “Transfer Request - Firstname Lastname” would be an appropriate subject, letting the recipient know the content of the email and its level of importance.

3. Include Your Contact Information in Your Signature. Be sure that your email signature includes your email address and cell phone number, so that your manager or HR person can follow up with you.

4. Test Your Email. Proofread your message and send yourself a test email to make sure that your formatting holds up. Sending yourself a test will also give you another chance to spot typos and errors before you send in your request. 

Download the transfer request letter template (compatible with Google Docs and Word Online) or see below for more examples.

Reggie Jones 123 Main Street Anytown, CA, 12345 reggie.jones@email.com 555-555-5555

March 1, 20XX

Jennifer Lee Manager XYZ, Inc. 123 Business Rd. Business City, NY 54321

Dear Ms. Lee,

I am writing to request consideration for a transfer from my position at XYZ Inc. to a similar position at the XYZ office located in Dallas, Texas. My family has experienced some changes which necessitate the need for me to be in closer proximity to them.

I have enjoyed working here for the past seven years and appreciate the experience I have gained. I have held several positions at XYZ, which have given me an excellent overview of the company’s operations.

I am confident that my in-depth knowledge and strong communication skills would be an asset to the staff in Dallas. While I will regret leaving my colleagues here, I feel that I could contribute significantly to the company’s potential growth in Texas.

I am enclosing my updated resume for your review. Thank you for your consideration and assistance in this matter. If you need any additional information, please contact me.

Reggie Jones (signature hard copy letter)

Reggie Jones

Subject:   Application for Transfer

Dear Brenda,

I would like to respectfully inquire about the possibility of a transfer from Cassy’s in Anytown, NY to the Newcity, OH location. My spouse has received a job opportunity there, which would begin next month. I have enjoyed working here for the past six years, first as Assistant Manager, and in my recent promotion to Manager. I feel that I have been an asset in the Bridal Department and would like to continue my association with the company.

I am able to stay on for several weeks to help train someone to fill the position I will leave here in Anytown. I know several employees at the store who would make good candidates for the position and would be happy to share my thoughts with you.

My experience at Cassy’s has been very rewarding, and I would appreciate the opportunity to continue my career with the company.

I have attached a copy of my resume for your convenience. Your thoughtful consideration of my request is greatly appreciated.

Andy Lau, Manager  andy.lau23@email.com 123-456-7890

Tips for Getting a Transfer Approved

• Talk to your boss or human resources manager about transfer options before you put in a formal request.
• If you need to request a transfer in writing, write a letter highlighting why you're making the request.
• Start with a professional letter sample or template, and tailor it to fit your own circumstances.
• Use your letter to explain what you can offer the company at the new location.

Sample Transfer Letter To Another Branch: Free & Effective

In this article, we’ll guide you through the steps of writing an effective transfer letter, including a customizable template to get you started.

Key Takeaways: Understanding the Purpose: A transfer letter is a formal request for moving to a different branch within the same organization. Key Components: The letter should include the reason for the transfer, your qualifications, and how the transfer benefits both you and the company. Professional Tone: Use a professional and respectful tone throughout the letter. Template Usage: A provided template can be used as a starting point, but personalize it to reflect your situation. Follow-Up: After sending the letter, be prepared for a formal discussion with your supervisor or HR department.

Step-by-Step Guide to Writing a Transfer Letter

Step 1: understand the purpose.

• Primary Objective: The main goal is to communicate your desire for a transfer clearly and professionally.
• Personal and Professional Reasons: These may include career growth, personal development, relocation for family, or other significant reasons.

Step 2: Gather Necessary Information

• Current Position and Responsibilities: Outline your role and achievements in the current branch.
• Desired Branch Details: Research the new branch, its culture, and how your skills fit there.

Step 3: Structure Your Letter

• Opening: Start with a formal salutation and a clear statement of purpose.
• Body: Explain your reasons for the transfer, your qualifications, and how the move benefits both parties.
• Closing: End with a polite conclusion, expressing gratitude for consideration.

Step 4: Maintain a Professional Tone

• Respect and Formality: Keep the tone respectful and avoid overly casual language.
• Clarity and Conciseness: Be clear and concise, avoiding unnecessary details.

Step 5: Customize the Template

• Personalization: Adapt the provided template to reflect your unique situation and reasons for the transfer.

Step 6: Review and Edit

• Proofreading: Check for grammar, spelling, and clarity.
• Feedback: Consider getting feedback from a trusted colleague or mentor.

Step 7: Submit and Follow-Up

• Submission Method: Follow your company’s protocol for submitting such requests.
• Preparation for Discussion: Be ready to discuss your request in a formal meeting.

Sample Transfer Letter To Another Branch

[ Salutation: ]

Dear [Supervisor’s Name],

[ Introduction: ]

I am writing to formally request a transfer to the [desired branch name] of [Company Name]. As a dedicated [your current position] at the [current branch name] for [duration of employment], I believe that this move aligns with my career aspirations and the company’s goals.

The reason for my request is [state your reason – personal, professional growth, relocation, etc.]. In my current role, I have achieved [mention significant achievements or contributions], and I am eager to bring this experience to the [desired branch name].

[ Closing: ]

I am looking forward to the opportunity to contribute to [desired branch] and continue my growth within [Company Name]. Thank you for considering my request. I am available to discuss this further at your earliest convenience.

[Your Name]

Writing a transfer letter to another branch is a significant step in your career journey. By following these steps and using the provided template, you can craft a request that highlights your strengths, aligns with your personal and professional goals, and respects the organizational framework.

Tips for Writing a Transfer Letter

• Be honest but tactful about your reasons for the transfer.
• Highlight how the transfer benefits the organization, not just you.
• Maintain a tone of flexibility and cooperation.
• Keep it brief and to the point.

Frequently Asked Questions (FAQs)

Q: What is a Request Letter for Transfer to Another Branch?

Answer : A Request Letter for Transfer to Another Branch is a formal written document in which an employee expresses their desire to be transferred from their current branch or location to another branch within the same organization. 

The letter outlines the reasons for the transfer request and highlights the benefits it would bring to both the employee and the organization.

Q: Why would someone write a Request Letter for Transfer to Another Branch?

Answer : There are several reasons why someone may write a Request Letter for Transfer to Another Branch. Some common reasons include seeking better career opportunities, a change in location for personal reasons, professional growth and development, proximity to family, or the desire to take on new challenges and responsibilities.

Q: How should the tone of the letter be in a Request Letter for Transfer to Another Branch?

Answer : The tone of the letter should be formal, polite, and professional throughout. Maintain a respectful and positive tone to convey your enthusiasm for the transfer and your commitment to the organization. Avoid any negative remarks or complaints about your current branch or colleagues.

Q: How long should a Request Letter for Transfer to Another Branch be?

Answer : A Request Letter for Transfer to Another Branch should be concise and to the point. Ideally, it should be limited to one page, keeping the content focused and relevant. Use clear and straightforward language to convey your message effectively.

Q: Is it necessary to mention accomplishments and supporting evidence in the letter?

Answer : Yes, it is highly recommended to mention relevant accomplishments and provide supporting evidence in your Request Letter for Transfer to Another Branch. This helps demonstrate your qualifications, skills, and expertise, increasing your credibility and the likelihood of your transfer request being approved.

Q: Should I follow up after sending a Request Letter for Transfer to Another Branch?

Answer : Yes, it is advisable to follow up after sending your Request Letter for Transfer to Another Branch. It shows your continued interest and proactive approach. 

Reach out to the appropriate individuals to confirm receipt of the letter and express your willingness to provide any additional information or answer any questions they may have.

Q: Can I request a specific branch for transfer in my letter?

Answer : Yes, you can request a specific branch for transfer in your letter. Clearly mention the name of the desired branch and explain why you believe it would be a good fit for your skills, career goals, or personal circumstances. 

However, be open to alternative options if the organization has specific guidelines or requirements for branch transfers.

Q: How long does it typically take to receive a response to a Request Letter for Transfer to Another Branch?

Answer : The time it takes to receive a response to a Request Letter for Transfer to Another Branch may vary depending on the organization’s internal processes and the availability of decision-makers. It is recommended to inquire about the expected timeline during your meeting or follow-up communication after sending the letter.

Q: What should I do if my request for transfer is denied?

Answer : If your request for transfer is denied, it is important to remain professional and respectful. Take the opportunity to seek feedback on the reasons for the denial and ask if there are any alternative options or suggestions for future transfers. 

Consider discussing your career goals and development plans with your supervisor or HR department to explore other opportunities within the organization.

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Legal Templates

Home Business Assignment Agreement

Assignment Agreement Template

Use our assignment agreement to transfer contractual obligations.

Updated February 1, 2024 Reviewed by Brooke Davis

An assignment agreement is a legal document that transfers rights, responsibilities, and benefits from one party (the “assignor”) to another (the “assignee”). You can use it to reassign debt, real estate, intellectual property, leases, insurance policies, and government contracts.

What Is an Assignment Agreement?

What to include in an assignment agreement, how to assign a contract, how to write an assignment agreement, assignment agreement sample.

Partnership Interest

An assignment agreement effectively transfers the rights and obligations of a person or entity under an initial contract to another. The original party is the assignor, and the assignee takes on the contract’s duties and benefits.

It’s often a requirement to let the other party in the original deal know the contract is being transferred. It’s essential to create this form thoughtfully, as a poorly written assignment agreement may leave the assignor obligated to certain aspects of the deal.

The most common use of an assignment agreement occurs when the assignor no longer can or wants to continue with a contract. Instead of leaving the initial party or breaking the agreement, the assignor can transfer the contract to another individual or entity.

For example, imagine a small residential trash collection service plans to close its operations. Before it closes, the business brokers a deal to send its accounts to a curbside pickup company providing similar services. After notifying account holders, the latter company continues the service while receiving payment.

Create a thorough assignment agreement by including the following information:

• Effective Date:  The document must indicate when the transfer of rights and obligations occurs.
• Parties:  Include the full name and address of the assignor, assignee, and obligor (if required).
• Assignment:  Provide details that identify the original contract being assigned.
• Third-Party Approval: If the initial contract requires the approval of the obligor, note the date the approval was received.
• Signatures:  Both parties must sign and date the printed assignment contract template once completed. If a notary is required, wait until you are in the presence of the official and present identification before signing. Failure to do so may result in having to redo the assignment contract.

Review the Contract Terms

Carefully review the terms of the existing contract. Some contracts may have specific provisions regarding assignment. Check for any restrictions or requirements related to assigning the contract.

Check for Anti-Assignment Clauses

Some contracts include anti-assignment clauses that prohibit or restrict the ability to assign the contract without the consent of the other party. If there’s such a clause, you may need the consent of the original parties to proceed.

Determine Assignability

Ensure that the contract is assignable. Some contracts, especially those involving personal services or unique skills, may not be assignable without the other party’s agreement.

Get Consent from the Other Party (if Required)

If the contract includes an anti-assignment clause or requires consent for assignment, seek written consent from the other party. This can often be done through a formal amendment to the contract.

Prepare an Assignment Agreement

Draft an assignment agreement that clearly outlines the transfer of rights and obligations from the assignor (the party assigning the contract) to the assignee (the party receiving the assignment). Include details such as the names of the parties, the effective date of the assignment, and the specific rights and obligations being transferred.

Include Original Contract Information

Attach a copy of the original contract or reference its key terms in the assignment agreement. This helps in clearly identifying the contract being assigned.

Execution of the Assignment Agreement

Both the assignor and assignee should sign the assignment agreement. Signatures should be notarized if required by the contract or local laws.

Notice to the Other Party

Provide notice of the assignment to the non-assigning party. This can be done formally through a letter or as specified in the contract.

File the Assignment

File the assignment agreement with the appropriate parties or entities as required. This may include filing with the original contracting party or relevant government authorities.

Communicate with Third Parties

Inform any relevant third parties, such as suppliers, customers, or service providers, about the assignment to ensure a smooth transition.

Keep Copies for Records

Keep copies of the assignment agreement, original contract, and any related communications for your records.

Here’s a list of steps on how to write an assignment agreement:

Step 1 – List the Assignor’s and Assignee’s Details

List all of the pertinent information regarding the parties involved in the transfer. This information includes their full names, addresses, phone numbers, and other relevant contact information.

This step clarifies who’s transferring the initial contract and who will take on its responsibilities.

Step 2 – Provide Original Contract Information

Describing and identifying the contract that is effectively being reassigned is essential. This step avoids any confusion after the transfer has been completed.

Step 3 – State the Consideration

Provide accurate information regarding the amount the assignee pays to assume the contract. This figure should include taxes and any relevant peripheral expenses. If the assignee will pay the consideration over a period, indicate the method and installments.

Step 4 – Provide Any Terms and Conditions

The terms and conditions of any agreement are crucial to a smooth transaction. You must cover issues such as dispute resolution, governing law, obligor approval, and any relevant clauses.

Step 5 – Obtain Signatures

Both parties must sign the agreement to ensure it is legally binding and that they have read and understood the contract. If a notary is required, wait to sign off in their presence.

Related Documents

• Purchase Agreement : Outlines the terms and conditions of an item sale.
• Business Contract : An agreement in which each party agrees to an exchange, typically involving money, goods, or services.
• Lease/Rental Agreement : A lease agreement is a written document that officially recognizes a legally binding relationship between two parties -- a landlord and a tenant.
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Letter of Transfer of Work Assignment

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