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

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 a lighter workload for health-related issues.
• Issues 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.

How to write a transfer request letter and email

When writing your transfer request letter or email, you should start with a greeting with your name followed by “dear”, followed by the reason you are writing. Below are more detailed steps for the different parts of a transfer request letter or email.

1. 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.
2. The reason 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.
3. 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.
4. 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.
5. 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.

Transfer request emails formatting differences

When writing a transfer request email, you don’t want to use the same format as transfer letter format. To do this you want to use a relevant subject instead of a formal header. Those are just some of the differences when it comes to writing a transfer request email. Below are some of the other differences you should keep in mind.

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 your email address, phone number, and any other way you would like to be contacted.

Transfer letter and email example

To help you write your transfer request, below are examples of a transfer request letter and email. Remember to tailor the letters to fit your specific needs.

Transfer Letter Request Example

Melissa Cook
8127 Bevel Rd.
Carbondale, Pennsylvania 18407
624-789-8776
MelissaJCook@gmail.com April 11, 2021 Benjamin Snyder
Marketing Director
UBX
241 Cherry St.
Scranton, Pennsylvania 18447 Dear Mr. Snyder, I am writing to formally request consideration for a transfer from my current role as digital marketing manager at UBX to marketing specialist at the Indianapolis, Indiana office of UBX. I am requesting this transfer because I am currently in the process of moving to Indianapolis to be closer to family. I have greatly appreciated my time working for UBX, and I have been able to grow my digital marketing skillset and make incredible connections at the Scranton office. I am excited to see how I can use my verbal and visual communication skills at the Indianapolis office to help achieve marketing and growth goals. I also believe this new role would allow me to continue growing and advancing in strategic communications planning. I have enjoyed my time at the Scranton UBX office and would love to continue helping UBX achieve its goals. I have attached my updated resume and portfolio for your consideration. Please do not hesitate to contact me with any questions. Thank you for your time. Sincerely,
Melissa Cook

Subject line: Emily Johnson transfer request Dear Mr. Peters, I hope this email finds you well. I am writing to formally request a transfer within XYZ Company to the San Diego location. After careful consideration and reflection, I believe that a transfer would be mutually beneficial for both the company and my professional growth. I have thoroughly enjoyed my time working at the Chicago location. The knowledge and experiences I have gained have been invaluable and I am grateful for the opportunities provided. However, I have recently identified a strong interest and passion for the San Diego location and firmly believe that a transfer would allow me to contribute my skills and expertise more effectively. I would be more than happy to discuss this transfer request further and provide any additional information or clarification you may require. Thank you for considering my transfer request. Sincerely, Emily Johnson

Request Letter for Transfer Template

[Your full name]
[Your home address]
[Your phone number]
[Your email address]

[Date the letter was sent]

[Full name of recipient]
[Recipient’s job title]
[Organization name]
[Organization address]

Dear [recipient’s name],

I am writing to formally request consideration for a transfer from my current role as [your current position] at [organization name] to [position you would like to transfer to] at the [city and state or just city of office you would like to transfer to] office of [organization name]. I am requesting this transfer because [reason you are wanting to transfer/reason you are moving].

I have greatly appreciated my time working for [organization name], and I have been able to grow my [skill type] skill set and make incredible connections at the [city of current work office] office. I am excited to see how I can use my [skill type] skills at the [city of office you would like to transfer to] office to help achieve [goals you would help achieve]. I also believe this new role would allow me to continue growing and advancing in [skill type].

I have enjoyed my time at the [city of current work office] office and would love to continue helping [organization name] achieve their goals. I have attached my updated resume and portfolio for your consideration. Please do not hesitate to contact me with any questions. Thank you for your time.

Sincerely,
[your full name]

Tips for writing a transfer request letter

When writing a transfer request letter or email, be sure you do your research about know why you want to transfer. Below are additional tips you need to keep in mind when writing a transfer request letter or email.

• 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.

Job transfer letter 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:
   • You’re relocating but want to stay with the company.
   • You have a desire to move to a different role.
   • 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.
6. How do you professionally request a transfer?Writing a transfer request letter or email is how you professionally request a transfer. You should state the reason you are writing and provide information and supporting evidence as to why you want to transfer.

References

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