how to write your letter of transfer: examples & tips

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Gayane Hakobyan
written byContent Strategist, Remote Lifestyle & Career, EPAM Anywhere

With a focus on remote lifestyle and career development, Gayane shares practical insight and career advice that informs and empowers tech talent to thrive in the world of remote work.

With a focus on remote lifestyle and career development, Gayane shares practical insight and career advice that informs and empowers tech talent to thrive in the world of remote work.

A letter of transfer allows employees who are happy with their current employer but need to alter an aspect of their employment to formally request specific types of changes. If you need a letter of transfer to make a move within your current company, here’s an overview of how to write one, a couple of examples, and more information to get you started.

What is a letter of transfer and when do you need it?

A letter of transfer is a formal document that allows an employee to request a change to an aspect of their employment. It’s written by the employee who wants to alter a facet of their working arrangement, and it typically addresses either a supervisor, company leader, or human resources manager.

Types of transfer requests

Generally, transfer requests are either location- or position-oriented. Location-oriented letters of transfer may ask if a role can shift from a location chosen by your employer to a different company facility or ask to work remotely instead of in a formal office.

In some cases, relocating while working remotely may also make a letter of transfer a necessity if formal approval is required. This is more common if you’ll end up working from another country, but it may also apply if you're simply changing cities or want to work remotely and travel for a short period, such as a working vacation.

Transfer request letters for position changes can involve a few scenarios. For instance, if you’re in one of the company’s remote IT jobs and want to move to another IT function, submitting a letter of transfer is typically part of the equation. Often, a transfer request letter also works if you need to alter your hours. For example, if you’re trying to figure out how to request to go from full-time to part-time, you’ll usually need a letter of transfer as part of the formal process.

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How to write a transfer request letter

Writing a formal letter of transfer is reasonably straightforward. Here’s an overview of the sections it needs to include.

Contact information

The first thing you need on your transfer letter is your contact information. Include your full name and address, phone number, and email. It’s also wise to list your current position title and department. By doing so, it’s easier for any reviewing party to understand who you are within the organization.

Additionally, you’ll want to list the contact information for the receiving party. Usually, it’ll either be addressed to your manager or an HR professional, and you’ll need to include their full name, job title, and company address.

Formal greeting

After the contact information, you need a salutation. Typically, “Dear” followed by the person’s name works well, as that clearly shows who the intended recipient is and that they’re the ones being addressed.

Introduction

Following the greeting, you need to write an introductory paragraph that outlines your reason for writing. Typically, you’ll start by restating who you are, including pertinent details like your position title, current department, and employee number (if assigned one). Additionally, you’ll state the type of transfer you’re requesting, such as a location or position change.

Letter body

After the introduction, you’ll use the body of the letter to outline your reasoning for requesting the transfer. Provide evidence that helps the recipient see why granting your request isn’t just beneficial to you but to the organization as a whole. It’s also wise to openly ask the recipient for their assistance, positioning what you’ve outlined as something you’re asking for rather than something you’re demanding.

Conclusion

The final paragraph of your letter of transfer includes expressions of appreciation. Essentially, you want to ensure you thank the recipient for reviewing the request and any efforts they take after reading the letter.

Closing

Following the conclusion, you want to close the letter. Options like “Regards” or “Thank You” work well. Then, follow that with your signature.

2 transfer letter samples

Reviewing a transfer letter sample makes seeing how a letter of transfer is supposed to come together, making it easier to write your own. For the contact information and greeting, you’ll want to use the following format:

[Your Full Name]

[Your Street Address]

[Your City, State, Country, Postal Code, etc.]

[Your Phone Number]

[Your Email]


[Date the Letter Is Written]


[Recipient’s Full Name]

[Recipient’s Job Title]

[Employer’s Company Name]

[Company Street Address]

[Company City, State, Country, Postal Code, etc.]


Dear [Mr./Ms./Mrs./Miss/Dr. and Recipient’s First and Last Name]

After that, what the letter states will vary depending on the nature of your request. Here are some samples, including a sample letter for transferring to another position and an example of how to ask for a transfer to another location.

Requesting a transfer to another position: a letter sample

I’m writing to request a transfer from my position as a Java developer in the IT department at XYZ Company to a mobile application developer. My request is based on the desire to use my expanding skillset in a way that best benefits the organization.

My time as a Java developer has been exceptional, and it’s allowed me to hone critical skills that I’ve leveraged to ensure the success of my projects. During my journey, I’ve acquired additional capabilities that align strongly with a shift into mobile-focused development, including Swift and Kotlin programming skills. I believe my expanded experience makes me a strong fit for a mobile application developer role, and I would like to be considered for a transfer into that position.

I’ve attached an updated resume to outline my newly acquired skills and recent experience, highlighting the value I can provide XYZ Company if a transfer is approved. Thank you for your consideration in this matter, and I look forward to your decision.

Regards,

John Doe

Java Developer

How to ask for a transfer to another location: example

I’m writing to request a transfer of my current position as a UI/UX Designer at ABC Corporation from its current office location to the office in Poland or to a fully remote role that would allow me to work while living in Poland. Currently, I am planning to relocate to Poland to be closer to family, and a transition of my work location would allow me to continue providing value to the organization.

My time at ABC Corporation has been exceptional, and I take great pride in my performance while in this position. By approving my transfer request, I can continue to support the goals of the company, ensuring we offer exceptional experiences to internal employees and customers alike using our applications.

I’ve attached my current resume and recent performance evaluation for you to review, and I appreciate your consideration in this matter. Thank you for your time.

Regards,

Jane Doe

UI/UX Designer

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Gayane Hakobyan
written byContent Strategist, Remote Lifestyle & Career, EPAM Anywhere

With a focus on remote lifestyle and career development, Gayane shares practical insight and career advice that informs and empowers tech talent to thrive in the world of remote work.

With a focus on remote lifestyle and career development, Gayane shares practical insight and career advice that informs and empowers tech talent to thrive in the world of remote work.

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