A transfer letter is often written when you want to request to be transferred to a new job opening within the company. You may also wish to be transferred to another city or state when there are several branches of the company in various locations. Writing a transfer letter is not a difficult task, and can easily be accomplished by using the tips and guidelines below.
Always write a letter. Don’t assume that a simple email to your boss or management will do. By writing a transfer letter, you are demonstrating that you are serious about the transfer.
Use a professional and appreciative tone. You want to conduct yourself in a professional manner any time you are writing for business purposes, but also be appreciative in your transfer letter, letting your employer know how much you enjoy the opportunity to work for the company.
Review your work. After completing your letter, review it for spelling or grammar errors. Make any necessary changes before presenting the transfer letter to the recipient.
In any business situation, you want to use basic fonts that are easy to read; avoid using excessive bold or italic fonts, and leave plenty of white space around borders so that your transfer letter looks professional, and is clear and quick to read.
Sample transfer letter
City, State, Zip
Dear (Mr./Mrs./Miss/Ms.) followed by last name,
In your introductory paragraph, summarize briefly why you are writing. For example, explain that while you are happy to work with the company and enjoy your current job, you wish to be considered for a transfer to the new position.
The main body of your transfer letter should briefly explain the reason(s) for your desire to transfer. Also mention how you have met or exceeded expectations in your current position, and how your skills or qualifications make you a good candidate for the job you wish to be transferred to. Clearly demonstrate that transferring you to the new position or location would benefit the company.
Always let your employer know that you are happy to train the individual who will replace you in your current position.
In closing, explain that you appreciate your employer’s time and consideration, and that you have enclosed any necessary documents that support your request such as you resume, training certificates or any other resources that highlight why you are a good candidate.
Never leave your employer with the impression that you will resign your job if you are not approved for the transfer. Keep your transfer letter upbeat and positive, letting your employer know that you are appreciative under any circumstances.
Using the tips and guidelines above, you will be able to write a transfer letter that effectively expresses your wishes in a way that will impress your employer.