An employee transfer letter is written to inform the employee about his or her transfer to a new location, internal department transfer, or new job position. The human resource department of the company issues this letter. The letter includes all the necessary details regarding the transfer and keeps one thing in mind that it serves as a legal document. Since it is an official letter, it needs to be short, precise, and accurate.
The employee transfer letter is written to either deliver good or bad news, as you take it. Make sure that the letter is written in a positive approach. This type of letter is found in every organization and is sent to employees regularly. Below listed are some essential tips that will help you write the employee letter for internal transfer or to another branch as the case may be. The template, sample, and email format mentioned below will help you write the letter.
Employee Transfer Letter Writing Tips
- This letter can be written in a memo format since it is an official internal letter.
- Make sure that the date of the issue of transfer is mentioned explicitly.
- All the transfer related details such as the date of joining, perks, etc. should be mentioned.
- Write a transfer letter only after you have communicated to the employee verbally.
- Avoid grammatical, spelling, and punctuation mistakes.
- Mention the reason for the transfer in the letter.
Employee Transfer Letter Template
Use our free Transfer Letter to help you get started. If you need additional help or more examples, check out some of the sample letters below.
_____________ ( your address)
_____________ ( address of the person the letter is addressed to)
Date: _________________ ( Date on which letter is written)
Subject: Employee Transfer
Dear Mr/Ms_________________ (name of the employee),
We are happy to inform you that you are transferred to the ________ branch of your request due to superb performance over the months. The organization has been assessing your performance and has decided to offer you this transfer. You have been an important part of the increase in sales for over a period, and we are fortunate to have you with us.
You have to join the __________ branch on ________. You are given a short break for 15 days before you start the work in the new office space. For salary details, contact the human resource department.
I wish you all the best!
______________ (name of the signing authority)
________________ (designation of signing authority)
Employee Transfer Letter Sample, Email, and Example/Format
Prism Technologies Pvt Ltd
Subject: Employee Transfer
Dear Mr. Saxena,
We have valued your performance and contribution to the company since DD/MM/YYYY. You are an essential part of the increase in sales over time. Also, your motivation and energy have helped the other employees to improve their performance.
You may know that the Delhi branch manager is going to retire on DD/MM/YYYY. So, we decided to give you that position, which will be effective from DD/MM/YYYY.
We understand the fact that it will take some time to settle at a new place, and this is why the company as decided to give you a short break of 15 days to relax, calm and explore the city.
The salary appraisal details are mentioned in the attachment, and in case you have any doubts relating the same, then contact the human resource department.
We hope to motivate you always and wish you to perform even better. We have high expectations from you, and the Delhi branch awaits their new manager.
We wish you all the best in all your endeavors.
Vice President, Marketing
The following is an email to be followed for an employee Transfer letter.
From: (Sender’s email address)
to: (Receiver’s email address)
Subject: Your transfer to our Mumbai branch
Dear Ms/Mr. Peter,
The company has considered you as an asset since you joined on DD/MM/YYYY. Your performance and efforts in increasing the company sales have been incredible.
You may know that the manager of our Chennai branch is retiring on DD/MM/YYYY. We have been assessing your performance for long now and decided to offer you that position. Your transfer is valid from DD/MM/YYYY. We understand that it is tough to settle in a new city, so the organization has decided to give you a short break of 20 days to relax, spend time with family, and settle in the new town.
Attached is the information on salary appraisal. If you have any questions regarding the same, you can get in touch with the Human Resources department.
Please feel free to talk to us for any clarification.
Wishing you all the best in all your future endeavors.
Name, signature, and designation of signing an authority