Inter Department Transfer Letter - Meaning,
Format, Examples, and More
Working in an organization on a higher post is a responsibility where you need to make
decisions for the company’s betterment. Transferring employees internally within the
departments is the business strategy adopted by the organizations in order to
streamline talents and career progression.
If you are an organization planning to move employees from one department from
another due to any reason, you need to write an inter-department transfer letter to that
particular employee.
So What is an Inter-department transfer letter? Let’s read to know more.
Internal Department Transfer Letter - Definition
Inter-department letter is issued to an employee who is being transferred from one
department to another within the same organization.
An Internal department transfer letter can be of two types:
1) A request from an employee to be transferred to another department
2) A letter from the organization to inform an employee about their transfer to
some other department.
In this article we are going to discuss the letter from the employer to the employee.
With this type of transfer, you can achieve the following:
- Optimize the talents and skills within the organization
- Make sure that the employees are progressing by developing skills
- From the available resources in the organization, move the employee to the
department or the functions where it is immediately and necessarily required.
Things to Consider While Writing an Inter-department
Transfer Letter
Generally, an internal department transfer letter is used for an official or a business
purpose. Therefore, we have gathered some tips to consider while you write the letter
for your own employees. Follow the blog to know more.
1. Tone - Transfer letter is a kind of a professional letter, therefore, it is very crucial to
set the appropriate tone of the letter. Ensure that the letter is formal and your message
is conveyed to the employee in an appropriate tone.
2. Short and Concise - Make sure that the transfer letter is short and concise. Your letter
should be straightforward and also ensure that every message should be straight to the
point. You should always try to complete your correspondence in a single page.
3. Clarity - It is very vital to explain every single detail clearly. Mention clearly that the
employee is being transferred to another department. Do not forget to mention the
department to which the employee is being transferred. If the department works at
some other location, remember to mention that too with the date on which he needs to
join the new role. Specify the person’s name and contact details to whom the employee
needs to report in his new role.
4. Facilities - If the employee needs to get moved to the new location, mention all the
facilities the company will provide to him/her at the new location. In case the location is
the same as the previous one, mention the benefits/drawbacks of the new position.
Also, mention the responsibilities that he/she will be expected to do in his new role.
5. Best Wishes - At the end, wish the employee all the bets. You can do this by writing
that the company expects him/her to continue his duties with the same dedication and
passion that he showed throughout his/her career.
There are various HRMS Softwares that provide the customized templates for the inter-
department transfer letter and other relevant HR letters to help the HRs reduce their
letter writing part. However, following the above considerations, we have prepared
certain formats and examples which you can see further in this blog. Let’s continue.
Inter-department Transfer Letter Format
[Name of the sender]
To,
[Name of Person]
[Address]
Subject: Inter-Department Transfer Letter
Dear [Employee’s Name],
This is to inform you that you will be transferred from [current department] to the
[new department] as you [mention the reason for the transfer].
[Mention the positive or negative points of the employee].
Your salary package has been [increased/decreased] due to your [mention the
reason].
We sincerely hope you will accept this letter as well as the position. This will assist you
because you will be doing something different right now, but it will be advantageous
to your future profession.
We anticipate that you will perform admirably and devote your complete attention to
the task at hand.
We look forward to hearing from you shortly. For any doubts or queries, you can reach
us at [mention phone number] or send an email at [mention email address].
I wish you all the best.
Sincerely,
[Sender Name]
Inter-department Transfer Letter Example
Asmit Goel
To,
Akanksh Shah
123, XYZ Tower
Street 1
Surat, Gujarat.
Subject: Inter-Department Transfer Letter
Dear Akanksh,
This is to convey to you that you will be transferred from the sales department to the
supervising department because you are excelling there.
We are already aware of your experience in the work of the supervising department,
and we are determined to use your great service to make a significant difference in
the department's performance. I'm hoping you'll be content and do a better job in
your current position.
Your remuneration has been boosted as a result of your superior supervisory abilities.
We sincerely hope you will accept this letter as well as the position. This will assist you
because you will be doing something different right now, but it will be advantageous
to your future profession.
We want you to perform admirably and to devote your complete attention to the task
at hand, just as you did in the previous department.
We hope to hear from you soon. You can contact me at +91-9182736450 or
[email protected] if you have any questions or concerns.
Sincerely,
Asmit Goel
Things to be Included in Transfer Letter
The following facts should be included in a department transfer application to justify the
employee's competencies and allow him or her to be transferred to a new department:
- The employee’s new department.
- The position in the new department that the employee will be employed.
- The employer's expectations of the programs and functionalities used in the
department to which he or she will be transferred.
- The employee's talents, competence, and information that could be useful in the
new department where he or she will work.
Bottom Line
Preparing letters for each individual employee is a time-consuming and tedious
operation. If you're weary of writing the same letters over and over again, UBS, a
leading HRMS Software in India, has a solution for you. We offer ready-to-use letters
with live editing so you can prepare your letters without having to download and edit
them. The letters can be edited directly on the platform. It will undoubtedly save you a
significant amount of time.
To schedule a live demonstration, please contact us. Once you see how our HRMS
Software works, we are confident that you will want to integrate it into your firm.
Meta Description - Inter-department transfers are done for the betterment and
productivity of a company. Download inter-department transfer letters to inform your
employees about their transfer.
Format 1
From
<HR Signatory Name> <DD/MM/YYYY>
<HR Signatory Designation>
<Office Address>
To
<Employee Name>
<Address Line 1>
<Address Line 2>
<Address Line 3>
Dear < Employee Name >,
Sub: Your Transfer to <New Department> effective :<DD/MM/YYYY >
Based on the discussions that your <Reporting Manager> had with you, we are
pleased to confirm your transfer to <Department> at <Location> effective
<DD/MM/YYYY >.
The reason for this transfer is <Mention the reason, as applicable>. You will be
reporting to <New Reporting Manager Name>, <Designation>.
We look forward to your continued commitment and support in the new department.
The other terms & conditions of your employment contract remain same unless
otherwise agreed to in writing by the Company.
Please confirm your formal acceptance by signing the duplicate copy of this letter.
Regards,
<HR Head>
Employee Agreement
I hereby agree to the change in the terms and conditions of my employment contract
as specified above.
Employee Name: _____________________
Employee Number: ___________________
Employee Signature: __________________
Format 2
[Date]
[To]
Subject - Inter-department transfer effective [date]
Hello,
This letter is being issued in order to inform you that you are being transferred from
[current department] to [new department]. This is because [reason] of the
[department].
We believe that your skillset will be able to fulfill the requirements in the department.
We will be astonished to see you join the department. Also, we believe that you will fit
in perfectly.
For your new job role, you must report to [Manager’s Name] at [Time and location]. If
you have any further questions regarding your transfer, you can reach us at [phone
number] or email us at [email address].
Regards,
[Your Name]
[Department]
Format 3
Date
[Employee's Name]
[Position]
[Company Name]
[Company Address]
Subject:
Dear [Employee's Name],
As per the Management's directives, your services will be transferred to [place of
transfer] with effect from [date].
Your place of posting will be [exact address/ locality/ branch].
Your City Compensatory Allowance [CCA] will be INR [XXXXXXX]. You will also be
entitled to the benefits mentioned in the attached appointment letter.
Other rules and regulations of the company remain effective and unchanged.
Thank You
Sincerely,
[Name of Authority]
[Authority's Designation]
[Sign of the Authority]
