Leaving a job you don’t like used to mean that you also have to be apart from the company you learned to love. However, that doesn’t have to be that way. When you want to explore more of your skills or you think you are capable of accepting bigger responsibilities but still want to remain in the company, all you have to do is to furnish a transfer letter.
Elements of a Good Transfer Letter
Transfer letters can be used in a variety of situations: when an employee wants to be assigned in a different department, when an employee is gearing up for a promotion, or when an employee needs to transfer from one department to another. Nevertheless, transfer letters are only used by employees who plan to move within the company, which makes it different from a resignation letter that are for individuals who are transferring to a different company. Transfer letters contain the following elements:
- Reason for transfer: Possibly the most important part of a transfer letter, the reason for your transfer justifies your request. It can be anything justifiable, from saying that it would be a lucrative career move to saying that you become more efficient should the transfer be approved.
- Supporting case: Support your reason by convincing the company why they should approve your transfer. The supporting case is your defense that your planned transfer will not affect or jeopardize the company’s operation in any way.
- Employee background: This is the summary of the time you have spent so far in the company. It highlights the accomplishments you have made as well as the skills you have learned while in your current position.
- Business format: A transfer letter should come in professional and formal following a business letter type of format. This means that the letter should observe all the letter conventions found in a business letter, which are the business letter parts (inside address, salutation, body, complimentary close, signature line) and the business style formatting (single-spaced, justified, full block).
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Steps to Make a Great Transfer Letter
- Be specific with your addressee: Transfer letters are commonly addressed to the Human Resource Manager. Be specific and use the right details for your inside address and salutation.
- Start by stating your purpose of writing: Directly, but politely, express your interest to be transferred. Express clearly what position you like to be transferred to and what position you are currently holding. This part should be brief, with around 2 to 3 sentences.
- Recount your experience so far with the company: In the next paragraph, state your accomplishments and qualities you have attained while in the company. This is also where you expound your experience so far with the company especially in your current position.
- State your reason for transfer: While you are planning to transfer, remember that the effect of your leave from your department would mean they will be one employee short in manpower.
- Express your commitment to the company: As a wrap-up, express your willingness to go through an application process, like an interview evaluation or exam, for the position you are planning to transfer. Offer your service to train a replacement in your stead if they need one. Don’t forget to express your gratitude and openness to be contacted should they have inquiries or updates regarding your request to transfer.
- Edit, edit, edit: When you read your letter again, do not only settle in spotting any grammatical errors, but also focus on editing out the content itself. Rephrase sentences that sound awkward and revise ones that have a weak message value.
Tips for a Great Transfer Letter
- Append your updated resume: Although you aren’t exactly applying for a new job, enclosing your resume and portfolio with your transfer letter will keep your current department head updated with the new skills you have acquired. This will also prove useful for the manager at another branch or department you are proposing to be transferred to be aware of your qualities. Overall, your resume will provide a great boost for your request to be approved.
- Talk to your current supervisor/manager: If you feel like talking to your current manager or supervisor will not prove to be detrimental with your transfer request, then without reservation talk to your immediate head. He or she might be able to provide insight and may even help you with your transfer by writing you a recommendation letter.
Types of Transfer Letters
- Corporate Transfer Letters: These are the transfer letters that are made when employees want to be transferred to another sector of the company. Corporate transfer letters have two sub-types: the lateral transfer and promotional transfer.
- Relocation Transfer Letter: This is used when an employee wants to be reassigned to another branch of the company. In this case, the employee will still retain his former job position and level but at a different location.
- Academic Transfer Letter: These are the transfer letters submitted by students when they want to transfer to another school within an academic school year. School transfer letters helps the administrators determine if the school’s curriculum is on par with the student’s prospective school and will make them work on ways regarding the whole transfer process.
- Property Transfer Letter: This is the transfer letter that expresses the person’s authorization that they want to transfer their property to another individual. It is used as a supporting document in legal transactions of property transfer.
Transfer Letter Template Sizes
Transfer letters are printed on documents with the following standard sizes:
- US Letter: 8.5 inches by 11 inches
- US Legal: 8.5 inches by 14 inches
- A4: 8.27 inches by 11.69 inches
Transfer Letter FAQs
How soon should I apply for a job transfer?
Have at least four weeks, or a month, before you plan to transfer to another position within your company. This is to ensure that all your work will be taken cared of and will not create any further complications when it comes to job responsibilities. Submitting it in advance will also make some time for the company to find another one to replace you.
Will I undergo the application process again for them to approve my transfer request?
The possibility that you will be undergoing an interview and examination depends on the policy of your company. However, when you’re applying for a promotion, an evaluation is inevitable. Nevertheless, review your company’s handbook to know more information.
Another approach in writing an effective transfer letter is to treat it as though you are making a cover letter for a job application. You will be marketing yourself for the position but, this time, with a strong sense of familiarity. Remember to focus on the benefit of your employer when you get to persuade them for your transfer in your letter. The corporate ladder may be steep but it’s not impossible to climb, especially with the right cunning and tenacity.