How To Write A Transfer Request Letter And Email (With Examples)

If you’re considering a relocation or seeking new responsibilities within your organization, drafting a transfer request letter is an effective first step. In your letter, clearly express your desire to transfer and outline how this change would be beneficial for both yourself and your employer.

This article provides a comprehensive guide on how to write a transfer request letter and email, along with templates and example letters to assist you in the process.

Key Takeaways:

• A transfer request letter is a formal document in which an employee requests a move to a different position or location within the same organization.

• Common reasons for a transfer request include seeking a different role or wanting to remain with the company while relocating.

• Clearly articulate the transfer you desire, your reasons for the move, and how it would benefit the organization.

What is a Transfer Request Letter?

A transfer request letter is a formal document written by an employee to request a position at another office location within the same organization.

Before sending your formal transfer request letter, it’s advisable to discuss your intentions with your supervisor. This ensures that your management is aware of your plans and can anticipate your request.

Typically, these letters are addressed to supervisors or the human resources department. They should detail the employee’s request and reasons supporting the transfer.

Employees may write transfer request letters for various reasons, including:

• A desire for advanced roles, especially following company mergers and acquisitions.

• Relocating but wishing to remain within the same organization.

• A need for a reduced workload for health-related reasons.

• Challenges with a supervisor or coworker.

Many organizations are eager to retain valuable employees, making transfers a viable option. In an ideal scenario, an open position will exist at your desired location. However, transferring to locations without open roles that match your qualifications may present challenges, though a well-structured letter can make a significant difference.

How to Write a Transfer Request Letter and Email

When composing your transfer request letter or email, start with a greeting that includes your name, followed by “Dear,” and the name of the recipient. Below are detailed steps for different components of a transfer request letter or email.

1. Header and Greeting. For a physical letter, begin with your full contact information, followed by the recipient’s name and workplace address.

   Then, write “Dear,” followed by either “Mr./Ms./Mx.” and the recipient’s last name, or their first name if you have a more casual relationship.

2. Your Reason for Writing. After the greeting, clearly state your desire to transfer, mentioning the position and/or location you are interested in. Briefly explain why you are seeking this new position.

3. Supporting Evidence. Similar to a cover letter, provide supporting details on why your transfer would be beneficial. Highlight your experience with and commitment to the organization, including key accomplishments that demonstrate your value.

4. Conclusion. Close your letter with a note of gratitude, thanking the reader for their time. You may also express appreciation for your current team and experiences. Use a professional closing such as “Sincerely,” or “Regards.”

5. Additional Documents. Mention any additional documents you are including, such as your updated resume and any other pertinent materials.

Transfer Request Email Formatting Differences

When writing a transfer request email, avoid using the same format as a physical letter. Instead, focus on a relevant subject line. Here are other formatting differences to consider:

1. No Formal Header Needed. Unlike letters, emails don’t require a formal header. Start your email with a formal greeting.

2. Use a Relevant Subject Line. The subject line should summarize the purpose of your email. For example, “Transfer Request: [Your Name].”

3. Maintain Professionalism. Keep the tone formal, even if you know the recipient well. This is a professional request, so ensure correct formatting and proofread.

4. Include Contact Information at the Bottom. After your signature, provide your email address, phone number, and any other preferred contact methods.

Transfer Letter and Email Examples

Here are examples of a transfer request letter and email. Tailor them to fit your specific circumstances.

1. Transfer Letter Request Example

   Melissa Cook
   8127 Bevel Rd.
   Carbondale, Pennsylvania 18407
   624-789-8776
   MelissaJCook@gmail.com

   April 11, 2026

   Benjamin Snyder
   Marketing Director
   UBX
   241 Cherry St.
   Scranton, Pennsylvania 18447

   Dear Mr. Snyder,

   I am writing to formally request consideration for a transfer from my current role as Digital Marketing Manager at UBX to Marketing Specialist at the Indianapolis, Indiana office. I am requesting this transfer as I am currently relocating to Indianapolis to be closer to family.

   My time at UBX has been invaluable, allowing me to enhance my digital marketing skills and forge meaningful connections at the Scranton office. I am eager to apply my verbal and visual communication skills in the Indianapolis office to support marketing and growth objectives. I believe this new role will facilitate my continued development in strategic communications planning.

   I have thoroughly enjoyed my experience at the Scranton UBX office and would love to continue contributing to UBX’s success. I have attached my updated resume and portfolio for your review. Please feel free to reach out with any questions. Thank you for your time.

   Sincerely,
   Melissa Cook

2. Transfer Email Request Example

   Subject line: Emily Johnson Transfer Request

   Dear Mr. Peters,

   I hope this email finds you well. I am writing to formally request a transfer within XYZ Company to the San Diego location. After careful consideration, I believe this transfer would benefit both the company and my professional growth.

   My time at the Chicago location has been incredibly rewarding, and I am grateful for the opportunities I’ve had. However, I have developed a strong interest in the San Diego location and genuinely believe that a transfer would enable me to contribute my skills and expertise more effectively.

   I would be happy to discuss this request further and provide any additional information you may need. Thank you for considering my transfer request.

   Sincerely,

   Emily Johnson

Transfer Request Letter Template

Tips for Writing a Transfer Request Letter

When drafting a transfer request letter or email, ensure you have a clear understanding of your reasons for seeking a transfer. Here are some additional tips to consider:

• Research and Organize Your Plan. Consider why you want to transfer and the timeline for your decision. This is particularly crucial if there is no immediate position available, as it will help you build a compelling case in your letter.

• Evaluate Benefits to Your Employer. If you are a valued team member, think about the potential advantages of your transfer for the organization. Present a strong argument for why they should support your request.

• Your Transfer Request Letter is Similar to a Cover Letter. Both serve the same basic purpose, so write them in a similar manner.

• Leverage Your Established Rapport. While you shouldn’t assume a transfer is guaranteed due to your current employment, it’s essential to be persuasive and courteous. Consider the organization’s needs and how you’ve effectively utilized your skills to meet them.

Job Transfer Letter FAQ

1. How do I request a transfer?

   You request a transfer by writing a transfer request letter to your employer. To craft a convincing and professional transfer request letter, you’ll need to conduct some research first.

2. What are good reasons for a transfer request?

   Common reasons for a transfer request include:

   • You’re relocating but wish to stay with the company.

   • You want to pursue a different role.

   • You have challenges with your supervisor or team, but want to remain with the company.

3. How do I write a transfer letter due to family reasons?

   When writing a transfer letter for family reasons, be open and honest while avoiding excessive detail, and articulate why the transfer would be beneficial for the company.

4. What are the types of employee transfers?

   The main types of employee transfers include lateral transfers, voluntary transfers, and involuntary transfers. There are several more specific types, but these are the primary categories.

5. How do I accept a transfer letter?

   To accept a transfer letter, you’ll write a response to your employer. This letter should acknowledge that their request has been approved and include details about the transfer.

6. How do you professionally request a transfer?

   Writing a transfer request letter or email is the formal method of requesting a transfer. Clearly state the reason for your request and provide supporting information.

References

1. The Washington Post – How to Talk to Your Boss About Wanting to Transfer Offices

Author

Kate Swindlehurst

Kate is a graduate of Brigham Young University, where she completed a degree in Comparative Literature with a minor in Mathematics. She lives in the Pacific Northwest and enjoys hiking and reading.