Many employees request transfers within the company they work for every year for a variety of reasons. For some, it is easy with a simple verbal conversation with their boss about moving to a new section or department within the same city or even the same building. For others, a transfer may involve a move across the country to follow a spouse who has been transferred and would like to find a job with the same company.
Whenever an employee is considering a transfer request, it is best to prepare the request professionally, explain your reasons for the request, and include a copy of your resume, especially if the new department has no personal interaction with you. For these departments, hiring you vs someone off the street comes down to who has the best qualifications.
When you submit a transfer request, always keep it professional and assume that in addition to your boss reviewing the request, Human Resources will review this letter, and most likely the department you wish to transfer into will also review this letter and your resume. This is your one chance to impress a new department with your skills and contributions to the company.
What is a Transfer Letter of Intent?
A transfer letter of intent is a formal request written by an employee directed at their immediate supervisor, human resources, and often the receiving department requesting a move to another department within the company. There are many reasons for preparing and sending a transfer letter of intent. Some of these include the following:
- The employee is unhappy in the current position
- Moving to a new residence and looking for employment closer to their new place
- Looking for new responsibilities and a new role
- Their spouse has been transferred
- Family illness and need to move closer to a family member
Before preparing and sending your transfer letter of intent, it is usually a good idea to schedule a meeting with your immediate supervisor to explain why you need to transfer, the timing, and your job interests. This approach avoids surprises and your boss may even know of a vacant position that may be of interest to you. Depending on the situation they may request a formal transfer request letter and a copy of your resume. It is a good idea to have both prepared before initiating conversations with your boss or with departments that you may be targeting for employment.
What to Include
There are several basic things to include in a transfer letter of intent. The details depend on the circumstances of the request, the reason you would like to transfer, and where you would like to transfer to. Use the following as a guide depending on your particular situation.
The Reason You Are Writing: State the reason you are making the request and be as specific as possible. Include timelines for when you need to start the new job, particularly if you are moving. If you are looking for a transfer to gain responsibility or learn new skills, indicate your flexibility in the timing.
Summarize Your History with the Company: include job title, the department, and length of time you have worked in the department in your current position. Summarize years worked at the company and departments. If you have a targeted position you are after, emphasize the experience and skills that would be attractive to the new department. Include major accomplishments.
Share Why You Are Making the Transfer Request: One sentence should cover the reason you are making the transfer request, without sharing a lot of details. For example, I need to move to (city name) due to family circumstances.
Sell Your Transfer: Demonstrate how this transfer will be beneficial to the company.
Resume: Depending on the situation, be prepared to include an up-to-date copy of your resume. The transfer letter of intent and resume may be passed on to HR or the new department. You want it to be complete when they review your request.
How to Write a Transfer Letter of Intent
Keep your letter professional and emphasize the benefits to the employer. Your immediate boss may not feel there is a benefit to his or her department. However, if you can demonstrate how he or she is also contributing to the company by transferring a strong resource to gain further knowledge and value to the company then you may gain an ally.
Keep the letter formal since this is a business transaction, and say thank you by expressing your appreciation for the assistance, training, and experience you have gained while in the department. Be complimentary to your supervisor and colleagues.
Include your up-to-date resume to help sell yourself to the department you would like to transfer to and to refresh your supervisor’s memory.
Use a sample transfer letter template to maintain a professional format; however always customize the letter to match your particular situation.
Always proofread and spell-check your letter and resume. Use an online tool to check spelling and grammar. However, even these tools cannot check names and job titles, so pay special attention to these areas.
If you are sending a transfer letter of intent by email, avoid the tendency to be casual. Keep it professional and use a business letter format or attach the template that you have filled out. Emails tend to disrupt formatting. You should test your email format by sending yourself an email and then examine the format to ensure that it still looks the way you designed it.
Department/Job Transfer Letter of Intent – Template
(Your Name)
(Title, Company or Institution)
(Full address and)
(Date)
(Supervisor or Department Head)
(Full address, and)
(Email)
(Phone number)
Dear (Name)
Body – Paragraph 1 – Introduction, Details of Request
Body – Paragraph 2 – Describe Achievements, Goals Attained, Skills, Abilities & Credentials
Body – Paragraph 3 – Review the benefits to the organization and also to yourself
Body – Paragraph 4 – Express your thanks for consideration and closing summary
Closing – Sincerely, regards,
(Signature)
(Printed Name)
(Email)
(Phone number)
Sample Job Transfer Request Letter
(Your Name)
(Title, Company or Institution)
(Full address and)
(Date)
(Supervisor or Department Head)
(Full address, and)
(Email)
(Phone number)
Dear (Name)
I am writing to request to be transferred from my position, (Name of Position) to a similar job and position at the office in (City), (State). I have experienced some changes in my family which require that I move closer to them for their support.
I have very much enjoyed working for (Name of Company) here in (City) for the past (X) years and value the experience gained. After holding the following positions at the company, I have an excellent overview of the operations of the company.
(List positions held)
My detailed knowledge of the company’s operations, sales processes, and communications skills will be valued by the team in (City).
I have included my resume for your review. Thank you for taking the time to consider me for a job transfer and for your assistance in completing this transfer. If there is any additional information required, please contact me.
Sincerely,
(Signature)
(Printed Name)
(Email)
(Phone number)
Sample Department Transfer Letter of Intent
(Your Name)
(Title, Company or Institution)
(Full address and)
(Date)
(Supervisor or Department Head)
(Full address, and)
(Email)
(Phone number)
Dear (Name)
This letter is to formally request that I be transferred from my current position as (Name of Your Position) to the position of (New Position). I have been in the current position for (X) years and believe that my knowledge and skills gain in this position can make a significant contribution to the (New Position).
During the past (X) years, I have made the following contributions and achievements to our organization and improved by skills;
1 __
2 __
N __
My time working in (Organization) has been very rewarding and I appreciate the knowledge and the experience I have gained. I believe that this transfer will benefit the company and this organization. The new position will benefit from my current skillset and continue to enhance my skills and overall development as an employee.
Thank you for your considering this transfer request and supporting my continued development and growth within the company. Please contact me if further information is required.
Sincerely,
(Signature)
(Printed Name)
(Email)
(Phone number)
Job Transfer Request Letter (Word Template)
Department Transfer Letter of Intent (Word Template)
Before sending a transfer letter of intent, take the time to discuss the transfer options with your boss and/or human resources. Much can be accomplished through a simple conversation. They will advise you with regards to sending a formal letter of intent.
Keep the letter professional, positive, and no more than one page in length. Tailor the template to fit your situation. Use the letter to cover what you can offer the company at the new office location.
Use the sample letters as a guide and always edit and proofread before sending the letter.
Before writing the letter, take a few minutes to assess the situation regarding why you want to transfer, the timing, is there a job available, and most important, what are the advantages to your company in approving the transfer?
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