What Is an Internal Transfer Letter and How to Write One

By Indeed Editorial Team

Published 22 November 2021

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

People use transfer letters to move from one department to another within the same organisation. A transfer letter is an effective tool for getting into a role that better aligns with your interests or helps you achieve a higher level of performance and efficiency. Knowing how to write an internal transfer letter and the information to include in it can increase your chances of getting approval for your request. In this article, we discuss what an internal transfer letter is, show you how to write one and provide tips and an example.

What is an internal transfer letter?

An internal transfer letter is a business document people use to request a new position within the same company. A member of staff can write this letter to move to another role in the same location. People also use it to secure employment in their current organisation when they're moving to another city or country. If you want to continue working in the same company and there are new opportunities that align with your skills, experiences and career aspirations, you can use this letter to request for that role.

If you're interested in an internal transfer, you may start a conversation by writing a transfer request letter. Before formally sending a letter, you may want to discuss the matter with the human resources department or your manager. That way, the organisation already knows of your plans and they can inform you of all potential openings at other locations. Most companies require a formal request in writing, which is why it's important to know how to write this letter.

Related: 16 Types of Business Letters to Boost Your Written Communication

How to write an internal transfer request letter

Follow these steps to write an internal transfer request letter:

1. Include an appropriate header and salutation

Start with your full contact information, the name of your recipient and your office address if you're sending a physical letter. This part is usually optional if you're emailing. Salute the recipient with their full name or just their first name if you have an informal relationship with them.

2. State your reason for writing

The next step is to state the reason for writing your letter, which is to request a transfer. Mention the position you're interested in and the location where you want to move to in the organisation. You may briefly mention your reason for seeking a new position or location.

3. Provide evidence to support your request

It's important to give your employer reasons to approve your request. You can outline your experience with the company, your job title, department and number of years of work. Describe how your experience, skills and professional achievements can help improve results in the new position or location. If you're a top performer in the company, you can also outline your accomplishments in your current role and dedication to the success of the organisation in recent years.

4. Elaborate on your reason for requesting a transfer

In this section, provide a fuller description of your reasons for requesting an internal transfer. Your reasons may range from leveraging new skills and competencies to further improving your efficiency if you want to move into a new role in the same location. If you're moving to a new area, your reasons might be for family, education or even health reasons. While it's unnecessary to provide all the details for your decision, providing a background can help your employer better understand your motivation and improve the chances of the transfer being approved.

5. Close your letter

In your conclusion, reiterate why the move makes sense for you and the organisation. Focus on the strong credentials you're going to add to your requested position or location and how the transfer can benefit your employer. Thank the reader for their time and consideration and end your letter with a professional complimentary closing such as sincerely or regards.

6. Mention any attached documents

Don't forget to mention any additional documents you have attached or included in your letter. This can be a resume or cover letter that highlights you as an ideal candidate for a transfer to a new location or position. You can also attach any supporting documents, such as evidence of awards and achievements, professional certifications and other credentials you want the company to consider for your transfer.

Related: How to Write a Business Letter (With Tips and an Example)

Tips for writing an internal transfer request letter

Here are tips that can help you create professional transfer request letters:

Research the company

Before writing your transfer letter, research the company to learn about job openings in your current location and elsewhere and the timelines for filling them. Knowing about available posts the company wants to fill can help you position yourself as an ideal candidate considering your history in the organisation. If there is no opening for you, it's important to present your request in a way that emphasises a lot of benefits for the company. Use the information from your research to your advantage by providing compelling reasons to convince your employer to consider your transfer.

Include your contact details at the end

If you're emailing, ensure your signature includes your contact information. That way, it's easy for the recipient or appropriate department to reach out to you for further discussion about your request. This information isn't necessary with a physical letter, since it begins with your contact information.

Avoid casual language

When writing a letter to request an internal transfer, try to be formal but cordial. Even if you're sending the letter to your direct superior with whom you share a friendly relationship, avoid being overly casual, since a transfer request is still business correspondence. Besides using an appropriate tone, it's also important to professionally format your letter.

Related: Professional Business Letter Format (with Examples)

Use an appropriate subject line

If you're emailing, ensure that your subject line includes the specific name of the position or location you want. You can also include your name and job title in the subject line if you don't have prior correspondence with the recipient. Doing this lets the recipient know the content of your letter and where it's coming from, which can increase the chances that they're going to read it.

Proofread and test your email

Before sending your transfer request letter, proofread it carefully to ensure it's free of grammar and typing errors. Check that all the information you've included is correct and factual. Send a test email to yourself so you know that your formatting is correct. Double-check the email of the recipient to ensure it gets to them.

Sample internal transfer request letter

Here is an example of an internal transfer request letter:

Subject: Transfer to the position of Marketing Manager

Dear Mr Lam,

I am writing to request a transfer to the position of marketing manager in the cosmetics department. I was excited to learn about the company's intention to fill the role of marketing manager for the new cosmetics product line. My experience, skills and achievements in these past years have prepared me adequately for this role.

I have worked for six years in the marketing, product development and sales departments of the company, including two years as the assistant marketing manager for the food products line. I believe my long history and experience at Hua Chi Long Industries makes me an ideal candidate for this role. In the last six years, I have learned and deployed specialist skills such as market analysis, competitor research, SEO and influencer marketing in support of various products of the company.

I believe working in the marketing manager's position can provide me with the responsibilities to leverage my skills and experience to improve the company's productivity and efficiency. My in-depth knowledge of the company's brand voice and messaging and participation in the design, implementation and improvement of over 50 successful marketing and promotional campaigns in the last two years alone gives me unrivalled insights into how to deliver desirable results if I become the marketing manager of the cosmetics department.

I love the challenging and result-oriented environment at Hua Chi Long and I believe I have made immense contributions to the growth of the sales and marketing teams, including five well-accepted product launches in the past year. I have gained valuable experience from working in this organisation and look forward to achieving my professional goals in the company.

Thank you for reading my letter and considering me for this role. Please don't hesitate to contact me for further information. I've attached my resume and cover letter with this email. I look forward to hearing from you.

Regards,

Daniel Lee
Assistant Marketing Manager, Foods Department
daniel.lee@email.com

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