Transfer Request Letter and Email Examples

Are you relocating to a new city? If you’re happy with your current employer—and the organization is large enough to have opportunities in your new area—consider whether a transfer to a new job at the same company might be an option. It may be the most logical place to begin a job search in a new city or a new state.

Start by having a discussion with your manager or human resources representative about the possibility of a transfer and what employment opportunities are available at the new location. That way, the company won't be surprised when they get your letter or email.

However, the company may ask for a formal written request. In this situation, you will need to write a job transfer request letter. (If you're interested in transferring to another department within the company you work for, use this job transfer letter instead.)

How to Write a Transfer Request Letter

1. Be Professional. Your letter should be written in standard business-letter format, just like any professional correspondence.

Your letter should begin with a formal salutation, your purpose for writing, and evidence supporting why your request should be considered. Politely request the supervisor’s assistance in gaining a position at your preferred location. Use an appropriate closing to end your letter.

2. Say Thank You. Be sure to express your appreciation for their help and, if you can, include some kind and complimentary sentiments for your colleagues at your current job.

3. Include Your Resume. It’s a good idea to include a copy of your resume, to refresh your manager’s memory regarding your skills and qualifications. Make sure you update your resume and tweak it to match the job description of your target position first.

4. Use Sample Letters to Guide Your Writing. The more professionalism you present, the better your chances of having your transfer approved. Use examples for requesting a transfer to a new company location as inspiration for your own letter. Be sure to customize your letter for your situation.

5. Edit and Proofread Before Sending. Proofread all your documents carefully. Paying attention to the details shows that you’re interested in doing a good job, which will make your supervisor more likely to help you with your request.

How to Write a Transfer Request Email

1. Don’t Be Too Casual. Even if you’re sending your email to your direct manager, and you have an extremely positive relationship, it’s important to remember that this is professional correspondence. Use an appropriate tone and be sure to format your email as a business letter (minus the contact information paragraphs that would lead a snail-mail request).

2. Choose an Appropriate Subject Line. The subject line of your email should include what you are requesting – either a transfer or relocation. For example, “Transfer Request - Firstname Lastname” would be an appropriate subject, letting the recipient know the content of the email and its level of importance.

3. Include Your Contact Information in Your Signature. Be sure that your email signature includes your email address and cell phone number, so that your manager or HR person can follow up with you.

4. Test Your Email. Proofread your message and send yourself a test email to make sure that your formatting holds up. Sending yourself a test will also give you another chance to spot typos and errors before you send in your request. 

Transfer Request Letter Template

Download the transfer request letter template (compatible with Google Docs and Word Online) or see below for more examples.

Transfer Request Letter Sample

Transfer Request Email Example