Transfer Letter

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What a transfer letter is

A transfer letter is a written confirmation that an employee is changing position within the same organisation — for example, to a new department, team, site or location. It documents the move so the details are clear to all involved.

Its purpose is to record the change, set out the new arrangements and confirm the effective date. It helps the employee, the receiving team and HR stay aligned and supports a smooth handover.

When a transfer letter is used

• When an employee moves to a different department, team or function.
• When a role relocates to another site or location.
• After an internal move, secondment or reorganisation.
• When reporting lines or working arrangements change as part of a move.
• When a clear, dated record of the transfer is needed.

What a transfer letter should include

• The employee’s name and current role or department.
• The new role, team, department or location.
• The effective date of the transfer.
• The updated reporting line and any change in duties.
• Any changes to working arrangements, referenced clearly.
• Whether existing terms continue or are amended.
• A point of contact for questions about the move.
• A signature and space for the employee to acknowledge the change.

Common mistakes

• Not stating the new department, location or reporting line clearly.
• Omitting the effective date of the transfer.
• Being unclear about whether terms continue or change.
• Failing to explain any practical implications of a relocation.
• Not requesting acknowledgement from the employee.
• Keeping no record of the agreed transfer.

Good practice

• Set out the new role, location and reporting line clearly.
• Confirm the effective date and how existing terms are affected.
• Explain any practical implications and offer support for the move.
• Provide a contact for questions and request acknowledgement.
• Keep a signed copy with the employee’s record.