Transfer Request Letter and Email Examples

This illustration includes tips for writing a job transfer request letter including "Begin with contact info, date, and contact info for HR manager and supervisor," "Include transfer or relocation request in subject line," "Include a copy of your resume," and "Open body of letter with formal salutation, reason for writing, and evidence supporting the transfer request."

 Grace Kim © The Balance

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.

A written relocation transfer request letter should begin with your contact information, the date, and the contact information for your supervisor or human resources manager.

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.

When proofreading, pay close attention to the spelling of names and job titles.

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.

Screenshot of a transfer request letter example
©TheBalance 2018

Transfer Request Letter Sample

Reggie Jones
123 Main Street
Anytown, CA, 12345
reggie.jones@email.com
555-555-5555

March 1, 20XX

Jennifer Lee
Manager
XYZ, Inc.
123 Business Rd.
Business City, NY 54321

Dear Ms. Lee,

I am writing to request consideration for a transfer from my position at XYZ Inc. to a similar position at the XYZ office located in Dallas, Texas. My family has experienced some changes which necessitate the need for me to be in closer proximity to them.

I have enjoyed working here for the past seven years and appreciate the experience I have gained. I have held several positions at XYZ, which have given me an excellent overview of the company’s operations.

I am confident that my in-depth knowledge and strong communication skills would be an asset to the staff in Dallas. While I will regret leaving my colleagues here, I feel that I could contribute significantly to the company’s potential growth in Texas.

I am enclosing my updated resume for your review. Thank you for your consideration and assistance in this matter. If you need any additional information, please contact me.

Sincerely,

Reggie Jones (signature hard copy letter)

Reggie Jones

Transfer Request Email Example

Subject: Application for Transfer

Dear Brenda,

I would like to respectfully inquire about the possibility of a transfer from Cassy’s in Anytown, NY to the Newcity, OH location. My spouse has received a job opportunity there, which would begin next month. I have enjoyed working here for the past six years, first as Assistant Manager, and in my recent promotion to Manager. I feel that I have been an asset in the Bridal Department and would like to continue my association with the company.

I am able to stay on for several weeks to help train someone to fill the position I will leave here in Anytown. I know several employees at the store who would make good candidates for the position and would be happy to share my thoughts with you.

My experience at Cassy’s has been very rewarding, and I would appreciate the opportunity to continue my career with the company.

I have attached a copy of my resume for your convenience. Your thoughtful consideration of my request is greatly appreciated.

Sincerely,

Andy Lau, Manager 
andy.lau23@email.com
123-456-7890

Tips for Getting a Transfer Approved

  • Talk to your boss or human resources manager about transfer options before you put in a formal request.
  • If you need to request a transfer in writing, write a letter highlighting why you're making the request.
  • Start with a professional letter sample or template, and tailor it to fit your own circumstances.
  • Use your letter to explain what you can offer the company at the new location.