A ‘Transfer Letter’ is written by the head of a company to inform their employee that they are being transferred. The reason for the transfer could be both positive as well as negative. The employee could get transferred for both his effective performance as well as his weak performance. These letters are usually brief and concise. They are also written in a highly formal tone, comprising of an introduction, the main body, and a conclusion.
The letter is usually addressed to a person of lower authority, such as an employee. Introduce your letter by stating your reason for writing the letter, which is to let your employee know that you are transferring them. List out your reasons for transferring the particular employee in the next few paragraphs. If the letter is rather negative, make sure that you are kind in tone. If the news is positive, then don’t forget to congratulate the employee as well.
The following is a sample of a transfer letter
Subject: Transfer letter
We are pleased to inform you that we have evaluated your performance in the company for the past three years and we are extremely happy with your excellent performance. Hence we have decided to transfer you to our head office, situated in Mumbai for the next one year. We feel that this would be an apt choice for a stellar performer like you!
The Mumbai office, as you might be well aware, operates on a much grander scale and deals with nearly 10,000 clients all over India alone. It is planning to expand its client base to the international arena as well. Since you were our best-performing employee here, we feel that your services would be much appreciated in the Mumbai office as well. Of course, the transfer comes with better benefits, such as a higher salary and company sponsored accommodation as well as food. You will also be promoted to the post of Sales Head.
We sincerely wish you the very best of luck in all your future stint at our head office. We earnestly hope that you give an even better performance at the central office. We have forwarded all your details to the Managing Head of the Mumbai office, Mr. Gopinath Varma. He will be in touch with you soon to get to the core details of the transfer.