As they say, “change is the only permanent thing in this world.” Although there is a lot of room for growth with where you currently are career-wise, you might still want to move and experience other activities. You might decide to move into another location or immerse in another department within the same company; in that sense, you need to make sure relationships are not affected by your decision to move forward.
A transfer letter is a good document that can help you explain your decision in an effort to preserve the connections you have already established within the company location or department. Aside from that, it helps you leave and continue with your new venture on a positive note. On another note, a transfer letter can also be a document that certifies the validity of a person’s or fund’s transfer from one location to another.
Here is a list of the essential elements of a transfer letter:
1. Return Address: The return address on the transfer letter contains the information of the writer. It should indicate the complete name of the writer, his or her complete address, and contact information, such as phone number and email address. Depending on the letter format, it can be either on the left or right side of the page.
2. Date: The date in the letter should be the date when it was written. It can be written in an Americal English month-day-year format (February 14, 2014) or in a British English day-month-year format (14 February 2019).
3. Inside Address: To ensure that the letter is delivered to the right recipient, it is important to include an inside address. The inside address contains the complete name of the recipient, his or position in the company, complete company address, and contact information.
4. Salutation: The salutation of the letter is the first formal greeting you address to your reader. It should be formal; you should use the actual name of the recipient along with his or her title. The salutation Dear should come first followed by the title Mr., Ms., Mrs., etc. and then, the last name. Formal business letters often use a colon (:) instead of a comma (,) after the last name.
5. Introductory Paragraph: The introduction should immediately explain the purpose of the letter. It should be brief and direct; ideally, it should have only three to four sentences. This is basically an overview and explanation of the gist of the document as a whole. In addition, the date when
6. Supporting Details: In the next paragraph, the details further explaining the purpose of the letter should be provided. Information about when you’re moving, why or what made you decide on the matter, and so on. The details should be accurate and should be given in a professional tone.
Conclusion: The conclusion of the letter should express your gratitude for the experience and skills you have learned from the company. It should wrap up the whole letter by reiterating important thoughts discussed in the body. In addition, there should a call-to-action to encourage the reader to make a positive course of action towards your request.
Complimentary Close: Similar to how you started the letter, there should be a formal close to the transfer or transfer request letter. The complimentary close is the one or two words you provide to signal the end of the letter. Sincerely, Truly Yours, Respectfully, etc. are just some examples of the complimentary close you can use.
Signature Line: The signature line should be indicated a few spaces after the complimentary close. It should contain the name of the writer along with his or her position in the company or organization. A line should also be provided above the name of the writer to indicate where to affix the signature.
Here’s a list of the types of transfer letters you can use for different purposes:
1. Work or Employment Transfer Letter: This transfer letter is given to an employee to certify that his or her request to transfer has been approved. This functions similarly to a transfer order in the sense that it states the authority given to an employee to transfer from one location or department to another on a specific period of time.
2. School Transfer Letter: This type of transfer letter is given to a student to certify that he or she no longer has financial or academic responsibilities to the previous institution. In this sense, it basically serves as a recommendation letter for the student to transfer to another school.
3. Bank Account Transfer Letter: When a client requests the bank to have his or her account transferred to another branch or switch funds from another account, this type of transfer letter is given. However, this can only be possible if the transfer will occur under the same bank. You may also see job transfer request letter examples.
4. Salary Transfer Letter: There is a need to provide a salary transfer letter when an employee is moved to another location or department, promoted or demoted, and so on. This ensures that questions about the changes in compensation, benefits, etc. are clearly addressed.
5. Ownership Transfer Letter: When properties are sold there is need to transfer its ownership. An ownership transfer letter legalizes the move or change; this means that in the registration, title, etc. the name of the new owner will be used. Aside from the deed of sale, this provides additional proof that the property has been sold to a new owner.
6. Payment Transfer Letter: When contracts and/or agreements are signed a specific name of the recipient of the payment is stated. On this note, a payment transfer letter certifies that the name of the said recipient has been legally changed. This ensures that the change is legal and permitted by the previous recipient.