Job Transfer Letter of Intent

How Do You Write a Persuasive Job Transfer Letter of Intent?

A strong transfer request looks at the situation from your employer's side. It explains what you bring to the company, why the move makes sense now, and how the company gains from it. These three tips help you write a short, persuasive letter.

• Evaluate the situation. Look at the request from your employer's point of view. Will the company benefit from moving you to a new role or location? Is your reason clear? Is there an open role you would like to take? Answering these questions first makes your letter more persuasive.
• Analyze what you have to offer. Match your knowledge and skills to the needs and mission of your company. Even with a long tenure and an excellent record, avoid coming off as haughty. Show your value to the organization.
• Keep the letter short, informative and persuasive. Say why you are writing, summarize your background at the organization, give specific reasons for the transfer, and explain why the move makes sense for the company.

What Is a Job Transfer Letter of Intent Used For?

Employees send this letter for one of two main reasons. They want a different department to grow their career, or they want a different office because life outside work has changed. Naming your reason plainly shows your manager that the request is well thought out.

How to Fill Out a Letter of Intent for Job Transfer

To fill out a job transfer letter of intent, work from top to bottom. Start with your details and the recipient's, state your request and your reason, explain the benefit for the company, and close politely with your signature. Most finished letters fit on one page.

1. Add the sender, the recipient and the effective date. In the top left corner, write your name, the company you work for and its address. Add the effective date of the letter. Below that, write the recipient's name, title and company address, which matches the address under your name.
2. State the essence of your request. Start with the purpose of the letter: you want to move to another department or another location of the company. If you have a timeframe for the move, mention it. Then give your reason (see the examples below) and finish the paragraph with your work record and the ways you helped the company.
3. Explain the benefits for the company. In the next paragraph, convince your management that your transfer will help the company. For example, say the new position suits your knowledge and skills. If you plan to relocate, say you look forward to applying your skills at the new workplace.
4. Close the letter. Thank your management for considering your request and say you want to keep growing with the company. Add that you can be contacted at any time with questions. Finish the letter of intent with a closing statement and your signature.

Here are two ways to word the reason in step 2.

• Between departments: say your knowledge has grown enough to take a new position and you are ready to take on new responsibilities.
• Between locations: explain that your family is moving to a new house, and it will be hard or impossible to commute between your new home and your current work location.

Mistakes to Avoid in a Job Transfer Letter

A few small slips can weaken an otherwise good letter. Read your draft once more with a manager's eyes and check it against this short list before you send it.

• Sounding demanding or haughty instead of respectful.
• Giving a vague reason when a specific one is easy to state.
• Leaving out how the company benefits from the move.
• Forgetting to name the exact department or office, and the date you have in mind.
• Letting the letter run past one page.
• Missing a typo in a name or title.

Sample Job Transfer Letter of Intent

This sample shows an employee asking to move to a company branch in another state so that their children can attend a new school. Copy the structure and replace the names, dates and reasons with your own details.

To: Anna Baker
Head of Human Resource Department
The Major Investment Company
New Mexico

From: Bob Russell
123 Main Street
Gallup, NM, 87301

RE: Letter of intent for job transfer

Dear Ms. Baker,

I am writing to bring to your attention that I have been one of the best employees at The Major Investment Company for three years. I have been a committed and dedicated worker, and my monthly performance ratings can prove this. Recently, my kids got admitted to a high school in Texas. This is a one-time chance that is not worth wasting.

This is the reason I am humbly asking you to transfer me to our company branch in Texas. I would like to start on September 1, when the school season begins.

If you transfer me to the Texas branch, I expect to show the same excellent performance because I will be close to my children. All my attention will go to completing my assigned tasks in the right way.

I very much hope for your understanding. I look forward to your consideration and a positive response. Thank you for your time.

Sincerely,
Bob Russell

Notice what makes this sample work.

• The first paragraph states the work record and backs it up with performance ratings.
• The reason for the move is personal, specific and easy to understand.
• The request names the exact branch and the preferred start date.
• The closing promises the same level of performance and thanks the reader.

Frequently Asked Questions

Employees often have the same few questions before they send a transfer request. The short answers below cover the definition, the length, the reasons you can give and the ways to make your request more persuasive.

What is a job transfer letter of intent?

It is a formal letter that an employee sends to management to request a move to another department or office of the same company. The letter explains the reason for the move and how the company benefits.

How long is a transfer letter of intent?

Most are one page. Cover who you are, what you are asking for, why you are asking and how the company gains, then close politely. Short, clear paragraphs are easier for a manager to read.

What reasons can I give for a job transfer?

Two reasons are common:

• Growing into a new role in another department.
• Moving to a new city with your family.

Whatever your reason, state it honestly and keep it specific.

How do I make my transfer request more persuasive?

Point to your work record, name the results you achieved and explain how your skills fit the new role or location. A respectful, positive tone helps your manager picture you in the new position.

General information, not legal or tax advice.

Jennifer M. Settles

Author & Attorney

With over 25 years of experience as a business and transactional attorney, Jennifer has mastered the craft of closing highly successful deals for her clients. Through her wide-ranging expertise in commercial contracts, real estate transactions, M&A and corporate law, Jennifer secures results that are second-to-none.