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A transfer letter moves an employee to another location, department or entity. This transfer letter format records the new posting, the reporting date and any relocation support.
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It is issued when business needs or the employee's own request lead to a change of location, department or group company. HR drafts it after both the releasing and receiving managers agree, and an authorised signatory signs. Give enough lead time for a location move, particularly if the family is relocating.
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A transfer within the same legal entity continues the existing employment. A move to a different group company is usually a new employment, which needs consent, a new appointment letter and decisions on PF transfer and continuity of service for gratuity. Do not use a transfer letter for that without advice.
Watch for itCheck the appointment letter's transfer clause. Without one, a location transfer generally needs the employee's agreement. Statutory deductions such as professional tax may change with the state.
Replace everything in [square brackets]. Have your own legal or HR adviser review the final wording for your organisation.
[COMPANY NAME] [Office address] | [Phone] | [Email] Ref: [HR/TRF/YYYY/NNN] Date: [DD Month YYYY] [Employee full name] Employee code: [Code] Designation: [Designation] Current location / department: [Location / Department] Subject: Transfer to [New location / department] Dear [Employee first name], [In view of business requirements / Further to your request dated [DD Month YYYY]], you are transferred from [Current location / department] to [New location / department] [as per the transfer clause in your appointment letter dated [DD Month YYYY]]. 1. Relieving and reporting: You will be relieved from your current posting on [DD Month YYYY] and will report to [Manager name, Designation] at [New office address] on [DD Month YYYY]. 2. Designation and grade: Your designation and grade remain [unchanged / revised to [details]]. 3. Compensation: [Your compensation remains unchanged.] [OR: With effect from [DD Month YYYY], your [location allowance / other component] will be revised as set out in the enclosed annexure.] 4. Relocation support: You will be eligible for [travel for self and family, transport of household goods, temporary accommodation for [N] days] as per the company's relocation policy. Please submit claims with supporting bills to [Department]. 5. Handover: Please complete the handover of your current responsibilities to [Name] before your relieving date. All other terms and conditions of your employment remain unchanged. We wish you success in your new assignment. Yours sincerely, For [COMPANY NAME] [Authorised Signatory] [Designation] Acknowledged: Signature: ____________________ Name: [Employee full name] Date: [DD Month YYYY]
If the appointment terms include a transfer clause, refusal may be treated as a conduct issue under your policy. Without one, a location transfer generally needs consent. Handle refusals through a documented conversation first.
Not within the same entity. Service continues and the existing terms apply.
They can. Professional tax and labour welfare fund vary by state, and ESI coverage depends on the new location. Update payroll from the transfer date.
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