memorandum transfer of work assignment

Template for letter of reassignment or transfer

Mastering Employee Transfer Letters: 12 Essential Tips & Letter Format Template

By Heather Hudnall, CRP, GMS

What Is an Employee Transfer Letter?

Employee transfer letters are given to employees who are being relocated to a different branch, department or location of their employer. The reason for these letters is more than professional courtesy: transfer letters supply both employee and employer with the “ground rules” of the transfer. We’ve outlined some best practices for writing an employee transfer letter below. Additionally, if you have been assigned an international relocation , check out our page on best practices for writing a global assignment letter of understanding .

What Is the Purpose of A Transfer Letter?

Transfer letters are central to successful employee relocations . Among the goals of these documents are the following:

• Create a written record of the employee’s transfer for the personnel file.
• Provide evidence that the employee’s compensation account follows the employee accurately.
• Track the personnel in each department to ensure a correct head count for staffing purposes.

Whether the transfer is employer-generated or a mutual agreement between employer and employee, the transfer letter offers physical evidence of the move from one department or location to another.

Employee Transfer Letter Checklist

Consider the following items as a template from which to create appropriate transfer letters. Be sure to include:

• The employee’s full name and current address, with accurate contact information
• Reason for the transfer
• Name of the department or location from which the employee is transferring
• Name of the department or location to which the individual is moving
• The exact effective date the transfer will take place
• The official start date in the new location, if the date is different from the effective date of the transfer
• The name of the new supervisor to whom the transferee will report
• The creation or issue date of the transfer letter
• The details of the position in the new location, including any bonuses the employee is to receive as a result of the transfer

Also remember to:

• Use a standard letter or memo format, whichever is consistent with previous transfer letters issued by the employer
• Closely proofread the letter to ensure accuracy
• Ensure the letter or memo has the original signature of the appropriate person authorizing the transfer

If there is a change in title or responsibilities, details about those changes may be described. Additionally, changes in titles and duties should be documented for inclusion in the employee’s personnel file. The letter should refer to the company’s relocation policy and summarize the portions of the policy that are applicable to the employee. It’s important to adhere to the company employee transfer letter format for consistency and clarity in communication.

Clarity is vital to transfer letters. They should be straightforward to avoid misunderstandings or confusion regarding the transfer.

How Should You Format an Employee Transfer Letter?

Having trouble drafting your own employee transfer letter? Check out a basic example below. A few tips for building a transfer letter:

• Craft a letter that is unique to the employee
• Include assignment-specific details that will leave little chance of misunderstanding
• Set employee expectations with regard to relocation: including finances, moving household goods, home finding assistance, and more

Transfer Letter Template

Download an easy-to-use Word template here .

Employee Transfer Letter FAQs

What are common reasons for an employee transfer.

Employee transfers can be initiated based on career development opportunities, or workforce adjustments. They can also be approved after a direct transfer request from an employee.

Why do you need an employee transfer letter?

An employee transfer letter provides clarity for both the employee and the employer on key elements such as salary, benefits, title changes, etc. It is official documentation that outlines expectations moving forward between the two parties.

What are the benefits of an employee transfer?

Employee transfers can foster team collaboration, improve employee morale, increase efficiency, and more.

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Writing a Strong Job Transfer Request Letter (with Samples)

​ use these sample job transfer request  letters as templates for your formal request letter. last updated on november 25, 2023.

•   To work with new challenges
• To develop new skills
• To be removed from tensions within a team  
• To request a lighter load because of age or illness
• To change the type of work such as excessive travel
• To work in a different branch of the same company
• The employee’s abilities and personal strengths
• The benefit to the company for their transfer
• The benefit to the division supervisor for their transfer

• State the purpose of the letter in the first sentence
• State the position for which he or she is applying
• State the name and position of the employee
• Highlight the employees experience and abilities
• Praise the company to show the employee’s loyalty
• Explain why the employee wants to advance in the company
• Not have a bragging tone when expressing abilities
• Writing a Shift Change Request Letter (with Sample)
• Writing a Promotion Request Letter (with Sample)
• Writing a Strong Unfair Dismissal Letter to Employer (with Sample)

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How To Write A Transfer Request Letter And Email (With Examples)

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Find a Job You Really Want In

If you’re looking to relocate or want new responsibilities in a new location, filling out an application for transfer by writing a transfer letter is the best way to start that process. When writing a transfer request letter state your desire to transfer, and explain why this change would benefit both you and your employer.

In this article, we will go over how to write a transfer request letter and email as well as provide a template and example letter at the end to aid in your writing process.

Key Takeaways:

A transfer request letter is a document you write asking to move to another position or location within the same organization.

Two of the most common reasons for writing a letter requesting a transfer are wanting a different role and wanting to stay at the company even though you’re relocating.

Explain what transfer you want, why you want to transfer, and why it would benefit the company.

What is a transfer request letter?

How to write a transfer request letter and email, transfer request emails formatting differences, transfer letter and email example, request letter for transfer template, tips for writing a transfer request letter, job transfer letter faq.

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A transfer request letter, or transferring letter, is an official document written by an organization’s employee requesting to be placed in a position at another office location within the same organization.

Transferring is usually discussed early on with a supervisor . You want to make sure that the company is informed about your plans so that, by the time you send your formal transfer request letter, they have been expecting it.

Employees typically address these letters to their supervisors or their human resources departments . The letters contain information on the employee’s request and reasons why the recipient should grant this request.

Employees write transfer request letters for varying reasons. Some include:

A need for new, more advanced roles, especially after company mergers and acquisitions.

Relocation, but still looking to work within the same organization.

A need for a lighter workload for health-related issues.

Issues with a boss or coworker.

Many organizations are excited to do what they can to retain current employees, and transferring is a realistic option for many.

In a perfect scenario, your organization will have an open spot to fill in the location you are moving to. In these scenarios, there may even be a separate internal application process. Transferring to locations that do not have open positions within your qualifications is more difficult, but not impossible. Especially if you have a compelling letter.

When writing your transfer request letter or email, you should start with a greeting with your name followed by “dear”, followed by the reason you are writing. Below are more detailed steps for the different parts of a transfer request letter or email.

Header and greeting. If you are sending in a physical letter, the first thing that is going to appear on this letter will be your full contact information , as well as the name of your recipient and the address of your workplace.

After this will be the word “Dear,” followed by either “Mr./Ms./Mx.” and the recipient’s last name, or the recipient’s first name if you have a friendlier relationship.

The reason you are writing. After your greeting, you will begin your letter with a statement on your desire to transfer, and the position and/or location you would like to transfer to. You should also describe briefly why you are looking to transfer to a new position .

Supporting evidence. Similar to a cover letter but a bit less involved, you will want to use the body of the transfer letter to give supporting information on why your transfer is a good idea.

Detail your experience with and dedication to this particular company, and present some compelling examples of what you would bring to the table along with your key accomplishments.

Conclusion. Be sure to close your letter with gratitude. You should thank the reader for their time, and you may also want to consider expressing gratitude for the great team you have worked with and the experiences you have had . Include a complimentary closing such as “sincerely,” or “regards,” to professionally end the letter.

Additional Documents. Mention any additional documents and be sure to attach them with the letter. This will include an up-to-date resume and any other documents you would like to have considered in your transfer decision.

When writing a transfer request email, you don’t want to use the same format as transfer letter format. To do this you want to use a relevant subject instead of a formal header. Those are just some of the differences when it comes to writing a transfer request email. Below are some of the other differences you should keep in mind.

Do not include a formal header. Emails have distinct formatting differences from physical letters. Though letters contain your contact information and the information of the receiver at the beginning, emails do not. Instead, just begin your email with a formal greeting.

Use a relevant subject line. The subject line of your email should give a brief description of what the letter is, for ease of organization. So, in this case, your subject line should indicate that this is a transfer request letter. You may also want to include your full name in the subject line.

Keep it professional. Even though you likely know the recipient of your letter well, you will still want to keep the email relatively formal. Remember that this is a statement of your desire to land a new job , and you need to present your best most professional self. Always use the correct formatting of greeting and closing, follow a clear objective, and proofread.

Put contact information at the bottom. After your signature, include all relevant contact information so that any recipient will be able to easily reach out to you and respond to your request. Include your email address, phone number, and any other way you would like to be contacted.

To help you write your transfer request, below are examples of a transfer request letter and email. Remember to tailor the letters to fit your specific needs.

Transfer Letter Request Example

Melissa Cook 8127 Bevel Rd. Carbondale, Pennsylvania 18407 624-789-8776 [email protected] April 11, 2021 Benjamin Snyder Marketing Director UBX 241 Cherry St. Scranton, Pennsylvania 18447 Dear Mr. Snyder, I am writing to formally request consideration for a transfer from my current role as digital marketing manager at UBX to marketing specialist at the Indianapolis, Indiana office of UBX. I am requesting this transfer because I am currently in the process of moving to Indianapolis to be closer to family. I have greatly appreciated my time working for UBX, and I have been able to grow my digital marketing skillset and make incredible connections at the Scranton office. I am excited to see how I can use my verbal and visual communication skills at the Indianapolis office to help achieve marketing and growth goals. I also believe this new role would allow me to continue growing and advancing in strategic communications planning. I have enjoyed my time at the Scranton UBX office and would love to continue helping UBX achieve its goals. I have attached my updated resume and portfolio for your consideration. Please do not hesitate to contact me with any questions. Thank you for your time. Sincerely, Melissa Cook

Subject line: Emily Johnson transfer request Dear Mr. Peters, I hope this email finds you well. I am writing to formally request a transfer within XYZ Company to the San Diego location. After careful consideration and reflection, I believe that a transfer would be mutually beneficial for both the company and my professional growth. I have thoroughly enjoyed my time working at the Chicago location. The knowledge and experiences I have gained have been invaluable and I am grateful for the opportunities provided. However, I have recently identified a strong interest and passion for the San Diego location and firmly believe that a transfer would allow me to contribute my skills and expertise more effectively. I would be more than happy to discuss this transfer request further and provide any additional information or clarification you may require. Thank you for considering my transfer request. Sincerely, Emily Johnson

[Your full name] [Your home address] [Your phone number] [Your email address] [Date the letter was sent] [Full name of recipient] [Recipient’s job title] [Organization name] [Organization address] Dear [recipient’s name], I am writing to formally request consideration for a transfer from my current role as [your current position] at [organization name] to [position you would like to transfer to] at the [city and state or just city of office you would like to transfer to] office of [organization name]. I am requesting this transfer because [reason you are wanting to transfer/reason you are moving]. I have greatly appreciated my time working for [organization name], and I have been able to grow my [skill type] skill set and make incredible connections at the [city of current work office] office. I am excited to see how I can use my [skill type] skills at the [city of office you would like to transfer to] office to help achieve [goals you would help achieve]. I also believe this new role would allow me to continue growing and advancing in [skill type]. I have enjoyed my time at the [city of current work office] office and would love to continue helping [organization name] achieve their goals. I have attached my updated resume and portfolio for your consideration. Please do not hesitate to contact me with any questions. Thank you for your time. Sincerely, [your full name]

When writing a transfer request letter or email, be sure you do your research about know why you want to transfer. Below are additional tips you need to keep in mind when writing a transfer request letter or email.

Do your research and organize your plan. Think about why you are moving or wanting to transfer, and consider the timeline of this decision.

This is especially important if there is no job currently open and available for you to transfer to, you may need to think extra hard about this. Getting these facts and details sorted out will help you compellingly build your letter.

Consider why your employer would want to agree to this transfer. If you are a valuable member of their team, you will want to consider what possible benefits it may bring to them. You want to make a compelling argument why they would want to let you go.

A job transfer request letter is very similar to writing a cover letter. They are serving the same basic function, so write them in a similar fashion.

Use your established rapport to your advantage. You shouldn’t assume that you are guaranteed a transfer because you already work at the company, but keep in mind that you still need to be convincing and courteous. Consider the needs of this company and how you have been able to most effectively utilize your skills to meet these needs.

How do I request a transfer?

You request a transfer by writing a transfer request letter to your employer. To write a convincing and professional transfer request letter, you’ll need to do some research first.

What are good reasons for a transfer request?

Some good reasons for a transfer request are:

You’re relocating but want to stay with the company.

You have a desire to move to a different role.

You dislike your boss or team but want to stay with the company.

How do I write a transfer letter due to family reasons?

To write a transfer letter due to family reasons, you’ll want to be as open and honest as possible without going into too much detail, and you’ll need to make your case for why the transfer would benefit the company.

What are the types of employee transfers?

The types of employee transfers are lateral transfers, voluntary transfers, and involuntary transfers. There are a plethora of other more specific types of transfers, but these are the major three.

How do I accept a transfer letter?

To accept a transfer letter, you’ll write a letter to your employee in return. This letter will explain that their request has been approved and the details of their transfer.

How do you professionally request a transfer?

Writing a transfer request letter or email is how you professionally request a transfer. You should state the reason you are writing and provide information and supporting evidence as to why you want to transfer.

The Washington Post – How to Talk to Your Boss About Wanting to Transfer Offices

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Kate is a graduate of Brigham Young University, where she completed a degree in Comparative Literature with a minor in Mathematics. She lives in the Pacific Northwest and enjoys hiking and reading.

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Transfer Request Letter and Email Samples

How to Write a Transfer Request Letter

How to write a transfer request email, transfer request letter template, transfer request letter sample, transfer request email example.

 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 option 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, and if you're interested in working remotely, use these tips to negotiate a work-from-home arrangement.

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.

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.

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.

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.

Edit and proofread before sending. Proofread all your documents carefully. Paying attention to the details shows 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.

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 this is professional correspondence. Use an appropriate tone, and be sure to format your email as a business letter (minus the contact information lines that would be at the top of a snail-mail request).

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.

Include your contact information in your signature. Be sure your email signature includes your email address and cell phone number so your manager or HR representative can follow up with you.

Test your email. Proofread your message, and send yourself a test email to ensure 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. 

Download the transfer request letter template (compatible with Google Docs and Word Online), or see below for more examples.

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 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 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.

Reggie Jones (signature hard copy letter)

Reggie Jones

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 begins 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 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.

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

Tips for Getting a Transfer Request 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.

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• The changes you mention in this letter may threaten few readers. Detail the reason for the changes. Make your point in a sensitive tone.
• Mention the problem due to which you initiated the change.
• Clearly mention the changes.
• Take the reader into confidence about the change. Offer to respond to any queries by the reader.

SAMPLE LETTER

[Letter Date]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-

Dear [Recipients Name],

Congratulations! We would like to inform you that after reviewing the application you submitted and watched your interview with our Human Resource officer for the position of Sales Analyst in our newly established office in Seattle; we feel that you have what it takes to succeed in the job. We need, however, to iron out some details regarding your transfer. Please meet with me on Tuesday at 3:00 pm so we can talk about your transition. Again, congratulations and I look forward to meeting with you soon.

Sincerely, [Senders Name] [Senders Title] -Optional-

[Enclosures: number] - Optional - cc: [Name of copy recipient] - Optional -

Memorandum example regarding a job transfer.

Further things to consider when writing directive letters to employees

Directive Letters

Directive letters are letters written to give official or authoritative instructions. These letters allow individuals or companies to carry out tasks in an efficient way. There are countless scenarios that may require one to write a directive letter. The most common ones include giving directions on how to carry out a task and introducing or reaffirming new procedures at work. It can also be written to a bank to authorize a transfer. Directive letters should be drafted carefully keeping in mind every instruction that the recipient is required to follow. These are formal letters, and therefore the tone must be professional. Clearly state what needs to be done and provide as much information as possible regarding the situation. If it is a problem that needs to be resolved, indicate what the problem is as well as suggestions on how to resolve it. If necessary, mention the reason for the directive and its benefits to the recipient. Give a deadline for which you expect the task to have been completed. You might also include the names of individuals the recipient can contact or the resources that might help him/her complete the assignment. End with a note of appreciation.

Letters to Employees

Letters to employees are letters written to individuals who work for an organization or for another person. If you are an employer or manage a group of employees, the chances are that you will have to write to the employees at some point. It could be an introduction letter to introduce a new product or service to salespersons, a rejection letter to turn down an employee's request for a promotion, or a thank-you letter to thank an employee for his/her hard work. You could also write a termination letter to fire an employee for his/her poor performance. Whatever the reason for your writing, the letter must be formal and professional. All letters to employees must be addressed with the proper names of the recipients. But if your message is intended for all employees in general, you can address your letter as "To all employees". State the purpose of the letter. Convey your message briefly but clearly, highlighting all the important details. If the issue that you are writing about requires further explanation, make sure to offer your explanation in a way that the recipient can easily understand. Wrap it up with a positive note or a call to action.

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How to write my Employee Transfer Notice Letter document

To: First Last, Contract Job Title.

Re: Notice of Transfer

This notice is to inform you that due to insert reason here, you will be transferred to the new department or new location effective Start Date. Enclosed you will find information that includes details about support services available to help ease your transition, as well as other information that you may find useful regarding the impacts of your transfer. If you have additional questions, you may contact Human Resources Name in the Company Human Resources Department at Human Resources Phone.

Your salary and company benefits will remain the same. The Human Resources Department is also available to answer any other questions you may have concerning all Company policies, benefits, and other employment issues.

Human Resources Manager

cc: Human Resources Manager

Department Manager

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Work Transfer Letter Templates

The option of a work transfer is an attractive option for some employees for many reasons. An internal work transfer letter is considered mainly because an employee is content and happy with the company’s culture, rate, and benefits but may feel that their skills and background would serve better in a different department or company location. A work transfer is the best option for when you want to jump-start on a different career path without having to jump to another company. In this article, we have prepared a universal letter template that is viable for this circumstance, among other letter templates to serve you during this process. You may also see more different types of transfer   letters in Word from our official website.

Work Consideration Transfer Letter Format

Why Transferring Jobs Is a Good Option

• The employee will encounter new challenges which, in turn, create bigger accomplishments.
• The employee will experience a new work environment which will facilitate the employee’s ability to adapt and manage changes.
• A transfer will allow the employee to create a bigger impact on new colleagues, on the company, and not to mention to his or her professional growth. For a wider selection of Formal Letter Templates, check out more options here.
• A transfer will allow the employee to be educated about how other facets in the organization are run. This new perspective will allow the employee to build on strengths to accomplish expectations from different departments or job functions and get a clearer picture on how he or she can climb to the top of the organizational structure.
• In a work transfer, the employee will get the opportunity to be recognized by new coworkers and managers. In effect, this will gain the employee a wider visibility in the organization and recognize the strengths that other employees provide for the team.

Work Conformation Transfer Letter Template

Letter of Temporary Transfer

How to Transfer Jobs in your Company

• Have a conversation about this with your immediate supervisor. Before you embark on a mission to land a position in another department, it is best that you set aside some time to talk with your manager about your plans to do so. Your manager most likely is familiar with the manager from that department and could give you advice on what the position calls for and how your present skills could match those. To explore similar content, visit our article on department transfer letter templates.
• Ensure that your skills and attitude match those that the other department is looking for. Once you have talked it over with your manager, do take some time to think further about your decision. It would land you in a bad light to expedite your transfer only ending up feeling unhappy because you failed to do your research. Ask around so that you will get a clearer idea of what you are getting yourself into. Looking for more insights? Dive into our blog post about employee transfer letter templates.
• Treat the transfer like you were applying for a new one for another company. Do not expect your new manager to know about the successes you have brought to the company so far. You also need to convince the manager as to how you are a perfect fit to the department.

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Transfer Work Assignment Memo | Transfer Letter, Announcement, Recommendation

Home > Tags > m > memo for transfer of work assignment

Are you in need of a memo for transfer of work assignment? Look no further! At our digital company, we provide a wide range of transfer letter templates to suit your specific needs. Whether you're seeking an internal transfer letter from employer to employee, an employee transfer announcement memo, or even a recommendation letter for a transfer employee, we've got you covered.

Our templates are designed with the utmost professionalism and attention to detail, ensuring that your transfer process goes smoothly and efficiently. We understand the importance of clear communication during this transition, and our customizable memos serve as the perfect tool to convey the necessary information.

Additionally, if you require an application to express your preference for not being transferred or an internal transfer letter to another department, we have you covered. Our goal is to provide comprehensive solutions to address all aspects of the transfer process.

Trust us to deliver high-quality templates that are tailored to meet your specific requirements. Take advantage of our document templates today and make your transfer process seamless and hassle-free!

Transferring to another department

How do I request a transfer to another department? Download this job position transferring to another department request directly from our website.

Job transfer request letter for personal reason

What are tips to follow while writing a transfer letter?

School Transfer Letter

What are tips to follow while writing a transfer letter? Here is attached a sample school transfer letter which you can use after editing per your requirements

How to Write a Memo That Assigns Additional Duties

by Anam Ahmed

Published on 29 Apr 2019

The business environment is dynamic and constantly changing. Successful companies know how to adapt to the fluctuations in the marketplace by adjusting their offerings to meet the needs of consumers. In order for that to happen, companies need to be able to remain flexible with their internal organizational structure. Sometimes, it’s necessary to change roles and responsibilities within the company in order to complement the external environment.

Review the Current Job Description

If your organization needs to make some changes to an employee’s job responsibilities, you’ll need to provide them with the details in writing. Having a brief discussion with the employee is also useful as it enables them to ask questions and gain clarification. The memo acts as a written confirmation of what is discussed between you and the employee. The additional responsibilities letter format is short and clearly outlines what changes the employee can expect.

Before you draft your memo, review the employee’s current job description so you have a comprehensive understanding of what they do now. You may also want to review their past performance reviews to see what their strengths and weaknesses are. This will help you determine what kinds of changes the employee will be able to handle successfully.

For example, if your employee is a customer service representative, you may wish to increase their role by having them respond to customer inquiries over social media as well. However, if in their past performance reviews they have not had a great track record of written communication, then this may not be the best change in duties for them. However, if they excel in written communication and social media management, they may thrive with the new responsibility.

Make Sure the Changes Are Feasible

Ensure that the changes you want to make to the employee’s job description are realistic . If they already have too many tasks on their plate, then adding even more duties may overwhelm them and cause a loss in productivity. If you’re adding on additional responsibilities, you may also need to remove some other duties.

When learning about additional responsibilities, employees will want to know whether they will be compensated to reflect the changes in their role. A good sample memo for duties and responsibilities outlines if any changes will be made to the employee’s salary as a result of the changes in their job description. Ensure this increase in salary is within the budget.

Structure a Sample Letter of Duties and Responsibilities Carefully

Open your memo by stating the intention for the letter. Tell the employee that you are changing their job description. Also mention why the change is happening as it relates to the business.

In the next paragraph, focus on the employee’s strengths and the value they bring to the organization. Build on that by outlining the additional responsibilities they will be taking over. If you’re removing some of their duties to account for this change, let them know who will be taking over those areas.

Finally, if there will be a change to the employee’s salary as a result of their increasing job description, tell them about the change and from when it will be effective. Sign off by sharing your excitement for what this means for their career and for the organization. Offer to answer any questions and share next steps .

Sample Letter for Change in Job Responsibilities

Subject: Your new role

I’m writing to inform you about a change in your job description at XYZ Corp. In addition to your duties as Customer Service Representative, you will now also be responding to customer questions over our three social media channels. As we grow our business, we’re expanding the way we service our customers. We’ve conducted research with many clients and this is a service they are eager to have.

Since you’ve been with us here, you have excelled in all areas of customer service, particularly in the areas of written communication and timely response. These skills will be critical to your new responsibilities.

To reflect your changing responsibilities within our organization, and to show our appreciation for your work, you will receive a 3 percent raise effective immediately.

We’re thrilled about this new development and look forward to seeing you grow in your expanding role. Feel free to reach out if you have any questions. We’ll schedule a meeting to discuss the next steps moving forward.

Best wishes,

• Privacy Policy

Employee Transfer and Re assignment Order format

Attach Here is a sample Employee Transfer and Re assignment Order Format.

Click Here To Download Transfer Letter

Related Sample Formats:

• Transfer Department Letter

1 comment - What do you think? Posted by Hrformats - May 31, 2011 at 10:14 AM

Categories: HR  Tags: Letter , Transfer

One Response to “Employee Transfer and Re assignment Order format”

nice…gr8 many thanx to share HR views.

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Letter of Transfer of Work Assignment

I-Save, punan ang mga blanko, i-printa, Tapos na! How to create a Letter of Transfer of Work Assignment? Download this Letter of Transfer of Work Assignment template now!

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Transfer of Employee Philippines: A Legal Guide for HR Practitioners

• December 29, 2022
• Blog | Labor | Uncategorized

Table of Contents

The transfer of employees in the Philippines is recognized as a valid management right under Philippine law.

However, the transfer of employees has also been extensively commented on in Supreme Court cases because transfers improperly done may prompt an employee to file a case for Constructive Dismissal .

We’ll discuss jurisprudence in this article so that you can see real-life examples of what you should and shouldn’t do as an HR.

It’ll also show you how the law plays out in real life, and the considerations we Labor Lawyers look at for this.

Is the Transfer of Employees in the Philippines legal?

Yes, the transfer of employees in the Philippines is legal and is one of management’s prerogatives.

In Tinio vs Court of Appeals , the Court stated:

“This Court has consistently recognized and upheld the prerogative of management to transfer an employee from one office to another within the business establishment, provided there is no demotion in rank or a diminution of salary, benefits and other privileges. As a rule, the Court will not interfere with an employer’s prerogative to regulate all aspects of employment which include among others, work assignment, working methods and place and manner of work. Labor laws discourage interference with an employer’s judgment in the conduct of his business.”

So, the court recognizes that transfers are done for business reasons.

Insofar as these transfers are done for a valid reason and are not prejudicial to the employee, a transfer is a valid transfer.

In the case above, Tinio was transferred from Cebu to Manila for business reasons. He did not suffer any diminution as a result of this, nor did the court find anything other than business reasons for the transfer.

Jurisprudential Guidelines on the Transfer of Employees

Transfer of employees in the Philippines is allowed by the law so long as certain guidelines are followed.

Transfer of Employee Philippines Guidelines as per G.R. 198534 :

• a transfer is a movement from one position to another of equivalent rank, level or salary without break in the service or a lateral movement from one position to another of equivalent rank or salary
• the employer has the inherent right to transfer or reassign an employee for legitimate business purposes
• a transfer becomes unlawful where it is motivated by discrimination or bad faith or is effected as a form of punishment or is a demotion without sufficient cause
• the employer must be able to show that the transfer is not unreasonable, inconvenient, or prejudicial to the employee.

In other words, a transfer should simply be a transfer for a business reason, instead of punishment or demotion.

The Court supported a transfer in several situations.

I listed them down below, just to show you some examples. (This is not the complete list, just some I found).

Transfer of employee Philippines, list of transfers:

• An employee can be transferred to the night shift when the rotation of day and night shifts is a standard operating procedure (Castillo v. CIR, 39 SCRA 81).
• Rotations among different locations to prevent connivance (Cinema, Stage and Radio Entertainment Free Workers v. CIR, 18 SCRA 1071).
• Re-assignment of one from the position of a supervisor to that of engineer at the power-house (Interwood Employees Assn. v. Interwood, 99 Phil. 82)
• The transfer from messenger clerk in a hotel to purely office work and 2 other unionists from the position of hotel guard to line and elevator men, without diminution of pay or other employee’s rights (Bay View Hotel Employees Union v. Bay View Hotel, L-10393, March 30, 1960),
• Temporary assignment of a sales clerk to another section of the store (Marcaida v. PECO, 63 O.G. 8559).
• The transfer from category buyer to Provincial Buyer (G.R. 198534)
• The transfer from Cebu to Manila office GR 171764

In all these transfers, the Court found only genuine business reasons and no prejudice to any of the employees in their transfers.

Let’s take a look at a case in-depth to understand the valid transfer of employees.

The Valid Transfer of Employees

The transfer of employees for business reasons and without a reduction in pay, responsibilities or benefits is valid.

In GR 83239 , Philippine Japan Active Carbon corporation transferred employee Olga Quinanola from secretary to General Manager to Production Secretary.

Olga considered this a demotion and so filed a case for Illegal Dismissal.

However, the Court decided that this was a valid transfer.

The Court noted that there was no demotion in rank nor diminution in pay, benefits and privileges.

It further went on to note that it is an employer’s prerogative to move employees around based on its assessment of their qualifications to where they will function with maximum benefit to the company.

It further went on the say that when the:

“…transfer is not unreasonable, nor inconvenient, nor prejudicial to him, and it does not involve a demotion in rank or a diminution of his salaries, benefits, and other privileges, the employee may not complain that it amounts to a constructive dismissal…”

In Olga’s case, the employer offered her first a position in Laoag and then one in Manila. The employer also sent her several notices to report to work.

The Court did not see any subterfuge on the part of the company nor any attempt to penalize the employee in the transfer and so found that there were legitimate reasons for the transfer.

Let’s look at another valid transfer.

In G.R. 198534, employee Jenny Peckson was transferred from Category buyer to Provincial coordinator in Robinsons Supermarket.

She refused this position saying that it was a demotion.

She also refused to turn over to the new buyer, refused to explain why, and refused further to report to work despite being called twice to report.

This was despite the salary structure and pay to be the same as her former position with like responsibilities.

In light of these facts, the court decided in favor of the company since all the facts showed that the transfer was not inconvenient or prejudicial to her.

The Invalid Transfer of Employees

The Transfer of Employees to punish or ease out an employee or one that has a reduction in pay, rank or benefits is not valid.

Let’s look at a case with an invalid transfer.

In G.R. 163091 , the Court decided in favor of the employee.

In this case, the Court discussed the events leading up to his Illegal Dismissal, including the transfer of the employee (We’ll zero in on this aspect of this case since this is what is pertinent to our discussion).

Employee Del Villar was transferred from Transportation Services Manager to Staff Assistant in the Purchasing Department.

He had a lower position in rank and in responsibility.

He was no longer a manager and he had much less work – so much so that Del Villar even complained that he was not given any meaningful work at all.

The Court also noted there was a diminution in benefits as Del Villar could no longer use the company car, gas allowance and foreign travel that his previous position offered.

The Court went on to note:

“The Labor Arbiter was correct in his observation that had Del Villar resigned immediately after his “transfer,” he could be said to have been constructively dismissed .  There is constructive dismissal when there is a demotion in rank and/or diminution in pay…”

So, transferring an employee should be done in consideration of these legal limits.

As Labor Lawyers, we find that working with HR is very important.

Labor Lawyers can best advise on the transfer of employees and the correct data for an employee’s file so that you can always properly defend your company in court.

The Transfer of Employees and Bad Faith

When the Transfer of Employees is done for reasons other than purely business reasons – for instance, to punish an employee – then this transfer is done in bad faith.

In GR 188269 , supervisor Baya was transferred to a sister company at a rank-and-file position.

Baya protested this.

He stated that his transfer was due to the fact that he did not want to transfer his loyalty to the new company-owned cooperative, and so his transfer was one of Constructive Dismissal.

The Court examined the records.

It noted that in Constructive Dismissal, the employer “…has the burden of proving that the transfer and demotion of an employee are for valid and legitimate grounds such as genuine business necessity…”

It found in this case that the company could not prove that and that the transfer was done to punish him.

The transfer was found to be in bad faith, and Baya was awarded Separation Pay, 13 th Month Pay, Moral Damages and Attorney’s fees.

How to Transfer an Employee the Right Way

If you are an HR trying to transfer an employee, the above cases should inform what you do so that you transfer an employee correctly.

To Transfer an Employee correctly do the following:

• Ensure it is for a business reason
• There is no diminution
• It is not prejudicial to the employee

The right to transfer an employee is respected by the Courts – in fact, there are several other cases that show that lateral transfers for business reasons are supported by the court.

But a transfer must be done correctly so that cases of Illegal Dismissal  or Constructive Dismissal  can be avoided.

As you can see above, an employee can claim that a transfer somehow “forced” him to resign – and it was the actions of the HR and management working together that cause these cases to fail.

If you are an HR contemplating transferring an employee, please contact a Labor Lawyer to do things right – it will save your company time and hassle.

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Helping Filipinos find answers to their Legal Questions

Transfer of Employees

▪ Transferring of employees is a management prerogative.

▪ There are jurisprudential guidelines for a valid transfer.

▪ Non-compliance with requirements for a valid transfer may result in constructive dismissal.

2. Concepts

“Under the doctrine of management prerogative, every employer has the inherent right to regulate, according to his own discretion and judgment, all aspects of employment, including… transfer of employees…” ( Rural Bank of Cantilan, Inc. v. Julve , G.R. No. 169750, 27 February 2007)

A “transfer” – is a “movement from one position to another which is of equivalent rank, level or salary, without break in service.” ( Tinio v. CA, SMART Communications, Inc. , G.R. No. 171764, 08 June 2007)

Promotion is the “advancement from one position to another with an increase in duties and responsibilities as authorized by law, and usually accompanied by an increase in salary.” ( Ibid .)

Demotion involves a situation where an employee is relegated to a subordinate or less important position constituting a reduction to a lower grade or rank, with a corresponding decrease in duties and responsibilities, and usually accompanied by a decrease in salary. ( Ibid .)

3. Transfer of employees

The exercise of management’s prerogative concerning the employees’ work assignments is based on its assessment of the qualifications, aptitudes and competence of its employees, and by moving them around in the various areas of its business operations it can ascertain where they will function with maximum benefit to the company. ( Peckson v. Robinsons Supermarket Corporation , G.R. No. 198534, 03 July 2013)

It is the employer’s prerogative, based on its assessment and perception of its employees’ qualifications, aptitudes, and competence, to move them around in the various areas of its business operations in order to ascertain where they will function with maximum benefit to the company. An employee’s right to security of tenure does not give him such a vested right in his position as would deprive the company of its prerogative to change his assignment or transfer him where he will be most useful. When his transfer is not unreasonable, nor inconvenient, nor prejudicial to him, and it does not involve a demotion in rank or a diminution of his salaries, benefits, and other privileges, the employee may not complain that it amounts to a constructive dismissal. ( Ibid .)

As a privilege inherent in the employer’s right to control and manage its enterprise effectively, its freedom to conduct its business operations to achieve its purpose cannot be denied. ( Ibid .)

4. Jurisprudential Guidelines

Concerning the transfer of employees, these are the following jurisprudential guidelines:

1) A transfer is a movement from one position to another of equivalent rank, level or salary without break in the service or a lateral movement from one position to another of equivalent rank or salary;

2) The employer has the inherent right to transfer or reassign an employee for legitimate business purposes;

3) A transfer becomes unlawful where it is motivated by discrimination or bad faith or is effected as a form of punishment or is a demotion without sufficient cause; and,

4) The employer must be able to show that the transfer is not unreasonable, inconvenient, or prejudicial to the employee. ( Ibid. )

a. No grave abuse of discretion by the employer

The managerial prerogative to transfer personnel must be exercised without grave abuse of discretion, bearing in mind the basic elements of justice and fair play. Having the right should not be confused with the manner in which that right is exercised. Thus, it cannot be used as a subterfuge by the employer to rid himself of an undesirable worker. ( Ibid .)

b. Not unreasonable, inconvenient, or prejudicial to the employee

In particular, the employer must be able to show that the transfer is not unreasonable, inconvenient or prejudicial to the employee. ( Ibid .)

c. No demotion in rank or diminution of benefits

Nor does it involve a demotion in rank or a diminution of his salaries, privileges and other benefits. ( Ibid .)

d. Burden of proof on the employer

Burden of proof is on the employer to show that: (a) the transfer is not unreasonable, inconvenient or prejudicial to the employee; and (2) it does not involve a demotion in rank or a diminution of his salaries, privileges and other benefits. ( Ibid .)

4. Abuse of transfer results in constructive dismissal

Should the employer fail to overcome this burden of proof, the employee’s transfer shall be tantamount to constructive dismissal, which has been defined as a quitting because continued employment is rendered impossible, unreasonable or unlikely; as an offer involving a demotion in rank and diminution in pay. Likewise, constructive dismissal exists when an act of clear discrimination, insensibility or disdain by an employer has become so unbearable to the employee leaving him with no option but to forego with his continued employment. ( Ibid .)

When the transfer of an employee is not unreasonable, or inconvenient, or prejudicial to him, and it does not involve a demotion in rank or a diminution of his salaries, benefits and other privileges, the employee may not complain that it amounts to a constructive dismissal. ( Ibid .)

In the resolution of whether the transfer of the respondents from one area of operation to another was valid, finding a balance between the scope and limitation of the exercise of management prerogative and the employees’ right to security of tenure is necessary. We have to weigh and consider, on the one hand, that management has a wide discretion to regulate all aspects of employment, including the transfer and re-assignment of employees according to the exigencies of the business; and, on the other, that the transfer constitutes constructive dismissal when it is unreasonable, inconvenient or prejudicial to the employee, or involves a demotion in rank or diminution of salaries, benefits and other privileges, or when the acts of discrimination, insensibility or disdain on the part of the employer become unbearable for the employee, forcing him to forego her employment. ( Chateau Royale Sports v. Balba , G.R. No. 197492, 18 January 2017)

In this case of constructive dismissal, the burden of proof lies in the employer to prove that the transfer of the employee from one area of operation to another was for a valid and legitimate ground, like genuine business necessity. ( Ibid .)

a. 3 conditions when transfer is deemed a constructive dismissal

A transfer is deemed to be constructive dismissal when three conditions concur:

1) When the transfer is unreasonable, inconvenient or prejudicial to the employee;

2) When the transfer involves a demotion in rank or diminution of salaries, benefits and other privileges; and,

3) When the employer performs a clear act of discrimination, insensibility, or disdain towards the employee, which forecloses any choice by the latter except to forego his continued employment. ( Tinio v. CA, SMART Communications, Inc. , supra. )

5. When employee consents

An employee has no valid reason to disobey the order of transfer given by management, especially if he has tacitly given his consent thereto when he acceded to the company’s policy of hiring sales staff who are willing to be assigned anywhere in the Philippines which is demanded by the employer’s business. ( Ibid .)

By the very nature of their employment, sales executives are expected to travel. They should anticipate re-assignment according to the demands of the employer’s business. Companies which rely heavily on sales are expected to assign their employees to areas where markets may be expanded or places where their sales could be improved. The right to transfer or reassign an employee is thus a reasonable exercise of management prerogatives and is recognized as an employer’s exclusive right in running its company. ( Ibid .)

/Updated: December 28, 2022

Philippine Labor Law Resource & Learning Site

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• Using Global Human Resources

Process to Link Source and Destination Assignments for Global Transfer

Use the Migrate Employment Data process to link the source and destination assignments during a global transfer. By linking the assignments, you can view the complete assignment history of the source and destination work relationships.

Here's what the process does:

Selects all active workers (employee, contingent worker, and nonworker) who don't have their termination dates populated in the work relationship and for whom the source assignment ID isn't populated.

Identifies the source and destination assignment IDs for the selected workers based on these items:

Action occurrence ID.

Comparison of the assignment start date of the destination assignment and assignment end date of the source assignment.

Once identified, the process stores the assignment ID of the primary assignment as the source assignment in the destination assignment.

The Migrate Employment Data process will populate the SOURCE_ASSIGNMENT_ID field in the PER_ALL_ASSIGNMENTS_M table only for global transfer.

During a global temporary assignment, the assignment ID isn't stored as the source assignment ID.

Points to Consider

You can run this process to only link your existing global transfer transactions. Change legal employer transactions initiated from the UI after release 20B will be linked by the application.

You can rerun the process, but the process will only select data where the source assignment ID isn't populated for a global transfer action.

When you run the process, it includes all active workers and processes their historical records including those from their earlier work relationship. For example, the process will also include the historical records of a currently active rehired worker.

Process Parameter

The Migrate Employment Data process uses the Link Global Transfer assignments parameter. This parameter links the source and destination assignments related to global transfer by updating the PER_ALL_ASSIGNMENTS_M table.

View History of Assignment Updates

After you have linked the source and destination assignments, you need to set the ORA_PER_EMPL_DISPLAY_GT_HISTORY profile option to view a continuous history of assignment updates across legal employer changes. For more information about this profile option, see the Employment Profile Options topic in the Related Topics section.

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The Supreme Court opens the door to more discrimination claims involving job transfers

Nina Totenberg

A view of the U.S. Supreme Court on March 26. Jemal Countess/Getty Images for Women's March hide caption

A view of the U.S. Supreme Court on March 26.

The U.S. Supreme Court on Wednesday made it easier for workers to bring employment discrimination suits over job transfers based on sex, race, religion or national origin.

At issue was a question that has produced many conflicting decisions in the lower courts over what constitutes illegal discrimination when it comes to job transfers.

The high court's answer Wednesday was that an employee must show some harm, but need not demonstrate harm that is "significant" or "material."

The case before the court was illustrative. It was brought by Jatonya Clayborn Muldrow, a police sergeant who claimed she was transferred from her job as a plainclothes police officer in the intelligence section of the St. Louis Police Department because she is a woman. Muldrow worked in the Intelligence Division from 2008 to 2017 investigating public corruption and human trafficking cases. She also oversaw the Gang Unit, served as head of the Gun Crimes Unit, and was assigned as a task force officer with the FBI.

Despite high employment evaluations, a new unit commander engineered her transfer out of the Intelligence Division. Among other things, he justified the transfer by noting that the division's work was "very dangerous." Over her objections, Muldrow was reassigned to a uniformed job in the department's Fifth District, where she supervised the activities of neighborhood patrol officers — approving arrests, reviewing reports and handling other administrative matters.

Though her pay and rank remained the same, Muldrow sued the police department, asserting that she had been harmed by the transfer. Because she was no longer in the Intelligence Division, she lost her FBI status and the car that came with it, and in the new job Muldrow often had to work nights and weekends, instead of the Monday-through-Friday workweek she had worked in the intelligence unit.

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A federal district court judge ruled in favor of the police department, without a trial, and the 8th Circuit Court of Appeals upheld Muldrow's transfer, declaring that because she could show no "diminution to her title, salary, or benefits," her claims of discrimination were not "significant."

But on Wednesday the Supreme Court reversed that ruling and laid out a more stringent test for lower courts to use in determining whether a discrimination claim based on altered conditions of employment can proceed to trial.

The decision was unanimous , but the reasoning was not.

Writing for the six-member majority, Justice Elena Kagan said that the federal law banning discrimination in employment includes a ban not just on economic discrimination; it includes a ban on discrimination in the "terms" and "conditions" of employment." Kagan said that covers a transfer that changed "nothing less than the what, where, and when of [Muldrow's] police work."

While the 8th Circuit and some other courts have required that such discrimination claims show "significant" or "material" harm, the Supreme Court said that is too high a bar. The anti-discrimination statute "targets practices that 'treat a person worse' " because of their sex, race, religion or national origin, the court said.

Explaining why this higher threshold is necessary, Kagan said that "whether the harm is significant" turns out to be "in the eye of the beholder." And to prove the point she cited examples that lower courts have held to be not significant:

• an engineering technician is assigned to a new job site — in a 14-by-22- foot wind tunnel;
• a shipping worker is transferred to a position involving only nighttime work;
• and a school principal is transferred to a non-school-based administrative role supervising fewer employees.

In each of those sex or race discrimination cases, the lower courts found that there was no "significant" harm to conditions of employment.

That, however, is "the wrong standard," Kagan explained. Rather, if an employee can show some harm because of sex, race, religion or national origin, that is enough. "Had Congress wanted to limit the liability for job transfers to those causing a significant disadvantage, it could have done so," wrote Kagan, adding that the court "does not get to make that judgment" by rewriting the statute.

Three justices — Samuel Alito, Clarence Thomas and Brett Kavanaugh — wrote opinions concurring with the result but not the reasoning.

Alito's was the most extraordinary. "I do not join the Court's unhelpful opinion," he wrote, adding of its reasoning: "I have no idea what this means."

Justice Thomas picked some legal nits with the majority opinion, but in the end, acknowledged that it is "unlikely" the 8th Circuit had a "stringent" enough standard in mind.

And Justice Kavanaugh wrote that he favored a different and less complicated approach. If a job transfer is based on sex, race, religion or national origin, it is discriminatory, period, whether or not it causes some concrete harm. That said, he acknowledged the court's "new some-harm requirement appears to be a relatively low bar" that ought to be easily met for anyone transferred based on their sex, race, religion or national origin.