Branch Transfer Letter - Meaning, Purpose,

Mistakes, Samples, Examples, and More.

A company operating with different branches in different areas or cities often needs to
transfer their employees from one branch to another. The reason being, redundancy of
an employee in one branch, employee’s skills no longer relevant to the branch. When a
company needs to transfer an employee, a letter is written to inform them about the
same which is known as a Branch Transfer Letter.

However, what is a branch transfer? If you want to know about the same, this blog will
detail everything from definition to format and examples. Read further to know more.

What is a Branch Transfer Letter?

Letter for branch transfer is kind of a formal communication between an employer and
the employee. This letter acts as a way of informing about the company’s decision to the
employee who is being transferred to another branch.

Oftentimes employees accept the decision happily but many employees have serious
issues with it. This letter should address the problems of the employees and then after
their solution.

The branch transfer letter includes information such as perks of the transfer, date of
joining, and other relevant paperwork. It is very important to keep a note that this letter
does not include all the information but must include all the necessary information.

Purpose of Writing a Letter for Branch Transfer

These types of transfer letters are written to the employees who are being transferred
from one branch of the organization to another. The letters' purpose goes above simple
professional kindness.
Transfer letter contains the ground rules of transfer for both the employees and the
employer.

Basis for a Branch Transfer Letter

For successful employee relocations, the motive and purpose for giving transfer letters
are crucial.

This paper’s purpose includes the following:

- Make a written record of the letter for employee’s personal file

- Provide proof that the employees’ pay account is following them correctly.
- Track the people in every department/branch to ensure that the head count is
proper for staffing needs.

Whether the transfer is done by the employer or is due to the mutual agreement
between the employer and the employee, it provides a written physical document of
employee transfer from one branch to another.

Mistakes to Avoid While Writing a Branch Transfer Letter

- Some employers fail to write a clear letter and leave an employee with so many
questions unanswered. Since this is a letter meant to provide information, it
should contain all the necessary details.
- The letter should be to the point and brief
- The new branch’s details and location should never be missed on
- The tone of the employer should show that he/she is ready to support the
employee.

When to Write an Employee’s Branch Transfer Letter?

Some of the common situations that requires an employer to write this letter are as
follows:
 - Employee’s redundancy in the branch
- When the skills of the employees are no longer relevant
- To approve the request of the employee
How to Write a Transfer Letter?

1. Inform the employee

The moment you start writing the letter, inform employees that they are being
transferred to another branch. Also mention the location and date of joining the new
branch. Specify the name of the management member who has taken the decision. For
example, sometimes the HoD takes the decision of transfer.

With the help of the decision maker, the employee will be able to contact the concerned
person if he/she wants to know some more information about the transfer.

2. Mention the Reason of Transfer

The employee should be informed of the reason for the transfer as this is the very first
question he might ask.

3. Date of Joining

Since this letter is meant to provide information, the employer should provide the date
from which he won’t be working in the current branch.

4. Mention the Transfer Details and Facilities

The employer should tell the employee what perks he/she will be availed in the new
branch. This is important to mention because some employees feel insecure about a
change in their workplace location.

5. Offer your Assistance

Transferring an employee to a new location creates so many problems for the
employees like they face difficulty in adjusting to a new environment. The employer
who has decided to transfer the employee to the new location should offer the
assistance to the employee considering their problems and ask him/her to contact them
when in need.

6. Close the Letter Positively

Just like the other HR letters or professional letters, this letter should also be closed
with a positive note. The employer can wish the employee best of luck for shifting to the
new location.

If you are a company looking for an easy alternative of writing these letters repeatedly,
UBS HRMS Software is the right place where you can land.

Branch Transfer Letter Format

To,
[Name of the recipient],
Mention Designation and department
[Date].

Sub: Branch transfer letter to employee

Greetings, employee
This is to advise you on behalf of our firm (mention the company's name) that the
concerned department (mention the department's name) has decided to transfer to
the (mention the department's name) which is located at (mention the department's
name) (mention the location).

We are certain that you will continue to be a productive and hardworking employee in
our new department. For your new location, our company will provide you with some
additional amenities.

For your new designation, you will receive transfer and dwelling rent allowances. Your
new job will begin on April 1st (mention the date of the work). On your first day as a
new employee, you must report to Mr. (insert senior's name) of (insert department's
name).

For your new position, your salary will be increased by (insert amount) rupees. I'm
hoping that, as in the past days, you will be really useful to us in your new position.

I'd like to congratulate you on behalf of the company once more. I wish you many
happy years ahead.

All the best to you.

Thank you,

With regards,
[Name of the sender],
[Designation],
[Organization name]

Branch Transfer Letter Example

To,
Mr. Akash Mistry,
Sr. SEO Executive, Marketing,
22/03/2021

Sub: Branch transfer letter to employee

Dear Akash,
This is to inform you on behalf of our company XYZ Solutions Pvt. Ltd. that the
concerned Human Resource Department has decided to transfer to another branch of
our company that is located in Surat, Gujarat.
 We are certain that you will continue to be a productive and hardworking employee in
our new branch. For your new location, our company will provide you with some
additional amenities.

For your new designation, you will receive transfer and dwelling rent allowances. Your
new job will begin on April 1st 2021. On your first day as a new employee, you must
report to Mr. Sen of the Marketing department.

For your new position, your salary will be increased by 30,000 rupees. I'm hoping that,
as in the past days, you will be really useful to us in the new branch.

I'd like to congratulate you on behalf of the company once more. I wish you many
happy years ahead.

All the best to you.

Thank you,

With regards,
Samira Sen
Human Resource Manager
XYZ Solutions Pvt. Ltd.

Bonus Tips
- It is important to convince the employee that they will remain with the company. They
are getting transferred just for a few reasons and they need to contribute to the
company the way they earlier were.
- Ensure that the subject line is precise and brief
- Always check for grammatical and spelling mistakes
- Recheck the employee's information to ensure that it is correct. Information like
employee code, benefits, and so on.
- Make sure that the letter is written in a standard business letter format just like any
other business correspondence.
Conclusion

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make changes in real time and generate letters without having to download them.

Letters such as transfer letters, offer letters, application letters, relieving letters, and
more are available from us. What's more, we offer multiple templates for each letter,
allowing you to select the one that best suits your needs.

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Software.

Format 1

Date: September 15, 2021

To,
_____________________
_____________________

Employee code:
Through: [Mention the decision maker’s name/department]

Subject: Letter of employee transfer.

To: Whom it may concern,

As part of the organization's [mention the reason], it has been decided to move you
from your current branch as an Important Manager to the new branch situated in
Surat, Gujarat, effective [date].

For additional instructions, you will report to [reporting manager’s name].

Please attend my office at [time and day] to sign the transfer papers and review your
new pay statements. After this written formality of transfer, your new branch location
will take effect immediately.

I have confidence in your ability to thrive in your new workplace and to take on this
new difficult duty with zeal. I wish you the best of luck in your new workplace. Regards
and thanks.

Sincerely,
Name : _______________
Signature : ___________________.

Format 2

To,
Mr. ________ [Receiver]
____________ [Job designation]
____________ [Company name]
____________ [Address].

Date : DD-MM-YYYY.

Subject - Transfer letter.

Mr./Mrs.______,

This letter is to tell you that, as discussed on [date], you will be transferred to our
partner's firm, [Company Name], on [date].

[Decision Maker’s Name], [Decision Maker’s Designation], has promoted you to

[designation], [department] that is situated at Mumbai.

Your monthly remuneration will be $ 72,000, and all other terms and conditions will
remain the same as they were when you were hired.

Your compensation will be subject to subjective performance evaluations.

Mr. Benjamin, Marketing Manager, has scheduled a meeting with you on September
4, 2022 to discuss your duties and responsibilities.

I'm hoping that this opportunity will allow you to contribute to the firm and continue
to work with us.

I wish you luck.

Regards,
Merina Jonas
HR manager.

Format 3

To

[The Recipient Name]

[Designation]

Dear [X],

I [name] [title] from [department name] am writing to inform you about the transfer
of Mr. [name] to our [name] branch. Mr. [name] has been working with us for the last
[number] years. He was hired as [designation] and through his sheer hard work and
perseverance, he has risen to the post of [designation].

When the post of [name] was vacant in our [name] branch, Mr. [name] ‘s name came
up and it was unanimously decided that he would be the best person to represent our
office and train the team there, as he has extensive experience in this field, and he has
led our office team multiple times in such projects.

His mentorship has enabled many of his team members to rise and become better
professionals. His efforts and commitment would always be remembered in this office,
and we are sure that wherever he goes he would be valued for these traits.

[Date] would be his last working day in this office. We have planned a little farewell for
him in [place] at [time] on [date]. Let us send him off with good memories and wish
him all the best for the future. Looking forward to seeing you all there,

Yours sincerely,

[Your Name]

[Designation]