Transfer Request Letter for Govt Employees

Posted on by Thomas Butler

Here is a formal transfer request letter template specifically tailored for government employees. This letter can be modified depending on whether the transfer is for personal, medical, or administrative reasons.

Letter Format 1

[Your Name]
[Your Designation]
[Department Name]
[Current Office Address]
[City, State, Zip Code]
[Email Address] | [Phone Number]

Date: [DD/MM/YYYY]

To:
The [Designation of the Authority]
[Department/Ministry Name]
[Office Address]
[City, State]

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Subject: Request for Transfer to [New Location/Department Name]

Respected Sir/Madam,

I hope this letter finds you in good health and high spirits. I am writing to respectfully request a transfer from my current position as [Your Current Designation] at [Current Office Name/Location] to [Desired Office/Location], under the same department.

This request is being made due to [state your reason: e.g., family obligations, spouse relocation, health issues, aging parents, better access to resources, career development, etc.]. I believe that a transfer to the requested location will help me perform my duties more effectively while ensuring personal responsibilities are also met without compromise.

I have served in my current role for [duration], and during this period, I have diligently carried out all tasks and responsibilities assigned to me. I remain committed to the values and mission of our department and am confident that I will continue to contribute positively in the new assignment.

I kindly request you to consider my application for transfer sympathetically and forward it to the competent authority for favorable consideration. I am willing to comply with any formalities or procedures required in this regard.

Thank you for considering my request. I remain at your disposal for any further information or clarification.

Yours sincerely,

[Your Name]
[Employee ID]
[Signature]

Letter Format 1

Subject: Request for Transfer – [Your Name] – [Your Designation]

Respected Sir/Madam,

I am writing to formally request a transfer from my current posting at [Your Current Office/Department Name], [Your Current City/Location] to [Desired Office/Department Name], [Desired City/Location]. My employee ID is [Your Employee ID].

I have been serving at my current station for [Number] years and have gained valuable experience in [mention a few key responsibilities or achievements relevant to your role]. I believe this experience will be beneficial in the new location as well.

The primary reasons for my transfer request are [choose one or two of the most relevant reasons from the list below. Be specific and brief. You don’t need to elaborate too much]:

  • Family Reasons: [e.g., To be closer to aging parents who require care, spouse’s employment in the desired city, children’s education].
  • Health Reasons: [e.g., To access specific medical facilities in the desired city for a family member/self, to be in a more suitable climate for a pre-existing condition].
  • Career Development: [e.g., To gain exposure to new areas of work available at the desired location, to specialize in a particular domain].
  • Personal Reasons: [e.g., To settle permanently in my hometown/native place, to attend to property matters].
  • Mutual Transfer Request (if applicable): [If you have identified someone willing to swap places, mention their name, designation, and employee ID here].

I am fully committed to my duties and responsibilities, and I assure you that I will continue to perform to the best of my abilities regardless of the posting. I am prepared to assume new challenges and contribute effectively to the team at the desired location.

I understand that transfers are subject to organizational requirements and availability of vacancies. I kindly request you to consider my application favorably at your earliest convenience. I am available to discuss this matter further if required.

Thank you for your time and consideration.

Sincerely,

[Your Full Name]

[Your Designation]

[Your Employee ID]

[Your Current Contact Number]

[Your Official Email Address]

[Date]

Tips for a successful transfer request:

  • Check Eligibility: Before writing, ensure you meet the eligibility criteria for a transfer as per your government department’s rules (e.g., minimum service period at current posting).
  • Research Vacancies: If possible, try to gather information about potential vacancies in your desired location/department. Mentioning this can strengthen your request.
  • Supporting Documents: If your reason is health-related, you might need to attach medical certificates. For family reasons, you might need to provide relevant documents later if asked.
  • Politeness and Professionalism: Maintain a respectful and professional tone throughout the letter.
  • Follow Chain of Command: Submit the letter through the proper channels as dictated by your department’s hierarchy (e.g., through your immediate superior).
  • Keep a Copy: Always retain a copy of the submitted letter for your records.
  • Be Patient: Transfer processes can take time. Follow up politely if you don’t hear back within a reasonable period.