Transfer Letter Template for England and Wales

A Transfer Letter formally documents the movement of an employee from one role or location to another within the same organization. It outlines key changes like the new position, department, reporting structure, and effective date - serving as official proof of the internal transfer for both HR records and the employee.

Under UK employment law, these letters help protect both employer and employee by clearly stating any modifications to existing terms and conditions. While not strictly required by statute, Transfer Letters play a vital role in maintaining clear documentation, especially when changes affect core employment terms covered by the Employment Rights Act 1996. Many organizations pair them with an amended employment contract when significant changes occur.

Use a Transfer Letter anytime you move an employee to a different role, department, or location within your organization. This includes promotions, lateral moves, office relocations, and restructuring situations. The letter becomes especially important when the change affects key employment terms like working hours, responsibilities, or reporting lines.

Writing a Transfer Letter right away helps prevent future disputes by documenting exactly what changed and when. It's particularly valuable during major organizational changes, when multiple staff transfers happen simultaneously. UK employers often issue these letters alongside updated employment contracts to maintain clear records and meet their obligations under employment law.

• Staff Transfer Letter: Core template for internal employee moves, covering role changes and department transfers within the same company
• Job Location Transfer Request Letter: Employee-initiated request for workplace relocation, often used in large organizations with multiple sites
• Letter of Transfer of Ownership of Property: Documents property ownership changes, commonly used in real estate transactions
• Car Ownership Transfer Letter: Confirms vehicle ownership transfer between parties, supplementing DVLA documentation
• Letter of Instruction to Bank to Transfer Funds: Formal instruction authorizing banks to move funds between accounts or parties

• HR Departments: Draft and issue Transfer Letters, maintain employee records, and ensure compliance with employment law requirements
• Line Managers: Initiate transfer requests, approve role changes, and specify new responsibilities or reporting structures
• Employees: Receive and acknowledge the letter, may request transfers themselves, and keep copies for their records
• Legal Teams: Review letters for complex transfers, ensure alignment with employment contracts, and advise on legal implications
• Company Directors: Approve senior-level transfers and sign letters for executive moves or significant organizational changes

• Employee Details: Collect current role, new position, employee ID, and length of service information
• Transfer Specifics: Document new department, location, reporting structure, and effective date of transfer
• Terms Review: Compare existing employment contract against new role requirements to identify changes
• Compensation Changes: Note any salary adjustments, benefits modifications, or allowance updates
• Approval Chain: Secure sign-off from relevant managers and HR before finalizing
• Document Generation: Use our platform to create a legally-sound Transfer Letter that includes all required elements

• Header Information: Company letterhead, date, reference number, and both parties' contact details
• Transfer Details: New role title, department, location, and effective date of change
• Terms Statement: Clear outline of which existing employment terms remain unchanged
• Modified Terms: Specific changes to salary, benefits, working hours, or responsibilities
• Notice Period: Any adjustments to notice requirements in the new role
• Acknowledgment Section: Space for employee signature accepting the transfer terms
• Data Protection: Statement on handling personal information under UK GDPR requirements
• Authority Statement: Confirmation of the signatory's power to authorize the transfer

A Transfer Letter differs significantly from an Employment Offer Letter in several key ways, though both are important HR documents. While a Transfer Letter manages internal moves, an Employment Offer Letter establishes a new employment relationship entirely.

• Timing and Context: Transfer Letters modify existing employment relationships, while Offer Letters create new ones from scratch
• Legal Framework: Transfer Letters build upon existing contracts, preserving many original terms, whereas Offer Letters establish completely new contractual foundations
• Content Scope: Transfer Letters focus specifically on what's changing in the role, while Offer Letters must comprehensively cover all employment terms
• Regulatory Requirements: Offer Letters need more extensive compliance elements under UK employment law, including statutory minimums and mandatory disclosures