Transfer Letter Template for Malaysia

A Transfer Letter officially documents the movement of an employee from one position, department, or location to another within an organization. In Malaysia, companies use these letters to comply with employment laws while ensuring clear communication about workplace changes, especially when transfers affect terms of service or reporting structures.

The letter typically spells out key details like the new role, effective date, and any changes to salary or benefits. Malaysian employers must issue Transfer Letters before implementing major workplace changes, as required under the Employment Act 1955. This document helps protect both employer and employee rights by creating a clear paper trail of the transfer agreement.

Issue a Transfer Letter when moving employees between positions, departments, or locations within your Malaysian organization. This formal documentation becomes essential during corporate restructuring, branch expansions, or when fulfilling specific employee development programs. It's particularly important for transfers that change reporting lines or work conditions.

Malaysian law requires Transfer Letters for any significant workplace changes, including temporary assignments lasting more than a month. Use them to document role modifications, salary adjustments, or location changes. Having this letter ready before implementing changes helps avoid disputes, ensures compliance with the Employment Act 1955, and maintains clear records for both HR and legal purposes.

• Department Transfer Request Letter: Used by employees to formally request internal transfers, outlining reasons and preferred departments
• Department Transfer Letter: Official notification from management confirming interdepartmental moves and new responsibilities
• Staff Transfer Letter: Broader document covering all employee transfers, including location changes and temporary assignments
• Bank Fund Transfer Letter: Specialized format for transferring financial responsibilities or banking-related position changes

• HR Departments: Draft and process Transfer Letters, ensure compliance with Malaysian employment laws, and maintain documentation
• Department Managers: Initiate transfer requests, approve movements between teams, and specify new roles and responsibilities
• Employees: Primary recipients who must acknowledge and accept the transfer terms, conditions, and new reporting structures
• Legal Teams: Review letter content to ensure it meets Employment Act requirements and protects company interests
• Company Directors: Provide final approval for senior-level transfers and sign letters for executive movements

• Employee Details: Gather complete name, current position, employee ID, and length of service
• Transfer Specifics: Document new role, department, location, reporting manager, and effective date
• Terms Changes: List any modifications to salary, benefits, working hours, or other employment conditions
• Approvals: Secure written confirmation from both current and receiving department heads
• Legal Requirements: Check Employment Act compliance for notice periods and mandatory terms
• Documentation: Include reference numbers, relevant policies, and any special conditions of transfer

• Company Header: Official letterhead with registered business name, address, and company registration number
• Employee Information: Full name, ID number, current position, and service duration details
• Transfer Details: New role, department, location, and effective date of transfer
• Terms and Conditions: Updated salary, benefits, working hours, and any changes to employment terms
• Reporting Structure: New supervisor details and organizational hierarchy information
• Acknowledgment Section: Space for employee signature, date, and acceptance of transfer terms
• Authorization: Signatures from HR director or authorized company representative

A Transfer Letter differs significantly from an Employment Offer Letter in several key aspects, though both are important HR documents in Malaysia's employment landscape. Understanding these distinctions helps ensure proper documentation of employee changes.

• Purpose and Timing: Transfer Letters modify existing employment relationships, while Offer Letters establish new ones
• Legal Context: Transfer Letters must reference original employment terms and specify changes, whereas Offer Letters set initial employment conditions
• Content Focus: Transfer Letters emphasize role changes, department shifts, and modified responsibilities, while Offer Letters detail complete employment packages and initial terms
• Regulatory Requirements: Under Malaysian law, Transfer Letters must show continuity of service and preserve earned benefits, unlike Offer Letters which establish new benefit structures