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Internal Transfer Letter Template

Confirm an employee's move to a new team, role or office — what changes, what stays the same, and their signed acceptance.

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Internal transfer letter
The blanks in brackets are what you fill in. VergeHR adds each signer’s signature and date boxes.
Internal transfer letter — page 1 of 2
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Internal transfer letter — page 2 of 2
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Use This Template Fill in the blanks, name who signs, and send — from VergeHR eSignature.

What is a internal transfer letter?

An internal transfer letter confirms that an employee is moving within the organisation: to a different team or department, a different role at a similar level, or a different office or site. It records the effective date and exactly what changes — new manager, place of work, working hours, pay — and confirms that everything else stays the same and that continuous service is unaffected. The employee signs to accept, and the letter becomes part of their contract.

This template covers transfers the employee asked for, moves agreed together and moves following a reorganisation. Optional sections cover relocation support (removal costs, temporary housing and any repayment terms), a handover date for current work, and a trial period with the right to return to the previous role or a comparable one if the move doesn't work out.

Best for
Team, department, role or location changes within the same employer
Signed by
The employer (HR or manager), and the employee to accept
Optional
New pay, new hours, relocation support, handover date, trial period
Length
1–2 pages

When to Use a internal transfer letter

  • An employee asks to move from the Retail team to Key Accounts
  • A reorganisation moves a group of staff into a new department
  • An employee relocates to another office with relocation support
  • A lateral move into a different role at the same level
  • A move to a different site or shift pattern

What You Fill In

18 blanks, then the name and email of each person who signs: employer, employee.

1 The letter

  • Date of the letter*
  • Employer (company name)*
  • Employer address
  • Employee's full name*

2 The move

  • The transfer is* Following your request · As we discussed and agreed with you · Following the recent reorganisation, and as we discussed with you
  • Current role and team*
  • New role and team*
  • Effective date*
  • New manager
  • New place of work
  • New working hours

3 Pay and support

  • Currency*
  • New pay (gross)
  • Per* year · month · week · hour
  • Relocation support

4 Other terms

  • Hand over current work by
  • Trial period in the new role
  • Please sign by

5 Who signs

  • Employer signature and date, job title · An HR manager or the new or current manager authorised to confirm the move.
  • Employee signature and date · The employee who is transferring.

What the internal transfer letter Covers

  1. Your transfer
  2. What changes
  3. Relocation support
  4. Handover and settling in
  5. Everything else
  6. Acceptance

Using the internal transfer letter, step by step

1 Describe the move

Choose why the transfer is happening — at the employee's request, by agreement, or after a reorganisation — then enter the current and new role and team and the effective date.

2 Record what changes

Add the new manager, place of work and working hours if they change. Enter new pay only if it changes; otherwise the letter confirms pay stays the same.

3 Add support for the move

Describe any relocation support and repayment terms, a date to hand over current work, and an optional trial period with a way back if the move doesn't work out.

4 Send for acceptance

Set a date to sign by and send it. You sign the letter and the employee signs the acceptance; the signed copy is filed in Files.

Tips Before You Send It

  • Moving someone without their agreement may need a contractual right or consultation under local law — talk it through before sending.
  • If the move involves a new home, set out relocation support and any repayment terms clearly, and check that local law allows the repayment term.
  • Let the current and new managers agree the handover plan together.
  • If the move is really a step up, use a promotion letter instead.

Sign It Online In Minutes

  1. Fill in the blanks. Names, dates and amounts go straight into the agreement — the preview shows exactly where.
  2. Name who signs. Tick “This is me” for your own part. VergeHR builds the PDF with every signature, date box on the right line, and you can check or move anything before sending.
  3. Send it. Each signer gets a secure link and signs from any device — no account needed. The signed PDF, with an audit trail and a Certificate of Completion, is filed in Files and emailed to everyone.
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Internal transfer letter: frequently asked questions

Does a transfer affect the employee's length of service?

No. The letter confirms that continuous service is not affected by the transfer and that all terms not listed stay the same.

Can pay change on a transfer?

Yes. Enter the new pay and it takes effect from the transfer date. Leave it empty and the letter states that pay stays the same.

What if the employee doesn't settle in the new role?

Add a trial period. If either side feels during it that the move isn't working, the employee may return to their previous role or a comparable one on no less favourable terms, where one is available.

Is an e-signed transfer letter valid?

In most countries, including the US (ESIGN Act and UETA), the UK, the EU (eIDAS) and Canada, electronic signatures are generally valid for employment documents like this. VergeHR keeps an audit trail and a Certificate of Completion with the signed PDF.

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