Transfer & Promotion letters

11

Business Letter

Transfer

Meaning of Transfer:

Transferring the employee from one designation to another same designation without

changing any responsibility or salary is known as Transfer. Example of transfer is say,

transferring one marketing manager of any company to another company as a Marketing

manager is called as transfer. There are several rezones to give transfer to any employees.

Those cases are stated below.

Requirements for transfer:

To fill the place of any particular department of company/firm/entity because of

requirement of employees.

To reduce the boredom of employees while working in the same department having

same kind of work in long term.

To gives the transfer due to change in the physical position of the employees.

Transfer can be possible because of using any extraordinary skill/talent of employee

in different department.

To rectifying the mistake of inappropriate posting by the employer in the

organization.

Points to be considered by a manger at the time of writing transfer letter:

For transfer, company must make a clear policy to make the equality in the organization

and so the fillings of dissatisfaction can be controlled easily. In absences of this system,

there are chances of reduction in motivation of employees. If possible than do transfer by

giving advance instruction to your employees for his/her mental preparation.

Points should be required in any transfer letter:

For drafting any letter or transfer letter we have classified two types of requirements which

must include in any transfer letter. Those two classifications are as follows.

S.R.Luthra Institute of Management

11

Business Letter

General requirement:

1. Date of issue of letter.

2. Name of department who has issued the letter.

3. Name of manager/authorizes person who has issued the letter.

4. Name of employee for which the letter has issued.

Identified requirements:

1. Transferred place should be written clearly in the transfer letter. If required than

in the letter manager have to write that from which place to which place

employee has been transferred with its sufficient information that are new place,

branch, area, address.

2. In letter, manger has to mention the date of effect. That means form which date

his/her transfer has been effective.

3. Before implementation of transfer, to whom employees has to hand over their

duties, responsibility and authority must clearly mentioned.

4. After transfer, to whom employee has to report that also clearly written and also

mention all information of that supervisor/manager/departmental head who is

new superior for that person.

5. Few sentences regarding this order and encouragement for employee.

6. Also write the work of experience which fills in organization by manager.

7. If required than also mention the reason for transfer.

8. In the transfer letter, remuneration part must be written. If there will be any

change in terms of payment or no change, all information should clearly

mentioned.

9. In the transfer letter one point generally found that transfer back to existing

company of employee is mentioned which indicates that if required than

employee may transfer either in existing branch/company or other place.

10. At last company’s name, name of authorizes person who has issued the order

mentioning clear and perfect signature.


11

Business Letter

Format of transfer letter:

In the format, we can identify the points which should be consider while making the

Transfer letter as being the manager of any company. This format suggests us how we

should right the transfer letter and which care should we have to take as a manger. This

format also clears the difference between ordinary letter and transfer letter. Format is given

below, let we evaluate it.

____/HRD/___ Date_____________

Mr./ Ms. ____________

___________________

___________________

Dear Mr. / Ms. _____________,

You are hereby transferred from ____________ (name of the location) to ____________

(name of the location) with effect from __________ (date).

You are requested to hand over all your duties to _________________________ (name and

designation of the person) and report to (name and designation of the person), who will

explain to you nature of your responsibilities and guide you from time to time.

We are sure you will make the best use of the opportunity offered to you and contribute

substantially to the success of both yourself and the Organization as you have always been

doing and fully justify the confidence and faith placed in you by the management.

There will not be any change in your compensation structure.

But during the course of the service, you may be transferred back to _____________, to

serve any of the Company's Projects at the sole discretion of the Management. Wish you all

the best.

Company’sName.

Name: Name of the Employee

Designation:


11

Business Letter

Sample of transfer letters

From employer:

Letter: -1

DGT Corporation

BARODA,

Kavita Nath

Clerk, warehouse office.

Sub: Job Transfer

Dear Ms.Nath,

I am writing this letter to inform you that you will be transferred at the logistics

department as a secretary of the logistics supervisor. You have been a very good

employee to the company for the past four years and this is exactly the reason why you

have been promoted fro the secretary of the logistics office.

I am looking forward to seeing more excellent work from you in your new position in the

company. Hence, for further inquiries and for your new salary statements, you can freely

see me in my office before you take your new position. You are also very welcome in the

logistics office so you don’t have to worry about the new faces that you will see in your

new office. Good luck in your new position and I do hope that you can do more excellent

jobs for the company.

Informing you,

Krina Kapadiya

HR Head, HR Department


11

Business Letter

Letter: -2

Pioneer Co. & Ltd.

Bandra (W),

Mumbai. 17th October 2011

Mary John

Assistant manager

(Marketing)

Dear,

This has reference to the discussion we had with you regarding your move to sales

department as assistant sales manager. Your services in this assignment will be deemed to

be continuous, without any break.

With effect from 1st January 2009, you are transferred on a continuous service basis from

Sunshine Ltd. to Pioneer Co. & Ltd. We confirm that, you would be deemed to have

been in continuous service with Pioneer Co. & Ltd. without break. Privilege leave and

other statutory benefits enjoyed by you would continue to accrue to you taking into

account the date of your joining Pioneer Co. & Ltd.

Please return the duplicate copy of this letter duly signed by you, as a token of your

acceptance.

We wish you all the best for your future assignments.

We have pleasure in confirming the above arrangement. You will continue to be governed

by Sunshine Ltd. Staff Regulations in force.

Yours faithfully,

Jolly D’soza

For Pioneer Co. & Ltd.


11

Business Letter

Letter: -3

American Plastics Inc.

34 Shaw Drive,Chicago, Illinois,(452) 453-8965

June 12, 2011

Prince S. North,

Sales Staff,

Subject: Job transfer

Dear Mr. North,

I am writing you this letter to inform you that you will be transferred to a new job

position which will give you a different responsibility. This is in line with our

reorganization so that we can maximize our production. You will be now reporting to the

Marketing team as a marketing staff and this will be effective July 1, 2011. Everything

remains the same as to compensation and benefits and we assure you that your respective

managers will be with you in case you need some help on your new job. Please see me at

my office anytime today for us to discuss on some important matters.

I hope that you will continue to perform excellently in this new challenge. We will always

be here to assist you should you have concerns or any questions regarding this matter

please contact us or any of the managers. I am looking forward to seeing you working in

that new department.

Best Regards,

Albert L. Koohn

Human Resource Manager,

American Plastics Inc.


11

Business Letter

Letter: -4

Ami Pharmaceutical Ltd.

215,Abhishek Chambers

C.G.Road, Navrangpura

Ahmedabad – 380 009

8th November,2011

Sub:- Job Transfer

Dear Alan,

We are pleased to transfer you from Ahmedabad to Mumbai as a Computer

Programmer with immediate effect from 1st December 2011.

In your new assignment you will report to David Yagnik (Genaral Manager).


substantially to the success of our organization as you have always been doing and fully

justify the confidence and faith placed in you by the management.

As communicated your salary would remain the same.

Best Regards,

Rahul Pancholi

Ami Pharmaceutical Ltd.

Ahmedabad.


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Business Letter

Letter: -5

Letter: -5

Zyco Pharma Ltd.

M.G.Road,

Mumbai.

20th September, 2011

Dear Mr. Robbin Pereira

Looking to your long fruitful association with the company, and also your readiness to

accept the new challenges, the management is pleased to promote you as Branch

Manager and transfer you to our Branch at Delhi with immediate effect.

With a change in your responsibilities as aforesaid we are pleased to revise your

compensation from 1st October 2011 . Details of the revised compensation structure is as

per Annexure, attached here with.


substantially to the success of our new store as you have always been doing and fully


Wish you all the best.

Shyam Mittal

Zyco Pharma Ltd.


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Business Letter

From Employee:

Letter: -1

16th September, 2011

Mr. Naren Nair,


Prince Iron & Steel Ltd.

Subject: Job Transfer Letter

Dear Sir,

I have been working as a supervisor in production Department. I kindly request you to

transfer my job due to my physical inability to do my present job.

It is to inform you that last week, I met with an accident at our site and lost my one leg.

Hence I am not capable to do my current job as a supervisor in production department. It

will be great pleasure for me if you appoint me as a cashier in the same department.

I am also ready to do other job that fits my present ability to work.

With the expectation of quick reply.

Yours sincerely,

Arnav Sinh.


11

Business Letter

Letter: -2

This letter is written by an employee to his superior to thank him for his understanding of recent events.

11th Nov. 2011

From:

Mr. Hiren shah

24 Abbey View

St Bees

CA21 6TR

To:

Mr. H Johnson,

Head or personnel,

Whitehaven plastics plc,

CA23 5RF

Subject: Thank you letter

Dear Mr. Johnson,

I am writing you this letter to personally thank you for being so understanding.

I have always been a loyal employee to your company, and pride myself on my

dedication to my position as deputy Sales Manager within your branch. I wish to remain

working for you for many years to come.

Once again, thank you for being so understanding, and giving me transfer.

Yours faithfully,

Mr. Hiren shah.


11

Business Letter

Letter: -3

14th Nov.2011

From:

Abdul Raheem,

Surveillance Manager,

Jamal Corporation,

Riyadh

To:

Jagadev Ibrahim,

CEO,

Jamal Corporation,

Riyadh

Subject:- Thank you letter

Dear Sir,

I am writing you this letter to personally thank you for appreciation with what my boss

has given me.

Please accept my sincere gratitude for trusting me the position of Surveillance Manager

and be part of a respected company, Jamal Corporation. For me it is dreams come true

that I have been aiming to achieve for 2 years now. I also have been dreaming to work in

Riyadh which is why I am grateful for the opportunity you have given to me.

Sending you this letter is not enough to show to you how fortunate I am for trusting me

for the job, with this I promise to do my best in performing my task. The experience and

the knowledge that I acquire will surely help Jamal Corporation. I promise to do the

assigned task with perseverance and dedication.

Thank You.

Sincerely,

Abdul Raheem


11

Business Letter

Letter: -4

Date: 12th Nov, 2011

From:

Manisha Rathod

Sales Manager,

Investment Banking Firm,

New Delhi.

To:

The Manager,

Investment Banking Firm,

New Delhi.

Sub: Reply For Transfer leter

Respected Sir,

As you know that I am a sales manager of your company. And I always

regular to my work. I got my transfer letter from you that I have to transfer to Bombay

branch because they need one best sales manager and you find me eligible for that. So, it

is great news for me. But because of other circumstances this is difficult to me.

Even I can not accept this but I try my level best to accept this transfer. Being as a woman

it is difficult to me to transfer in Bombay branch so I hope you will consider my problem

seriously and cancel the transfer.

Yours Faith fully,

Manisha Rathod.


11

Business Letter

Letter: -5

Date: 11th Nov, 2011

From:

Pooja Mishra,

Human Resourse Manager,

Giant Publication Ltd,

Pune.

To;

The Manager,

Giant Publication Ltd,

Pune.

Sub: Reply for transfer Letter

Respected sir,

I got my transfer letter and I come to know that my transfer is done in

other branch of Giant Publications Ltd. And I am very happy for my transfer.

Because I like to take new experiences and to deal with new people and I proud my self

that as a best HR manager you select me to handle those branch people.

I am also excited that in the same city my transfer is held. So, I believe that it is very easy

for me. And you consider my circumstances and give me an opportunity to prove my self.

Thank you very much.

Yours Faith Fully,

Pooja Mishra


11

Business Letter

Now, let we move on the point of promotion, there is a difference between transfer and

promotion. Hence, now we will discuss the meaning of promotion, benefits of promotion,

policy consideration in promotion, letter regarding promotion, requirements in promotional

letter.

Promotion

Meaning of Promotion:

In general terms, promotion means move of any employees from correct designation to

other higher and beneficiary designation in same organization or same company or same

entity/field is known as promotion. Promotion provides the motivation for creation of group

having skilled and loyal employees at higher level in the organization. If any salesman is

being a regional manager and any regional manager being sales executive in the

organization is known as promotion.

Impact of promotion towards employees:

Due to promotion, employee gets higher designation.

Increments in their power and responsibility.

Employee’s status will also increase.

Very essential point is the increment in salary and other benefits.

Benefits of Promotion:

Due to promotion, employee’s working ability will increases.

Employee will do work qualitatively.

Filling of organization citizenship and loyalty will be expanded.

Way of consideration for giving promotion:

Seniority.

Work ability.


11

Business Letter

Points should be required in any promotional letter:

For drafting any letter or promotional letter we have classified two types of requirements

which must include in any promotional letter. Those two classifications are as follows.

General requirement:

1. Date of issue of letter.

2. Name of department who has issued the letter.

3. Name of manager/authorizes person who has issued the letter.

4. Name of employee for which the letter has been issued.

Identified requirements:

1. Employee’s number should be included if there is availability of any kind of

employee code.

2. Employee’s work performance should be appreciated for which employee gets

promotion which can be act as rezone for promotion.

3. If promotion is based on seniority than write all achievements and other thinks

which he/she achieved in their whole job period.

4. In this type of letters, manager has to include the increment in remuneration

and also gives bifurcation about every affected benefit in terms of promotional

aspect.

5. Promoted place should be written clearly in the promotional letter. In more

specific terms manager have to write that from which place to which place

employee has been promoted with its sufficient information that are new

Designation, Responsibility and so on.

6. Manager should clearly mention about their authorities and every upcoming

responsibilities.

7. Manager has to mention that to whom he is responsible and who are responsible

to him/she.

8. Manager has to give information regarding new challenges and targets.

9. Manager should write the reporting date about the promotion.

10. At last, giving best wishes manager has to go authorized signature having their

designation.


11

Business Letter

Format of Promotional letter:

As transfer letters are different as compare to ordinary letters, same situation comes in

promotional letters. How any Manager should rights any promotional letters will be shown

in following format:

_____/HRD/___ Date_____________

Mr/ Ms. ____________

___________________

___________________

___________________

Dear Mr./ Ms. _____________,

Consequent to the review of your performance during the last year, we are pleased to

promote you as ___________________________________.

We are sure you will make best use of the opportunity offered to you and contribute

substantially to the success of our organization as you have done in the past and fully

justify the confidence placed in you by the management.

A separate communication on the details of your salary revision is being sent to you.

Wishing you all the best.

For [Company name]

Regards,

[Name of HR Manager]


11

Business Letter

Sample of Promotion Letters

Up to this we have seen individual case of Transfer and promotion. It can be possible that

any employee gets both opportunities at a time. In that case how mangers write the letter

and which point should be takes in mind that we have to consider. Format for this is as

below.

____/HRD/_____ Date _______________

Mr. / Ms. ____________

___________________

___________________

Dear Mr./ Ms. _____________,

We are pleased to Promote you as ___________ and transfer you to our Branch at

__________________________ with immediate effect.

In your new assignment you will report to _____________________ (Name & Designation

of the person), who will explain to you nature of your responsibilities and guide you from

time to time.

With a change in your responsibilities as aforesaid we are pleased to revise your

compensation from _________________. Details of the revised compensation structure

will be discussed and finalized in consultation with HR.


substantially to the success of our new store as you have always been doing and fully


A communication advising your revision in your salary is being sent to you separately.

Wish you all the best.

For, Company name

Name:

Designation:

Regards,


11

Business Letter

From employer:

Letter:-1

Government Medical College

Surat.

18th October, 2011

To,

Dr.Pragnesh Patel,

Assistant Professor,

Microbiology Dept.

Sub: Departmental Promotion as a Associate Professor In the same dept.

Ref:- (1) Resolution No MCG/1008/DPC/J dated 25-08-2003

(2) Report of Depar,tmental Promotion Committee of G.M.C of date 25-9-2011

(3) Sanction of Dept. of Health & Family Welfare Govt. of Gujarat date 18-10-2011

Dear Sir,

Under the provisions of resolution mention in Ref-1 above, and looking to your medical

qualification and requisite experience as per Medical Counsil of India, New Delhi,

Department promotion committee has recommended your application for the

departmental promotion as a “Associate Professor” in the department of Microbiology of

G.M.C in the pay band of 15600-39100 with and pay of Rs. 6600 with other allowances.

Due Sanction of Dept. of H.& F.W. of Gujarat state has been obtained. Hence you are

requested to resume on duty on the post of Assistant Professor within (7) seven days

without fail. Failing which your appointment will be liable to cancelled.

Thanking you,

(J.J.Patel)

Officer on Spt. Duty

Government Medical


11

Business Letter

Letter:-2

Neema Soap Factory

J.J.Complex,

CalCutta.

10th October, 2011

SUB: Appraisal Letter

Dear Rubin Jadeja

In recognition of your contribution, it is our pleasure to inform you that you have been

promoted to Senior Supervisor with effect from 1st November, 2011. In accordance, we

hereby revise your Compensation Package as Rs. 30,000.

A detailed break up of your remuneration is attached for the year 2011-2012.

We extend our warm congratulations to you and wish you all the best for a rewarding

career with the organization.

Nikhil Patel

Human Resource Manager

For Neema Soap Factory.


11

Business Letter

Letter:-3

12th Oct, 2011

From:

John Vernes

15 Verona star

3669 London, UK

London, UK

To:

Kevin Beller

14 Berins star

3665 London, UK

Subject: Promotion to employee

Dear Mr. Beller,

I am writing this letter in order to offer you promotion within our company. I have been

monitoring your performance as a sales executive within our clothing shop during the last

two years. I have to say you are doing a great work and I like your attitude to the

customers and the ability of handling the difficult matters. Therefore, I would like to offer

the position of sales Manager. IN case you accept my offer, you will be able to start your

work in this position from 20.06.10. The consequent rise in a salary will be 500 pounds.

I would like to discuss with you this matter. Please, inform me whether it is possible to

you to meet on 15.12.2011 at two o’clock in my office.

I was considering different employees but have chosen you as the one who really fits to this position.

Hope you will accept my offer.

Thank you for all your dedication and a great job. Looking forward to hearing from you.

Sincerely,

John Vernes


11

Business Letter

Letter:-4

26th Oct. 2011

From:

Luis T. McMahon,

Human Resource Manager, Novo Marketing Inc.

Chicago, Illinois,

(478) 589-6987,

Date: July 23, 2009.

To:

Arnold F. Wake,Sales Staff, Novo Marketing Inc.Chicago, Illinois,

Subject: Job Promotion

Dear Mr. Wake,

I would like to formally announce that you are promoted as senior accounts manager for

the whole region effective Sept. 4, 2010. The management had come up with this decision

after thoroughly reviewing your records and qualifications. We have decided to grant you

this promotion because we know that you can handle the responsibilities that this job

entails.

Please report to my office as soon as you receive this letter. I need to discuss to you the

details about this promotion and of course we would like to know if you are interested in

getting the job or not. Should you wish to see me at a certain time, please contact my

secretary and have an appointment so that I will be reminded from time to time. Once

again, congratulations and I am looking forward to seeing you in your new desk. Thank

you and good luck to your new position.

Sincerely Yours,

Luis T. McMahon


11

Business Letter

Letter 5:-

1st Oct.2011

From:

Mr. F Smith

B.N Fuels Ltd

CA23 5RF

To:

Mr. George Davidson

26 Abbey View

CA27 0ER

Subject: Employee Promotion

Dear Mr. Davidson,

I am writing to you on behalf of B.N Fuels to give you the good news that you have been

selected for the promotion to Sales manager for which you applied. As a faithful

employee of our company for more than ten years, we found more sense in promoting

you as opposed to taking on an outsider.

Your extensive knowledge of the company will help you train new staff who will now be

taken on to fill the sales team, and I am confident that your excellent leadership skills will

shine through.

I trust your performance will maintain its optimum standard in your new position, and I

will inform you in writing in due course of your new salary. For any doubt or concern,

please do not hesitate to contact me personally,

Wishing you all the best in your new position,

Yours faithfully,

Mr. F Smith


11

Business Letter

From employee:

If any employee gets the promotion in any organization, there will be the responsibility of

reply to their Manager.

Letter:-1

15th August, 2011

The Managing Director,

Protext Software Solutions,

Banjara Hills,

Hydrabad.

Respected Sir,

I am immensely elated on hearing the news of my promotion from the position of team

leader to the position of Company’s Human Resource Manager. First of all, I would like to

thank you, for believing in me and entrusting this prestigious responsibility upon me to

execute. This promotion has given me a lot of motivation to keep on climbing the ladder of

the organization.

In pursuit of fulfilling my responsibilities, I wish to make some amendments to the existing

practices of the company with your permission. I would like to conduct motivation and

personality development classes to the employees. I also wish to introduce some advanced

modules so as to ensure the maximum growth and development of the organization. And I

promise to fulfill my new responsibilities with utmost dedication and devotion.

I once again thank you for placing your trust in me.

Yours sincerely,

Vikram,

Manager-Human Resources,

Protext Software Solutions.


11

Business Letter

Letter:-2

15th Nov. 2011

To:

James Brekler

369 Berdrsstr

33995 London, UK

Subject: Promotion of job

Dear Mr. Brekler,

I have been working within your company during 3 years as a sales assistant. I want to

thank you for giving me this opportunity to work at your clothes store. During these 3

years I gained a lot of knowledge and experience not only about the products of the

company but also the clients’ preferences.

I am writing this letter in order to express my request for the promotion within your

company to the position of sales manager. I strongly believe that my experience and

qualifications are enough to be promoted and use my potential. After 3 years of working

within the company I know also disadvantages and weak places that can be fixed through

effective sales management. I have some ideas regarding this matter. Kindly ask you to

consider me as a candidate for the promotion.

Looking forward to hearing from you soon.

Thanking in advance,

Sincerely

Lara Ballow

336 New Verdersstr

33965 London, UK


11

Business Letter

Letter:-3

1st Nov. 2011

From: Mariah Smith

Junior Account Executive

DSH Corporation

To: Sherwin Brooks

VP, Human Resource

DSH Corporation

Subject: Request Letter for Job Promotion

To whom it may concern:

I have been working in the company for almost a decade now. I had started as a simple

accounting clerk and I had been on the same position for four years. Fortunately, with my

excellent performance in accounting department, I was then promoted to junior account

executive after four years. I have been handling the same position for six years now and I

believe that I deserve a higher position in the company.

This letter is to formally request for promotion to senior account executive as our senior

account executive will be retiring in a couple of months from now. If you have any

doubts then you can recheck my employment records for the last ten years for your future

information and references about my performance. I hope to hear some good news from

your office and that you will consider my request for promotion. Thank you very much.

Sincerely yours,

Mariah Smith


11

Business Letter

Letter:-4

13th Nov.2011

From:

Mr. Edward Devine

23 Wood vale lanes

Carlisle

CA128TY

To:

Mr. H Redding

Carlisle plastics plc

Industrial block 13

CA01 3ED

Subject: Thank You for Promotion

Dear Mr. Redding,

I am writing this letter to you to express my gratitude for my recent promotion, you

have made me very happy. I have always been proud to work for your company and

have always only heard good things about its’ reputation.

I applied for the promotion to Senior Sales assistant, feeling the opening to be suited to

me after having worked for more than five years in the sales department of your

company. I am honored that you chose me for this opening and I assure you I will

always remain a faithful worker to your work force.

Once again I thank you for having made this possibility to climb the career ladder a

reality for me. I am most honored to work for you and hope to continue to work for

your company for many years to come.

Yours faithfully

Mr E Devine


11

Business Letter

Letter:-5

25th October, 2011

Miss. Khushi Gupta,


Mundra Silk & Ltd.

Subject: Thank you for Promotion

Dear Madam,

I am writing this letter thank you for promoting me as a Sales Manager from Assistant

Sales Manager.

I am thankful to you for identifying my skills and ability better for the post of Sales

Manager and giving me an opportunity to perform as a Sales Manager. I assure you that

I will perform my best for the post and organization. I will never give you a chance for

complaint.

Thanking you.

Yours sincerely,

Lavanya Sharma


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Business Letter

BIBLIOGRAPHY

Websites:-

Source: 1. http://www.citehr.com/68594-format-transfer-letter-termination-letter-quo.html

2.http://www.citehr.com/30148-promotion-letter-format.html

Book :-

Effective Business communication( Seventh Editon) : - Herta A Murphy

Herbert W Hildebrandt

Jane P Thomas


http://www.citehr.com/30148-promotion-letter-format.html

http://www.citehr.com/68594-format-transfer-letter-termination-letter-quo.html

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Business Letter


Documents

Transfer & Promotion letters