Template Description

The Employee Transfer Request & Approval Form is a professionally structured 3 page MS Word template to initiate, process, and formally record internal employee transfer requests within an organization. Whether for departmental changes, inter-location movements, or lateral and vertical shifts, this template provides a comprehensive, policy-aligned format to handle transfer workflows fairly and consistently. Commonly used across industries including IT, banking, FMCG, and manufacturing, the form ensures transparent approvals, standardized documentation, and alignment with internal HR protocols.

Understanding the Transfer Request & Approval Form Template

This form serves as the foundational record of any employee-initiated or business-driven transfer, consolidating approvals from both the current and receiving managers, HR business partners, and functional heads. It ensures clarity at every stage from request initiation to final role confirmation minimizing miscommunication, compliance gaps, or unauthorized movements.

Key Features of the Template

1. Employee Information Section: Captures the current details of the employee including name, designation, location, manager, date of joining, and tenure ensuring eligibility for internal transfers per policy.
2. Transfer Request Details: Documents the type of transfer (departmental, inter-location, vertical/lateral), proposed designation/location, and the effective date. It includes a self-declaration or reasoning from the employee.
3. Reporting Manager’s Review: Allows the current manager to provide comments, support or oppose the request, and share reasons related to employee fitment, role impact, or team dependencies.
4. Receiving Department Approval: Evaluates availability of the position, role compatibility, and compensation alignment in the receiving department. Includes signature and remarks from the incoming manager.
5. HRBP Screening: Ensures all policy criteria are met including tenure, performance record, absence of disciplinary cases, and coordination of transfer formalities. HRBP records and initiates the issuance of offer amendments.
6. Final Approvals Section: Captures endorsement from both sending and receiving department heads as well as the CHRO/HR Director. Ensures top-level alignment and audit-readiness of the process.
7. Instruction & Checklist Section: Clearly outlines documentation requirements (e.g., resume, appraisal scores, handover plan) and timelines for submission, approval, and onboarding in the new role.

Conclusion

The Employee Transfer Request & Approval Form is an essential HR tool that supports structured career mobility, departmental planning, and succession workflows. It enhances inter-team transparency, strengthens internal mobility practices, and ensures role transitions are documented, compliant, and collaborative benefiting both the organization and the employee.