Free form template · Word

Internal Transfer Application

An internal transfer application is a form an employee submits to request a move to another location, branch or department while staying with the same employer. It captures the reason, the preferred posting and the approvals of the releasing and receiving managers.

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[Company Logo][Company Name]

INTERNAL TRANSFER APPLICATION FORM

Company:: [Company Name]
Application No.:: [Reference Number]
Date:: [Date]

1. Employee Details

Employee Name
Employee ID
Designation
Grade / Band
Department
Current Work Location
Reporting Manager
Date of Joining
Date of Joining Current Location
Mobile Number

2. Transfer Requested

Type of Transfer (Location / Department / Both)
First Preference – Location or Department
Second Preference – Location or Department
Preferred Date of Transfer
Willing to accept any role at same grade (Yes / No)

3. Reason for Transfer

Reason (Family / Medical / Spouse Posting / Career Growth / Other)
Brief Explanation
Supporting Documents Attached (if any)

4. Relocation

Relocation support requested as per policy (Yes / No)
Number of dependants relocating
Any pending loans or advances with the company

5. Releasing Manager's Remarks

Recommended (Yes / No)
Handover Plan and Replacement Requirement
Earliest Release Date
Manager Name, Signature and Date

6. Receiving Manager's Remarks

Vacancy Available (Yes / No)
Proposed Role
Manager Name, Signature and Date

7. HR Decision

Approved / Not Approved / Kept on Hold
Effective Date of Transfer
Change in Allowances (if any)
HR Name, Signature and Date

Declaration

I declare that the information given above is correct. I understand that the transfer is subject to business requirements and approval, and that until a transfer order is issued I will continue in my present role and location. If approved, I agree to complete a proper handover before being relieved.

Applicant
[Employee Name]
Date: [Date]

Received by
[HR Name]
Date: [Date]

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What this template includes

Type of transfer: location, department or both
First and second choice of posting
Reason category with supporting documents for medical or spouse cases
Willingness to accept relocation costs as per policy
Releasing manager and receiving manager sign-off
HR section for vacancy check and effective date

When to use it

An employee wants to relocate to another city for family or medical reasons
A staff member seeks a move to a different department matching their skills
A spouse has been transferred and the employee needs a posting in the same city
A branch is being scaled down and staff can opt for other locations

How to customise this template

1List your actual branches or departments as tick options
2Link the relocation clause to your transfer and relocation policy
3Add a minimum service condition if your policy has one
4Include a field for accommodation or school-admission support if you offer it

HR tips

Treat medical and spouse-posting requests with priority and confidentiality
Ask for only the documents needed to verify the reason
Give a written reply within a set time, even if the request cannot be met now
Record any change in allowances such as city compensatory allowance in the transfer order

For HR & hiring managers

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Frequently asked questions

How do I request a transfer to another branch?+

Fill in the internal transfer application with your preferred branch, reason and preferred date, get your manager's remarks and submit it to HR.

Can a company refuse a transfer request?+

Yes. A transfer depends on vacancies and business needs. A good practice is to explain the reason and keep the request on file for future openings.

Will my salary change after an internal transfer?+

Basic pay usually stays the same, but location-linked allowances such as HRA may change based on the new city. HR confirms this in the transfer letter.

All 50 increment, promotion & career →

[Company Logo][Company Name]
INTERNAL JOB APPLICATION FORM
Company:
[Company Name]
IJP Reference No.:
[Reference Number]
Date of Submission:
[Date]
Section A: Employee Details
Employee Name
Employee ID
Current Designation
Grade / Band
Department
Work Location
Reporting Manager
Date of Joining
Months in Current Role
Official Email ID
Mobile Number
Section B: Position Applied For
Position Title
Department / Function
Location
Grade of Position
Hiring Manager
Where did you see this opening (intranet / email / notice board)
Section C: Qualifications and Experience
Form · Word
Internal Job Application Form
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[Company Logo][Company Name]
APPLICATION FOR INTERNAL VACANCY
Ref. No.:
[Reference Number]
Date:
[Date]
To,
The Head – Human Resources
[Company Name]
[Company Address]
Through: [Reporting Manager], [Department]
Subject: Application for the Post of [Vacant Position] – Vacancy Notice No. [Vacancy Notice Number] dated [Date]
Dear Sir / Madam,
With reference to the above vacancy notice, I wish to apply for the post of [Vacant Position] in the [Hiring Department] at [Work Location].
Letter · Word
Internal Vacancy Application
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Position Title
Department / Function
Location
Grade of Position
Hiring Manager
Where did you see this opening (intranet / email / notice board)

[Company Logo][Company Name]

INTERNAL PROMOTION LETTER

Ref. No.:: [Reference Number]
Date:: [Date]
IJP Reference:: [IJP Number]

To,
[Employee Name]
Employee ID: [Employee ID]
[Current Designation], [Department]
[Work Location]

Subject: Selection for the Position of [New Designation] through Internal Job Posting

Dear [Employee Name],

With reference to your application against Internal Job Posting [IJP Number] and the interviews held on [Interview Date], we are pleased to inform you that you have been selected for the position of [New Designation] in the [New Department] department.

Particulars	Details
New Designation	[New Designation]
Grade / Band	[New Grade]
Department	[New Department]
Work Location	[Work Location]
Reporting Manager	[Reporting Manager]
Release from Current Role	[DD/MM/YYYY]
Joining in New Role	[DD/MM/YYYY]

Letter · Word

Internal Promotion Letter

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[Company Logo][Company Name]

SALARY INCREMENT LETTER

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]
[Work Location]

Subject: Increment in Salary

Dear [Employee Name],
Congratulations! In recognition of [Reason – e.g. your successful confirmation / completion of the Certification Name certification / your contribution to Project Name], we are happy to grant you an increment in your salary.

Particulars	Details
Current Gross Monthly Salary	₹[Amount]
Increment Amount (per month)	₹[Amount]
Increment Percentage	[Percentage]%
Revised Gross Monthly Salary	₹[Amount]
Revised Annual CTC	₹[CTC]
Effective From	[Effective Date]

The increment will be distributed across your salary components as per company policy, and a revised salary breakup is available from HR on request. Statutory contributions such as PF will be adjusted in line with the revised Basic.

Letter · Word

Salary Increment Letter

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[Company Logo][Company Name]

SALARY REVISION LETTER

Ref. No.:: [Reference Number]
Date:: [Date]

Private and Confidential
To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]

Subject: Revision of Salary

Dear [Employee Name],
We are pleased to inform you that the management has reviewed your compensation and approved a revision of your salary. Your annual Cost to Company is revised from ₹[Previous CTC] to ₹[CTC], effective [Effective Date].

Component	Previous Monthly (₹)	Revised Monthly (₹)
Basic Salary	[Amount]	[Basic Salary]
House Rent Allowance	[Amount]	[HRA]
Special Allowance	[Amount]	[Amount]
Gross Salary	[Amount]	[Amount]
Employer PF	[Amount]	[Amount]
Gratuity Provision	[Amount]	[Amount]
Monthly CTC	[Amount]	[Amount]
Annual CTC	[Previous CTC]	[CTC]

The revised salary will be reflected in your payroll for [Month YYYY]. Arrears from [Effective Date] to [Date], if any, will be paid along with the salary of [Month YYYY], subject to applicable statutory deductions.

Letter · Word

Salary Revision Letter

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[Company Logo][Company Name]
PROMOTION LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]
[Work Location]
Subject: Promotion to [New Designation]
Dear [Employee Name],
We are delighted to inform you that, in recognition of your performance and contribution, you have been promoted to the position of [New Designation] in Grade [New Grade], with effect from [DD/MM/YYYY].
Consequent to this promotion, your annual Cost to Company (CTC) has been revised to ₹[Revised CTC] (Rupees [Amount in Words] only). The component-wise breakup is given in the enclosed Annexure. Statutory deductions such as PF and professional tax will apply as per law.
Letter · Word
Promotion Letter
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[Company Logo][Company Name]
PROMOTION ANNOUNCEMENT
Subject: Congratulations to [Employee Name] on Promotion as [New Designation]
From:
[HR Name] / [Department Head]
To:
[Distribution List]
Date:
[Date]
Ref. No.:
[Reference Number]
Dear Team,
We are pleased to announce that [Employee Name], currently [Current Designation] in the [Department] team, has been promoted to [New Designation] with effect from [Effective Date].
[Employee Name] joined [Company Name] on [Date of Joining] and has consistently delivered strong results. Some notable contributions include [Achievement 1], [Achievement 2] and [Achievement 3]. This promotion recognises that commitment and the trust the leadership team places in [his/her/their] ability to take on larger responsibilities.
New Responsibilities
Email template · Word
Promotion Announcement
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[Company Logo][Company Name]

DESIGNATION CHANGE LETTER

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Employee Name]
Employee ID: [Employee ID]
[Department]
[Work Location]

Subject: Change in Designation

Dear [Employee Name],

This is to inform you that, consequent to [reason, e.g. the restructuring of the Operations function / harmonisation of job titles across locations / your move to the Customer Success team], your designation has been changed as detailed below with effect from [Effective Date].

Particulars	Existing	Revised
Designation	[Current Designation]	[New Designation]
Grade / Band	[Current Grade]	[Revised Grade]
Department	[Department]	[Revised Department]
Reporting Manager	[Current Manager]	[Reporting Manager]

Letter · Word

Designation Change Letter

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Employee Name
Employee ID
Current Designation
Grade / Band
Department
Work Location
Reporting Manager
Date of Joining
Months in Current Role
Official Email ID
Mobile Number

Internal Transfer Application

Preview of the form

1. Employee Details

2. Transfer Requested

3. Reason for Transfer

4. Relocation

5. Releasing Manager's Remarks

6. Receiving Manager's Remarks

7. HR Decision

Declaration

What this template includes

When to use it

How to customise this template

HR tips

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Frequently asked questions

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