Employee Transfer Letter Malaysia: Sample for Department, Role & Branch Transfer

An employee transfer letter is a formal letter used by an employer to inform an employee about a change in their department, position, team, branch or workplace.

For example, a company may transfer an employee from the Finance Department to Human Resources, move an employee to another branch, or assign the employee to a different position while the employee remains with the same company.

This guide explains what an employee transfer letter should include, when HR should use one, and provides a free employee transfer letter sample Malaysia that employers can adapt.

Note: This guide focuses on internal transfers where the employee remains employed by the same company. Moving an employee from one company to another is a separate employment arrangement.

What Is an Employee Transfer Letter?

An employee transfer letter is a written notice from an employer confirming that an employee will move to another role, department, team, branch or place of work within the same company.

A transfer letter can help clearly record:

Current position and department
New position or department
New reporting manager
New workplace or branch
Effective transfer date
New duties and responsibilities
Salary and allowance changes, if any
Other relevant employment terms

A written record also helps HR, payroll, managers and employees work from the same information.

What Types of Employee Transfers Can HR Use a Transfer Letter For?

An employee transfer does not always mean moving to another department. There are several types of internal transfers.

Transfer to Another Department

This happens when an employee moves from one department to another while staying with the same employer.

Example:

Finance Executive
Finance Department
↓
HR Executive
Human Resources Department

The employee remains with the same company, but their department, manager or duties may change.

Transfer to Another Role

An employee may be moved to a different position within the company.

Example:

Customer Service Executive
↓
Sales Executive

A role transfer is not automatically a promotion. The new role may be at the same level or involve different responsibilities.

Transfer to Another Branch

A company may transfer an employee from one branch or office to another.

Example:

Kuala Lumpur Branch
↓
Shah Alam Branch

The transfer letter should clearly state the new workplace and the date the employee is expected to report there.

Transfer to Another Workplace

A company may ask an employee to work at another location operated by the same employer.

This can be more significant than a simple department change, especially when the new location affects the employee's daily commute or other employment arrangements.

HR should check the employee's employment contract and applicable company policies before making this type of transfer.

Is an Internal Transfer the Same as Moving to Another Company?

No.

This is an important distinction for HR.

Internal Employee Transfer

The employee stays with the same employer.

Example:

ABC Sdn Bhd
Marketing Executive
↓
Recruitment Executive
ABC Sdn Bhd

The employer remains the same.

Moving to Another Company

The employee moves from one employer to another.

Example:

ABC Sdn Bhd
↓
XYZ Sdn Bhd

This is not simply an internal department or workplace transfer.

Depending on the circumstances, the move may require a new employment arrangement and different documentation.

For foreign workers, JTKSM separately provides procedures for applications involving a change of employer.

Is an Employee Transfer Letter Required in Malaysia?

There is no single standard transfer-letter format that applies to every internal employee transfer.

However, a written transfer letter is useful HR practice because it creates a clear record of the change.

HR should review the employee's employment contract, especially when the transfer involves:

A different workplace
A major change in duties
A salary change
A change in allowances
A change in working hours
A substantially different role

For employment matters in Peninsular Malaysia and Labuan, the Employment Act 1955 contains provisions relating to transfer to another place of employment in certain termination situations.

Employers should therefore consider the employee's contract and the actual circumstances before making a workplace transfer.

Sabah and Sarawak have separate labour laws, so employers operating there should check the applicable state legislation.

Does an Employee Need to Agree to a Transfer?

It depends on the employment contract and the circumstances of the transfer.

HR should check whether the employment contract contains provisions covering:

Transfer to another department
Transfer to another role
Transfer to another branch
Transfer to another workplace
Mobility between company locations

A transfer that is already covered by the employment terms may be different from a transfer that introduces a major change to the employee's contractual arrangements.

Where the proposed change is significant or the employee objects to the transfer, employers should consider getting appropriate HR or legal advice.

What Should Be Included in an Employee Transfer Letter?

A good transfer letter should clearly explain what is changing and what is staying the same.

Employee Information

Include:

Employee name
Employee ID, if applicable
Current position
Current department

Transfer Information

State:

New position
New department
New reporting manager
New workplace or branch
Effective date

New Responsibilities

Give the employee a short explanation of their new duties.

For a major change in responsibilities, HR should review the existing employment contract before confirming the change.

Salary and Allowances

Clearly state whether the employee's:

Basic salary
Allowances
Commission
Benefits

Will remain unchanged or be revised.

This is especially important for payroll records.

Working Hours

Include the applicable working hours when they differ from the employee's current arrangement.

Reporting Manager

Tell the employee who they will report to after the transfer.

Effective Date

Always include a specific date.

For example:

Your transfer will take effect from 1 October 2026.

This helps HR, payroll, managers and the employee use the same effective date.

Free Employee Transfer Letter Sample Malaysia

HR can adapt the following sample for a department, role, branch or workplace transfer.

[Company Name]
[Company Address]
[Date]

To: [Employee Name]
Employee ID: [Employee ID]
Current Position: [Current Position]
Current Department: [Current Department]

Subject: Employee Transfer to [New Department / Role]

Dear [Employee Name],

We are writing to inform you that you will be transferred from your current position as [Current Position] in the [Current Department] to the position of [New Position] in the [New Department].

Your transfer will take effect from [Effective Date].

Following this transfer, you will report to [Manager's Name / Position] and your main responsibilities will include:

[Responsibility 1]
[Responsibility 2]
[Responsibility 3]

Your new workplace will be [New Workplace / Branch], where applicable.

Your basic salary will [remain unchanged / be revised to RM X per month].

Your applicable allowances and benefits will [remain unchanged / be revised as follows: ...].

You are required to complete the necessary handover of your current duties before the transfer takes effect.

Please sign and return a copy of this letter to confirm that you have received the transfer details.

We appreciate your cooperation and continued contribution to [Company Name].

Yours sincerely,

[Name]
[Job Title]
[Company Name]

Employee Acknowledgement

I acknowledge receipt of this employee transfer letter and confirm that I have received the information stated above.

Employee Name: ____________________
Signature: ____________________
Date: ____________________

Employee Transfer Letter Sample for a Department Change

For a simple department transfer, HR can use wording such as:

You will be transferred from the Sales Department to the Marketing Department, effective 1 October 2026. Your new position will be Marketing Executive, and you will report to the Marketing Manager.

This clearly identifies the current department, new department, role and effective date.

Employee Transfer Letter Sample for a Branch Transfer

For a branch transfer, HR should clearly identify the employee's new location.

You will be transferred from our Kuala Lumpur branch to our Shah Alam branch, effective 1 October 2026. You will continue to serve as Sales Executive and will report to the Branch Manager at the new location.

Where the workplace changes, HR should review the relevant employment terms before issuing the letter.

Employee Transfer Letter Sample for a Role Change

For a role change, HR can use wording such as:

Effective 1 October 2026, you will be transferred from the position of Customer Service Executive to Sales Executive. Your reporting manager will be the Sales Manager.

HR should also state any changes to salary, commission, allowances or other employment terms.

Can Salary Change After an Employee Transfer?

It may, depending on the circumstances and the terms of the employment arrangement.

No Salary Change

Your basic salary will remain at RM4,000 per month.

Salary Increase

Your basic salary will be revised from RM4,000 to RM4,300 per month effective 1 October 2026.

Allowance Change

An employee transferred to another location or role may have different applicable allowances.

Any change should be clearly documented so that the employee and payroll team understand the new arrangement.

Can an Employee's Job Scope Change After a Transfer?

Yes, an internal transfer can involve different responsibilities.

However, HR should consider how significant the change is.

A change such as:

Recruitment Executive → Senior Recruitment Executive

may involve increased responsibility.

A change such as:

Accounts Executive → Warehouse Supervisor

is a much bigger change in job function.

HR should therefore review the employee's employment contract and company policies before making substantial changes to the employee's duties or employment terms.

Can an Employer Transfer an Employee to Another Branch?

A branch transfer may be possible, but HR should not assume that every employee can automatically be moved to any location.

The employment contract is important, particularly where the contract includes a transfer or mobility provision.

The employer should also consider whether the new workplace creates a substantial change to the employee's employment arrangements.

The Employment Act 1955 contains provisions concerning an employee's refusal to accept a transfer to another place of employment in certain termination situations. HR should therefore consider the contract and actual circumstances rather than treating every branch transfer in the same way.

Can an Employer Transfer an Employee to Another Department?

An employer may transfer an employee to another department, subject to the employee's contractual terms and the circumstances of the change.

For example:

HR Executive → Talent Acquisition Executive

May be an internal role change within the same company.

The situation may be different where the new role substantially changes the employee's responsibilities or other employment terms.

HR should document the change clearly instead of relying only on a verbal instruction.

When Should HR Get Legal Advice?

HR should consider getting professional advice where a proposed transfer involves a major change, particularly when:

The employee's salary may be reduced
The employee's job scope changes substantially
The employee's workplace changes significantly
The employee objects to the transfer
The employment contract does not clearly address transfers
The transfer may lead to disciplinary or termination action
The case involves a foreign worker or change of employer

For employment disputes, documents such as an employment contract and payslip may be relevant supporting documents when a complaint is made to JTKSM.

Employee Transfer vs Promotion

A transfer and a promotion are not necessarily the same.

Employee Transfer	Promotion
Employee moves to another department, role or workplace	Employee moves to a higher position
May happen at the same level	Usually involves increased seniority
Salary may stay the same	Often involves a salary revision
May involve a different manager	Usually involves greater responsibility

An internal transfer should not automatically be described as a promotion unless the employee is actually being promoted.

Employee Transfer vs Moving to Another Company

Internal Transfer	Move to Another Company
Same employer	Different employer
May involve department or role change	Usually involves a new employment arrangement
Transfer letter may document the change	May require new employment documentation
Employee remains with the same company	Employee changes employer

For foreign workers, a change of employer is subject to separate JTKSM procedures.

FAQs

What is an employee transfer letter in Malaysia?

It is a formal letter used to inform an employee about an internal transfer to another department, role, branch or workplace.

Can an employee transfer to another department?

Yes, an employee can be transferred to another department, subject to the employment contract and circumstances of the transfer.

Can an employee refuse a transfer?

It depends on the employment contract and the circumstances of the proposed transfer.

Can I use a transfer letter to move an employee to another company?

No. Moving to another company is generally a different employment arrangement from an internal transfer.

Should a transfer letter mention salary?

Yes. HR should state whether the employee's salary, allowances or benefits will remain the same or change.\

Need to Hire for the Vacant Position?

An internal transfer may leave another position open in the team. When your company needs to replace an employee or hire for a new role, AJobThing helps employers post jobs and reach candidates in Malaysia.

Post a Job with AJobThing and start your next hiring process.