Transfer Refusal Letter Sample With Writing Tips [Template]

Transfer Refusal Letter Sample – This article will show you how to write a transfer refusal letter, which you can use in any relevant situation. This type of letter is widely used in business organizations if someone doesn’t want to accept the job transfer. In general, this letter is a good way to let the employer know your reason.

Promotion is a great deal, but what if you don’t want to accept the offer for whatever reason? The best way is to write in a formal way of refusing an offer. To respond to that issue, this sample transfer refusal letter will help you.

Moreover, you don’t need to spend time and effort on a request letter. All you need to do is to follow our transfer refusal letter examples or samples. We have the tips, a step-by-step guide. Not only that, there’s more. For your reference, we also have a sample refusal letter to applicant.

transfer refusal letter sample
Transfer refusal letter sample

What is a Transfer Refusal Letter?

A transfer refusal letter, also called a denial letter, is a formal letter, which means an employee writes this letter to his employer to decline a transfer request politely. It could also be written by an employer to decline a request made by the employee.

Also, it is widely used to explain your problem or situation in a formal way on turning down a job transfer, request or promotion. And, requesting to stay in your current position or job.

Why do we use Transfer Refusal Letters?

We use this refusal letter when refusing the transfer to a particular job presented by the company. And, it should be in the correct format.

Additionally, it is a formal way to inform the employer or any business organization that you cannot accept the offer.

Tips in writing a Transfer Refusal letter

  • Write immediately or be punctual.
    – When writing a refusal letter, write immediately or be punctual. You should formally inform the company or the employee as soon as you decide to decline the offer.
  • Show appreciation and apology.
    – Show appreciation and an apology for declining the job or request. It means not only not making the employer or employee feel bad, but also acting in a polite and thoughtful way.
  • Choose your words carefully.
    – Provide a positive and worthwhile reason for writing the letter. You should also avoid including any negative feedback or reasons.
  • Get to the point or be brief.
    – Deliver the message or subject line of refusal at the beginning of your statement rather than placing it down. Show professionalism by stating the concern clearly with regard to the issue. Avoid saying inappropriate words like “negative observations.”
  • Close the letter courteously.
    – Leave a gentle note and mark it as a professional courtesy.
  • Proofread your letter.
    – It is important that we proofread what we write and make sure it is thorough before sending it.

How to write a Transfer Refusal Letter?

Time needed: 3 minutes.

Here is the step-by-step guide on how to write a transfer refusal letter.

  1. Write the Date

    The first step to write a letter of transfer refusal, is to write the date at the top left corner of the letter.

    Date - Transfer Refusal Letter

  2. Write the sender’s information

    The next step is to write the name and address at the top left corner of the letter.  Always leave 1 line of space blank before writing the next part of the letter.

    Sender's Information - Transfer Refusal Letter

  3. Write the receiver’s information

    The third step is to write the receiver’s information.

    Receiver's Information - sample transfer refusal letter

  4. Write the salutation

    The fourth step is to write the salutation. Writing the salutation, you may start with “Dear” (e.g. Dear Mr./Mrs.), but if you want to be more formal use the word “To“. It is more polite to write the full name of the person to whom the letter is addressed.salutation - letter of transfer refusal

  5. Write the body

    The fifth step is to write the body of the letter. Your letter should be polite and use the right words so that the person reading it can easily understand it.body - transfer refusal letter examples

  6. Write the Closing salutation with your signature

    Lastly, write the closing part of the letter. For closing words, you can use SincerelyBest regards, etc. Then signature over the printed name of the sender’s name.
    closing salutation -examples of transfer refusal letter

Feel free to download the refusal to pay letter example here.

Sample Letter of Transfer Request Rejection

After the steps and the transfer refusal letter examples, I will give you a sample rejection letter to decline an employee request.

Dear {Employee Name},

After much consideration, I must decline your request to transfer to {New City}. I understand that your situation requires {amenity/location/promotion/etc.}, but we are unable to make the situation tenable for both parties.

Please let me know if there are alternatives you would consider. We do currently have openings at {Alternate City 1} and {Alternate City 2}. If you are committed to moving to {New City}, I am happy to provide you with a reference and speak with you about your transition further at {time}.



Sample Letter of Refusal To Decline Salary Increase Request

Also, here is the sample letter to decline salary increase request.


Dear Mr. or Ms. (insert employee’s last name):

I received your request for a raise from your base salary of (insert salary). You have been with the company for some time now, and we sincerely appreciate your efforts as (insert job title) in (insert company name). However, I regret to inform you that your request for a salary increase has been denied. The company is currently experiencing financial difficulties, and I am unable to increase your monthly salary without raising the salaries of the other employees.

We appreciate your hard work here. Thank you.



More Useful Refusal Letters

Leave a Comment