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The Letter for Transfer of Department is a crucial administrative document used across Malaysian organizations when an employee is being moved from one department to another within the same organization. This document is essential for both private sector companies and government institutions, ensuring compliance with Malaysian employment laws and organizational policies. The letter should be issued when internal restructuring occurs, career progression is implemented, or operational needs require departmental changes. It typically includes specific details about the transfer, such as the effective date, new position, reporting structure, and any changes to employment terms. The document serves multiple purposes: it provides official notification to the employee, creates a formal record for HR purposes, and ensures transparency in the transfer process. This letter type is particularly important in the Malaysian context where formal documentation of employment changes is required for regulatory compliance and good corporate governance.

1. Letter Header: Official letterhead, date, reference number, and confidentiality marking if applicable

2. Recipient Details: Employee's full name, current position, and current department

3. Subject Line: Clear indication that this is a transfer letter (e.g., 'RE: Transfer of Department Notice')

4. Opening Paragraph: Reference to any prior discussions or decisions regarding the transfer

5. Transfer Details: Specific information about new department, position, and effective date of transfer

6. Reporting Structure: Details of new reporting relationships and immediate supervisor

7. Current Terms Continuation: Confirmation that existing employment terms and conditions remain unchanged

8. Closing Instructions: Instructions for acknowledgment and acceptance of the transfer

9. Signature Block: Authorized signatory details, including name, position, and department