Is This Department and Designation Change Letter Format Correct? Seeking Feedback

Date: 17/08/2022

To,
ABC
House No. 01, Sidheshwar Nagar
Belgaum,
Karnataka 590016
India

Subject: Change in Department & Designation
Ref: Appointment letter dated 04-01-2016

Dear ABC,

This is in reference to the letter regarding the change in department, designation, and reporting dated 17-08-2022 that was issued to you.

The date for the following changes has been revised and is effective from 17th August 2022.

1. You are being transferred from the Production Department to the Quality Control Department.
2. You will now report to Mr. ABCD, Assistant Manager - Quality Control.
3. Your new designation is Quality Engineer.

Regards,
XYZ

Hi, This is with further reference to the letter regarding the change in department, designation, and reporting dated 17-08-2022 that was issued to you. Please note that the revised effective date of the following changes is from 1st August 2022. Kindly acknowledge the receipt of this communication by signing the copy of this letter as a token of your acceptance.

Dear Swati,

I have a few observations. These are as follows:

a) Instead of writing the employee's home address, you may just write the employee's number. That is sufficient.

b) There is no need to reference the appointment letter. If you issued a letter on 17th Aug 2022, then refer to that letter.

c) By the way, why do you wish to issue a backdated letter? Two days later, we will have 17th Sep 2022, but you wanted to send the letter dated 17th Aug 2022. Why?

d) A line may be added stating, "Notwithstanding the change of department and designation, the terms and conditions of your employment remain the same."

For Mr. VM Lakshminarayan: You have suggested the last sentence as "Please acknowledge receipt of this communication by signing the copy of this letter, as a token of your acceptance." It may be revised as "Please acknowledge receipt of this letter by signing on the duplicate copy." Acceptance of the official communication should be in total and not as a "token."

Thanks,

Dinesh Divekar

My officer has been transferred to another department. How do I draft a letter from the HR department to the CMD-3 department?

Hi, The question is not very clear. I hope you are referring to an internal transfer within the organization from one department to another department?

Just refer to the below. You may edit as per your requirement.

Please acknowledge receipt of this letter by signing the duplicate copy.

Dear _________,

Due to the exigencies of business requirements, you are hereby being transferred to ______Dept with effect from ______.

You will report to _______.

Subsequent to this transfer, your designation stands revised to _______.

All other terms and conditions of your initial appointment order dated ______ not covered in this letter remain unchanged.

Please acknowledge receipt of this letter by signing the duplicate copy of this letter.