Transfer Application Format for Government Employees

A transfer application in Pakistan is a written request to the competent authority, asking to be transferred from one station or post to another. It is the only proper way to ask. A verbal request has no record, and a request sent to the wrong authority goes nowhere.

This guide explains the law, the grounds that work, the format, the step-by-step process, three samples for the most common situations, and what to do after your transfer is approved.

The Law: Transfer Is Not a Right#

You cannot demand a transfer to a station of your choice. Section 10 of the Civil Servants Act, 1973 says every civil servant is liable to serve anywhere within or outside Pakistan, in any equivalent or higher post under the Federal Government, a Provincial Government, a local authority, or a corporation or body set up by any such government. The only exception is a civil servant recruited specifically to serve in a particular area or region.

The Supreme Court has said the same thing. A civil servant has no vested right to claim posting and transfer to any particular place of choice, and cannot continue to hold a particular post at a particular place. Transfer and posting is at the pleasure of the authority, in the public interest, and does not qualify for interference.

But the authority must consider genuine hardship. That is where a good application matters. The Wedlock Policy, the medical priority rule and the mutual transfer route are all ways the rules let the authority grant a transfer. Your application must show which one applies to you, and prove it with documents.

Grounds for Transfer in Pakistan#

Medical grounds. The strongest ground. Medical problems are given the highest priority under the Wedlock Policy. Attach a medical certificate from a government hospital, or a medical board report for a serious case. State the illness, the treatment, and why it cannot be managed at your current station. Our medical fitness certificate guide explains which hospitals issue these certificates.

Spouse posting, or the Wedlock Policy. The Establishment Division issued the Wedlock Policy in 1998 to deal with the hardship faced by husbands and wives in government service posted at different stations. A request by a spouse should be considered, subject to availability of a post in the same BPS. Spouses posted at one station should not be disturbed without compelling reasons of public interest. The policy also covers unmarried female government servants at the place of residence of their parents or family, and married female government servants whose husbands are not in government service, are in the private sector, or are unemployed.

Mutual transfer. Two employees of the same grade and cadre, in different stations, can apply together to swap. Both must consent in writing, and both departments must agree. A mutual transfer is easier to approve because no new post is needed.

Completion of tenure. Some posts carry a fixed tenure. When your tenure ends, you can ask for a transfer to a station of your choice, subject to availability. Tenure varies by service and post, so check your own service rules.

The Format: 7 Parts#

Keep the application short and factual. State the ground once, clearly, and let the documents speak. Do not write a long personal history. Do not name other officers. Do not ask for a specific post by name if a station is enough: a request for a station is easier to grant than a request for a particular seat.

How to Apply for a Transfer in Pakistan: 5 Steps#

Step 1: Find your ground. Decide which ground applies: medical, spouse, mutual or tenure. If two apply, lead with the stronger one and mention the other.

Step 2: Collect the evidence:

• Medical grounds: a certificate from a government hospital or a medical board report.
• Spouse posting: your spouse’s posting order and your marriage certificate.
• Mutual transfer: the other employee’s written consent.
• Tenure: your posting order showing the date of joining.

Step 3: Write the application. Use the format above. Address it to the competent authority through your head of department. Attach the evidence, and list it in the application.

Step 4: Send it through the proper channel. Your application goes up through your head of department to the competent authority. Do not send it directly to a higher authority. Keep a stamped copy and the diary number.

Step 5: Follow up in writing. If there is no reply, send a reminder through the same channel, quoting the diary number and date. Do not use political pressure: it is not a ground, and it can harm your case.

Sample 1: Transfer on Medical Grounds#

To,
The [Competent Authority],
[Department],
Through: The Head of Department.

Subject: Request for transfer from [Current Station] to [Requested Station] on medical grounds

Respected Sir/Madam,

I, [Name], [Designation] (BPS-[Scale]), am posted at [Current Station] since [Date]. I am suffering from [Illness], and I am under treatment at [Hospital]. The medical certificate from [Hospital] is attached.

My treatment requires regular visits to [Hospital], which is not possible from my current station. I request you to please transfer me to [Requested Station], where a post in my grade is available, so that I can continue my treatment and perform my duties.

Thanking you,

Yours faithfully,
[Name]
[Designation, BPS]
[Contact number]
[Date]

Sample 2: Transfer Under the Wedlock Policy#

To,
The [Competent Authority],
[Department],
Through: The Head of Department.

Subject: Request for transfer from [Current Station] to [Requested Station] under the Wedlock Policy

Respected Sir/Madam,

I, [Name], [Designation] (BPS-[Scale]), am posted at [Current Station] since [Date]. My spouse, [Name], [Designation] (BPS-[Scale]), is posted at [Requested Station]. We are living apart, which is causing hardship to our family.

Under the Wedlock Policy of the Establishment Division, a request by a spouse should be considered, subject to availability of a post in the same BPS. I request you to please transfer me to [Requested Station], where a post in my grade is available. My spouse's posting order and our marriage certificate are attached.

Thanking you,

Yours faithfully,
[Name]
[Designation, BPS]
[Contact number]
[Date]

Sample 3: Mutual Transfer#

To,
The [Competent Authority],
[Department],
Through: The Head of Department.

Subject: Request for mutual transfer between [Name] and [Name]

Respected Sir/Madam,

I, [Name], [Designation] (BPS-[Scale]), am posted at [Current Station]. Mr/Ms [Name], [Designation] (BPS-[Scale]), is posted at [Requested Station]. We are both in the same grade and cadre, and we both consent to a mutual transfer.

We request you to please transfer me to [Requested Station] and Mr/Ms [Name] to [Current Station]. The written consent of Mr/Ms [Name] is attached.

Thanking you,

Yours faithfully,
[Name]
[Designation, BPS]
[Contact number]
[Date]

After Your Transfer Is Approved#

Hand over your charge. Clear your files, your government property and your dues before you leave. An incomplete handover delays your relieving.

Submit a joining report at the new station. Your joining report replies to the transfer order. Quote the office order number and date, and state whether you joined in the forenoon or the afternoon, because it affects your first month’s pay. Keep a stamped copy. Our joining letter guide explains the format.

Check your lien. If you are transferred to another service or cadre, your lien stays with your former post. A confirmed civil servant joining another service holds lien only during his probation in the new post. Our probation guide explains the lien rule.

Transfer on deputation. If your transfer is on deputation under the Wedlock Policy, the initial period is three years. After three years, the case for extension must be referred to the Establishment Division within 60 days before the period ends. For officers in BS-20 and above, the Prime Minister approves the deputation.

Mistakes to Avoid#

Applying without evidence. A transfer request without documents is a wish, not a case. Attach the certificate, the posting order or the consent letter, and list it in the application.

Using a fake medical certificate. A false medical certificate is a false document. It is misconduct under the Efficiency and Discipline Rules, and it can end your service. Get a genuine certificate from a government hospital.

Bypassing the proper channel. Sending your application directly to a higher authority, or through a political office, does not help. The competent authority decides, and it decides on the file. If you are applying for another post rather than a transfer, you need an NOC through proper channel: our NOC guide explains the rule.

Asking for a particular seat. A request for a station is easier to grant than a request for a named post. Name the station, and let the authority find the post.

Frequently Asked Questions#

How do I write a transfer request on medical grounds?

Address the application to the competent authority through your head of department. State your name, designation, BPS, current posting and date of joining. State the illness, the hospital where you are under treatment, and why treatment is not possible from your current station. Attach a medical certificate from a government hospital, or a medical board report for a serious case, and list it in the application. Medical problems are given the highest priority under the Wedlock Policy. Do not use a fake certificate: it is misconduct under the Efficiency and Discipline Rules.

Can my department refuse my transfer request?

Yes. Transfer and posting is at the pleasure of the authority, in the public interest, and a civil servant has no vested right to a posting at a particular place. But the authority must consider genuine hardship: the Wedlock Policy requires that genuine hardship faced by spouses be considered at the time of transfer, unless there are compelling reasons of public interest. The Supreme Court has set aside transfer orders where the policy was ignored. If your request is refused, ask for the reasons in writing and follow up through the proper channel.

What is the wedlock policy?

The Wedlock Policy is the Establishment Division’s policy, first issued in 1998, to deal with the hardship faced by husbands and wives in government service posted at different stations. A request by a spouse should be considered, subject to availability of a post in the same BPS. Spouses posted at one station should not be disturbed without compelling reasons of public interest. It also covers unmarried female government servants at the place of residence of their parents or family, and married female government servants whose husbands are not in government service. The Establishment Division publishes the policy at establishment.gov.pk.

Can I get a mutual transfer?

Yes, if you find another employee of the same grade and cadre in the station you want, and both of you consent in writing. Both departments must agree. A mutual transfer is easier to approve because no new post is needed: the two employees simply swap stations. Attach the other employee’s written consent to your application.

How long does a transfer take?

There is no fixed time. It depends on the availability of a post in your grade at the requested station, and on how many officers must approve it. A mutual transfer is usually faster than a fresh request, because no vacancy is needed. Apply early, keep the diary number, and follow up in writing through the proper channel.