Mutual transfer is a popular option for Indian Railways employees who wish to relocate without waiting for a regular transfer. However, the process involves strict rules, approvals, and documentation. In this detailed guide, we will answer all possible questions related to mutual transfers in Indian Railways, referencing official policies where applicable.
1. What is Mutual Transfer in Indian Railways?
A mutual transfer allows two railway employees of the same cadre, grade, and department to swap their posts voluntarily. This is governed by Rule 12.18 of the Indian Railway Establishment Code (IREC), Volume I.
2. Eligibility & Conditions for Mutual Transfer
Who is eligible for mutual transfer?
- Both employees must belong to the same cadre, pay level, and department (e.g., two JE/Traffic or two SSE/Engineering).
- They must have completed probation (if applicable).
- No disciplinary proceedings should be pending against either employee.
✅ Can employees from different zones apply for mutual transfer?
Yes, but both employees must be from the same railway zone or division unless special permission is granted.
✅ Can employees from different departments swap?
No. Mutual transfer is only allowed within the same department (e.g., two clerks in Accounts cannot swap with clerks in Traffic).
✅ Is mutual transfer possible between different cadres (e.g., JE & SSE)?
No. Both employees must be in the same grade and designation.
✅ What if one employee is under probation?
Employees under probation cannot apply for mutual transfer until they are confirmed.
✅ Can employees with different pay levels apply?
No. Both must be in the same pay matrix level (e.g., Level-6, Level-7).
3. Process & Documentation for Mutual Transfer
✅ Step-by-Step Process
- Find a Matching Employee: Locate someone in the same cadre, grade, and department willing to swap.
- Submit Application: Both employees must submit a joint application in the prescribed format.
- NOC from Both Divisions: Obtain No Objection Certificates (NOC) from respective DRMs.
- Approval from Higher Authorities: Final approval depends on CPO (Chief Personnel Officer) or GM (General Manager).
- Relieving Orders: Once approved, both employees receive transfer orders.
✅ Required Documents
- Joint application (signed by both employees)
- NOC from current divisions
- Bio-data of both employees
- Service records
4. Role of Administration & Approvals
✅ Who Approves Mutual Transfer Requests?
- Divisional Railway Manager (DRM) – Initial approval
- Chief Personnel Officer (CPO) – Final clearance
- General Manager (GM) – In some cases
✅ Can Railway Administration Reject Mutual Transfer?
Yes, if:
- One employee has pending disciplinary issues.
- There is a shortage of staff in either division.
- Seniority or service rules are violated.
✅ What if One Employee Gets Approval & the Other Doesn’t?
The transfer will not proceed unless both are approved.
✅ Does Seniority Affect Approval?
Yes, seniority must be maintained as per service rules.
5. Common Challenges & Risks
✅ Why Are Mutual Transfers Rejected?
- Mismatch in cadre/grade
- Pending disciplinary cases
- Administrative constraints (staff shortage)
✅ Can a Mutual Transfer Be Reversed After Approval?
Only in exceptional cases with approval from higher authorities.
✅ What if One Employee Backs Out After Approval?
The transfer is cancelled, and disciplinary action may be taken.
✅ Are There Financial Implications?
No extra transfer allowance is given since it’s a voluntary swap.
6. After the Transfer
✅ Will Seniority Be Affected?
No, seniority remains as per original joining date.
✅ What About Housing & Benefits?
- Railway quarters must be vacated if allotted.
- Medical and other benefits transfer to the new location.
✅ Can an Employee Apply for Another Transfer Later?
Yes, but standard transfer rules apply.
Final Thoughts
Mutual transfer is a great option for railway employees who want a quicker relocation. However, strict rules apply, and approvals depend on administrative feasibility. Always refer to the latest Railway Board circulars before applying.
Pro Tip: Check with your Personnel Department for the latest mutual transfer policy updates.
Quick FAQs Table: Mutual Transfer in Railways
| Question | Short Answer | Relevant Rule/Circular |
|---|---|---|
| Is mutual transfer allowed? | Yes, for same cadre/grade employees | Rule 12.18, IREC Vol-I |
| Can different department employees swap? | No, must be same department | Railway Board Circular |
| Is probation period counted? | No, must complete probation first | Establishment Code |
| Who approves the transfer? | DRM → CPO → GM (in some cases) | RBE No. 125/2008 |
| Can transfer be canceled after approval? | Only in exceptional cases | Administration discretion |
Sample Mutual Transfer Application Format
To,
The Divisional Railway Manager,
[Your Division Name]
Subject: Request for Mutual Transfer
Respected Sir/Madam,
We, the undersigned employees of Indian Railways, request for mutual transfer as per following details:
Employee 1:
- Name:
- Designation:
- Employee No:
- Current Posting:
- Proposed Posting:
Employee 2:
- Name:
- Designation:
- Employee No:
- Current Posting:
- Proposed Posting:
We declare that:
- We belong to the same cadre and pay level
- No disciplinary proceedings are pending
- We agree to bear all transfer expenses
Attachments:
- Bio-data of both employees
- Service records
- NOC from current departments
We request your kind approval for this mutual transfer.
Signature of Employee 1
Signature of Employee 2
Date:
Place:
Detailed FAQs Section
1. General Process FAQs
Q: How long does mutual transfer take?
A: Typically 3-6 months depending on:
- Verification time
- Workload in personnel department
- Clearances required
Q: Can we apply online?
A: Currently no online portal – must submit physical application through proper channel
2. Special Cases FAQs
Q: What if one employee is in reserved category?
A: Mutual transfer is permitted but the reserved seat remains with the original post (not the employee)
Q: Can workshop and division employees swap?
A: Only if both are under same administrative control (needs special permission)
3. Post-Transfer FAQs
Q: What about school transfer for children?
A: Kendriya Vidyalaya admissions follow their own rules – mutual transfer doesn’t guarantee seat transfer
Q: How are quarters allotted after transfer?
A: You enter the waiting list at new location – no special priority
Common Mistakes to Avoid
- Assuming all grades are equal
- Example: Level 6 in 6th CPC ≠ Level 6 in 7th CPC
- Must match exact pay matrix level
- Not checking service bond obligations
- Some technical staff have mandatory service periods
- Overlooking medical restrictions
- Certain posts have medical standards that must be maintained
Pro Tips from Railway Employees
Network actively – Join railway employee WhatsApp/Telegram groups to find swap partners
Follow up weekly – Personnel departments are overloaded, polite follow-ups help
Get everything in writing – Verbal approvals mean nothing in railways
Check recent transfers – Some divisions have unofficial “swap lists” you can access
Who to Contact for Help?
| Issue | Contact |
|---|---|
| Application status | Your office’s personnel branch |
| Rule clarification | Divisional HR office |
| Finding swap partners | Railway Employee Unions |
Alternative Options if Mutual Transfer Fails
- Wait for general transfer cycle (usually every 3-5 years)
- Apply for compassionate grounds transfer (if eligible)
- Look for deputation opportunities
- Request for posting near hometown (special schemes exist)
Final Checklist Before Applying
Verify exact pay level match
Confirm no pending disciplinary action
Get NOC from current department
Check minimum tenure requirements
Ensure both families agree to relocation
