TSC Swap Letter and Approval Process
Your TSC swap letter is issued automatically once your request clears every stage of approval — there’s no separate step to request it. Between submission and letter, your request passes through your Head of Institution for a recommendation, then through the relevant Secretariat level for final sign-off. This page explains what each status on your dashboard means and when your transfer actually takes effect.
The approval chain, step by step
You submit your request
Covered in full in our step-by-step application guide.
Head of Institution reviews it
Your HOI previews the request, selects a remark, adds a comment, and submits their recommendation.
Secretariat review
The request goes to the appropriate level — SCD, CD, RD, or HQ — where an officer clicks Action, selects Remarks, chooses the approved institution, and submits.
Letter generated automatically
Once approved, transfer letters are sent out automatically via the system, with no extra request needed from you.
What each status means
| Status | What it means |
|---|---|
| Awaiting HOI Recommendation | Your Head of Institution has not yet reviewed and commented on the request |
| Approved | The request has cleared Secretariat review; a letter will be generated automatically |
| Withdrawn | The request was cancelled, either by you or administratively |
You can check your current status at any time from your dashboard after logging in — see TSC swap portal login if you need help getting in.
When the letter is issued
The transfer letter is not something you download or request manually. It’s generated and sent automatically once your request has cleared every stage of approval, from HOI recommendation through to Secretariat sign-off at the relevant level.
When the transfer takes effect
If your request has been sitting at the same status for a long time, it’s worth confirming with your HOI or Sub-County office whether it’s genuinely stuck or simply waiting for the next holiday window before it’s actioned further.
FAQ: TSC Swap Letter and Approval Process
How do I get my TSC swap letter?
Once your request is approved at the final Secretariat level, transfer letters are generated and sent automatically. You don’t need to request the letter separately.
What does Awaiting HOI Recommendation mean?
It means your Head of Institution has not yet reviewed and commented on your request. Your request moves to the Secretariat only after the HOI adds a remark and recommends it.
Who approves a TSC transfer or swap after the HOI?
After HOI recommendation, the request goes to the relevant Secretariat level, SCD, CD, RD, or HQ, depending on the type and scope of the transfer, for final approval.
When does an approved transfer actually take effect?
Approved transfers generally take effect during school holidays to minimize disruption to learning, unless the request is classified and processed as an emergency with supporting documentation.
