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The common transfer file (CTF)

Get to grips with what data you should include in the common transfer file (CTF) and how you can send it. Also learn what you should do if you haven't received a new pupil's CTF data.

Last reviewed on 29 May 2025
School types: All•School phases: All•Ref: 30613
Contents
  1. What is the CTF?
  2. Deadline for transferring the CTF
  3. What data to include
  4. How to send the CTF
  5. What to do if you haven't received a new pupil's CTF 

What is the CTF?

The common transfer file (CTF) is the way schools send information about a pupil who leaves to join another school. 

Maintained schools (including maintained PRUs): you're legally required to send a CTF if a registered pupil moves to another school in the UK.

This is explained on page 5 of the technical specification for the CTF published by the DfE. 

Academies: there is no legal requirement, but the DfE's guidance states that you're 'strongly encouraged to send CTFs when a pupil leaves to attend another school'.

Deadline for transferring the CTF

You must transfer the CTF to a pupil’s new school no later than 15 school days after the date on which the pupil ceases to be registered at your school.

This is explained in clause 3 of regulation 9 of the Education (Pupil Information) (England) Regulations 2005.

You must generate CTFs from your main school MIS. This will make sure that all