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# How a transfer really works, step by step
- URL: https://pitch.ghostcms.templates.codememory.com/how-a-transfer-really-works-step-by-step/
- Published: 2026-07-17T17:30:00.000Z
- Updated: 2026-07-17T17:30:00.000Z
- Description: From the gap in the squad to the scarf photo: eight steps, and the one where most deals fail.
- Author: Callum Reid
- Tags: Transfers, #Import 2026-10-02 15:58

A transfer looks simple from outside: a player leaves one club and joins another. In reality, even a small Northern League deal goes through a dozen steps, involves several people and can collapse at any of them. Here is how a typical transfer works, step by step.

![The medical: the last step where most deals fail, if they are going to.](https://pitch.ghostcms.templates.codememory.com/content/images/2026/10/deal-medical-1.jpg)

The medical: the last step where most deals fail, if they are going to.

## 1\. The need

It starts with a gap in the squad. A manager wants a left-back, a striker or a cheaper replacement for an older player. The manager and the director of football agree on the type of player and the budget.

## 2\. The search

Scouts watch matches and videos and produce a list. At this level, much of the scouting is done by part-timers who watch three games a weekend. Data helps narrow the list, but most clubs still rely on someone seeing the player in person.

## 3\. The approach

If the player is under contract, the buying club must contact the selling club first. Talking to the player directly is against the rules and can lead to a fine. If the player's contract is ending, the club can talk to the player's agent.

## 4\. The fee

The clubs negotiate a fee. Many deals include extras: a payment if the player makes twenty appearances, a share of a future sale, a payment if the club is promoted. These extras help a small club pay less up front.

## 5\. Personal terms

Once the clubs agree, the player negotiates his own contract: wages, length, bonuses, sometimes housing. At this level, many players also have part-time jobs, and contracts must fit around them.

![Deadline day: most deals are finished on the phone, late at night.](https://pitch.ghostcms.templates.codememory.com/content/images/2026/10/deal-phone-1.jpg)

Deadline day: most deals are finished on the phone, late at night.

## 6\. The medical

The player has a medical check: heart, joints, previous injuries. Deals fail here more often than people think. A knee that looks fine on the pitch can look very different on a scan.

## 7\. Registration

The club registers the player with the league before the deadline. Paperwork matters: a deal agreed at 11:58 p.m. on deadline day can fail because a form arrives at midnight.

> Ninety percent of transfers are boring. The other ten percent are boring until about 11 p.m. on deadline day.  
>  
> **Callum Reid**

## 8\. The announcement

Finally, the photograph with the scarf, the video for social media and the first interview. By then, the people who did the deal are already working on the next one.

## The people in the room

- **The manager** decides what kind of player the team needs.
- **The director of football** controls the budget and the negotiation.
- **The scouts** find the players and write the reports.
- **The club secretary** handles the forms and the deadlines.
- **The agent** represents the player and negotiates the contract.
- **The physio and the doctor** run the medical.

At our level, some clubs have only two or three people doing all these jobs. At one Northern League club, the secretary is also the kit man and the minibus driver.