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Promotion Announcement Emails (With Template and 2 Samples)

Illustration of happy woman surrounded by confetti.Text reads:

Announcing a promotion is a great way to recognize employees and their achievements. Learn about promotion announcements, what to include in a promotion announcement and how to use a promotion email template to write your next announcement.

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What is a promotion announcement?

Organizations announce promotions to recognize and honor employees who are being promoted and to inform other employees of changes within an organization. They’re generally made via email or announced in person.

Why send a promotion announcement?

Sending a promotion announcement email is a way of honoring employees for their hard work. This type of recognition sends a message that employees are appreciated and respected within your organization. Sharing a promotion announcement also gives an employer the opportunity to clearly explain why a certain employee is promoted over another, as well as any other details that may impact other employees in the company.

Promotion announcements can be considered a part of an employer’s career map for employees. The simple act of announcing and sharing promotions may inspire other employees within the company to evaluate their own career development plans.

How to create a promotion announcement email

Use these steps to write a promotion email:

1. Decide if an email is the most appropriate method

In most cases, an emailed promotion announcement is sufficient. If you have a small organization, you may wish to announce the promotion in person as well. When an employee is promoted to a C-level position, a public announcement may be in order. For example, you may wish to inform partner businesses, customers, stockholders and business organizations or media outlets.

2. Choose an appropriate subject line

An appropriate subject line for a promotion email should be simple and professional. It should clearly state the employee’s full first and last name and the position they are being promoted to. You can also precede the employee name and job title with ‘Welcoming,’ although this isn’t necessary.

3. Address the recipients of the email

Use salutations such as “Dear [Name of Your Organization] Employees” or “Dear All.”It should be clear that the email and its contents are meant for all employees.

4. Introduce the employee being promoted

Use the full name of the employee and announce the promotion. You can also include details such as how long the employee has been with the organization or in their previous role. Use positive language to indicate enthusiasm. For example, you might say that you’re “excited” or “delighted” to announce the promotion, which will encourage employees to receive it positively.

5. Describe the employee’s achievements and new responsibilities

Write a few sentences about the achievements and contributions that led to the promotion. You may wish to include specific examples that portray the employee’s performance.

Additionally, describe the employee’s new responsibilities and who they’ll report to in the new role. This can be helpful if the employee’s promotion will impact several people and will tell team members what to expect as a result of this promotion.

6. Close the email by encouraging employees to support the promoted colleague

End on a positive note by encouraging colleagues to congratulate and support the promoted employee. This will instill confidence in the promoted employee.

What to include in a promotion announcement email

The following are components you should include in a promotion announcement email:

  • Congratulations to the promoted employee
  • Accomplishments the employee has achieved thus far within the organization
  • Key factors that played a role in the promotion
  • A description of the employee’s new roles and responsibilities in the promoted position
  • Encouragement for other employees to congratulate the promoted employee

Tips for sending a promotion announcement

The following are tips for composing and sending a promotion announcement email:

  • Include the effective date of the promotion so all employees are aware of when to expect related changes.
  • Ensure that your grammar, spelling and facts are accurate.
  • Keep the promotion email as concise and relevant to the promotion as possible.
  • Start the promotion announcement email positively to convey the purpose and tone of the email.
  • Provide contact information for either yourself, the promoted employee or another related individual for questions.

Promotion email template

Use this template to guide you when you write a promotion announcement email:

[Subject line: First and last name of the promoted employee, the title of their new position]


[First paragraph: Use this paragraph to introduce the promoted employee. Include the title of their previous position and their new position title. Use a sentence or two to detail the employee’s time with the organization and your excitement regarding their promotion.]

[Second paragraph: Describe what led to the promotion, the employee’s contributions to the company and the new responsibilities the employee will gain as a result of the promotion. If the employee will report to a different manager, include that information as well.]

[Closing paragraph: Congratulate the employee and encourage others to do the same.]

[Closing phrase]

[Your name]

[Your title]

Sample promotion announcement email #1

The following is a promotion announcement sample email you can use for inspiration when creating your own:

Subject: James Meyers, Director of Marketing

Dear All,

I am excited to announce the promotion of James Meyers from Marketing Associate to Director of Marketing. James has been with Smith Design for more than six years and has contributed greatly to his role as Marketing Associate by developing new business opportunities for Smith, particularly in the Tourism and Retail segments.

James has more than 10 years of marketing experience in the print advertising industry, evidenced by his ability to consistently exceed the expectations of our customers. We have no doubt he will continue to brilliantly represent Smith and shine as our Director of Marketing.

James will oversee the marketing teams and all Smith marketing initiatives going forward. He will report to me directly.

Let us all take a moment to congratulate James on his new promotion and wish him luck in the future.


Sarah Gonsalves

President of Smith Marketing Firm

Sample promotion announcement email #2

Subject: Welcoming Jill Schmitt to VP of Sales

Hi all,

I’m excited to announce the promotion of Jill Schmitt to the Sales department as our new Vice President. Jill’s first day in her new position will be March 12th, 2021.

In the past five years, Jill has accomplished great things as Director of Sales at Smith Design. Among her many achievements, she has developed and cultivated relationships with multiple high-value clients including ABC Company and XYZ Agency. Jill will dedicate her expertise as VP of Sales to developing plans and strategies to continue to improve our annual budget, among many other tasks.

If you have any questions about Jill’s new role and how it will affect your working relationship, please don’t hesitate to contact our Director of Human Resources, Tim Rogers.

I hope you’ll join me in congratulating Jill and wishing her the best of luck in her new role!


Sarah Gonsalves

President of Smith Design

Frequently asked questions

The following are frequently asked questions about promotion announcements:

How are promotion announcements made?

How you choose to make a promotion announcement will depend on the size and type of your organization, the significance of the promotion and who you wish to inform. The most common channels of delivery for promotion announcements usually include emails, formal letters, newsletters, press releases or in-office speeches.

When should a promotion announcement be sent?

A promotion announcement should only be sent after the employee has officially accepted the new promotion and all details of the promotion have been finalized, such as salary or job responsibilities. Additionally, it’s customary to inform the promoted employee and members of management when the promotion will be made.

What format should you use when writing a promotion announcement email?

It’s customary to write a promotion announcement email in a professional format using a professional tone. If you have a company logo, consider adding this to the email. Be sure to always proofread before sending.

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