What is a promotion announcement?

Promotion announcements recognize and honor employees who earn a promotion within your company. For example, you might send an announcement if you’re promoting an HR Generalist to the role of HR Director. You can make promotion announcements in person or via email.

When to share a promotion announcement

It’s helpful to announce promotions soon after you finalize the details, as these organizational changes can affect other employees. If you’re promoting someone to a managerial position, their direct reports need to know about the change in leadership. Timely promotion announcements also allow team members time to finish collaborative projects smoothly and offer well-wishes to their promoted colleagues.

Why send a promotion announcement?

Promotion announcement emails honor employees for their hard work. This type of recognition sends the message that you respect and appreciate your team members. Announcing promotions also helps set clear expectations around performance and career progression.

When your announcement gives a reason for the promotion, such as a significant sales increase or new skill development, team members can better understand the criteria for advancement. They can use this information to create personalized development plans or set realistic career goals.

Public acknowledgment of employee achievements can significantly boost morale and increase engagement. It also motivates employees to strive for excellence, reinforcing the connection between their work and your organization’s goals. Announcing promotions can even make it easier for team members to create their own career maps. A career map shows a clear progression from one role to the next, making it a useful tool for career development.

How promotion announcements affect employee morale

Promotion announcements play an important role in maintaining employee morale. Morale refers to how employees feel about your company, their teammates and their individual roles.

This type of recognition can:

• Boost motivation. When you recognize employees for their hard work, it sends a powerful message to your entire workforce. It tells the team that you value dedication and excellence. This can increase motivation by showing employees that you reward team members for their contributions.
• Strengthen team culture. A well-written promotion announcement can foster a positive company culture by encouraging a spirit of support and camaraderie.
• Inspire performance. When team members observe their peers receiving positive recognition, they may feel motivated to contribute to the company’s success.
• Create a sense of belonging. Making these announcements can also increase job satisfaction and help employees feel that they truly belong.

What to include in a promotion announcement email

Consider following these steps to draft a promotion announcement that celebrates the promoted employee and motivates other team members:

1. Decide if email is the most appropriate communication method

In many cases, an email announcement is sufficient. You might also want to announce the promotion during a team meeting or company event. For some positions, it’s helpful to make a public announcement. For example, if one of your employees is taking on an executive role, you might want to inform vendors, customers, investors, board members and media outlets.

2. Choose an appropriate subject line

Choose a simple, professional subject line for your email. The subject line should include the employee’s first and last name, along with their new title. Consider adding celebratory language to get employees excited. “Congratulations to Ellen Lu, our new Accounts Receivable Specialist” is simple and direct.

3. Address recipients appropriately

Begin the email with a professional greeting, such as “Dear [Company Name] Employees.” Make it clear that the email is for the entire team.

4. Introduce the employee receiving the promotion

In the body of the email, use the promoted employee’s full name and previous job title. You can also include professional details, such as measurable achievements, to make the announcement more engaging. Some promotion announcements mention how long the employee has been with the company.

Consider using 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 celebrate the news. This promotion marks the beginning of a fresh chapter for the employee, filled with new responsibilities and opportunities for growth, so it’s helpful to set a positive tone.

5. Describe the employee’s past achievements and new responsibilities

When announcing a promotion, it’s helpful to highlight the employee’s key accomplishments and summarize the contributions that led to their advancement. Recognizing the promoted employee’s achievements celebrates their success and sets a positive example for the team.

For instance, if the employee played a key role in major projects or demonstrated exceptional customer relations, be sure to mention these strengths. If the promotion is to a leadership or customer-facing position, such as Customer Service Manager, you can note how excelling in customer engagement or consistently meeting sales targets contributed to the promotion.

Additionally, describe the employee’s new responsibilities and explain who they’ll report to in the new role. This can be helpful if the promotion will impact several people. It also helps the team set realistic expectations.

6. Encourage recipients to support their promoted colleague

End the note positively by encouraging colleagues to join you in congratulating the promoted employee on their well-deserved advancement. This can instill confidence in the promoted employee and foster a positive team environment.

Internal vs. external promotion announcements

You can share internal announcements with members of the organization via email, company newsletters or team meetings. These announcements keep team members informed about changes in team structure, highlight internal promotions and reinforce the company’s commitment to employee recognition and career development.

External promotion announcements are intended for a broader audience. You can post these announcements on your company website, share them via social media or distribute them to media outlets via press releases. These announcements showcase the company’s commitment to employee growth, enhance your brand identity and keep customers, business partners and other interested parties informed about key personnel changes.

When deciding how to announce a promotion, consider the scope and impact of the new position, as well as the intended audience. Choosing the right communication channels ensures that the promotion news reaches everyone who needs to know, both inside and outside the organization.

Alternative communication channels for promotion announcements

It’s common to share promotion announcements via email, but you have several other options. Using a mix of communication channels can help increase visibility, generate excitement and ensure the promoted employee has the support of their colleagues.

Consider using these communication methods to announce employee promotions.

Team meetings

Announcing a promotion during a team meeting is an excellent way to share exciting news in a personal, interactive setting. This approach allows for immediate recognition of the promoted employee, encourages team members to offer their congratulations and provides an opportunity to address any questions about the new role or team structure.

Team meeting announcements are especially effective for smaller teams or departments, where the promotion has the most direct impact.

Newsletters

Company newsletters are an effective platform for sharing promotion announcements with a broader audience, including employees, customers and business partners. By featuring the promoted employee’s achievements and outlining their new responsibilities, newsletters help keep everyone informed and engaged. This method also reinforces the company’s values and commitment to employee development while enhancing its reputation as a great place to work.

Digital communication channels

Using digital communication channels, such as social media or internal messaging networks, can help you share information about promotions quickly and with a well-defined audience. These platforms make it easy to share updates, highlight the promoted employee’s accomplishments and encourage colleagues to offer direct congratulations and support. Digital channels are especially useful for reaching remote employees or communicating within a large organization.

Tips for sending a promotion announcement

When you’re ready to send your promotion announcement, consider following these tips:

• Include the date when the promoted employee will take on their new responsibilities. This ensures that all team members know what to expect.
• Proofread your email carefully to make sure it flows well and is free of typos and other errors.
• Keep the content relevant to the promotion. If you want to inform employees about a policy change, send a separate message.
• Provide contact information for someone who can answer questions about the promotion.
• Plan for a smooth transition by outlining support or resources available to the promoted employee and their team to maintain efficiency and morale during the change.

Promotion announcement template

Using this template can help you draft an engaging, informative promotion announcement.

Subject line:

Greeting:

First paragraph: Use this paragraph to introduce the promoted employee. Include their previous job title and their new job title. Write a sentence or two describing 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 their new responsibilities. If the employee will report to a different manager, include that information as well. Be sure to specify the start date of the new role.

Third paragraph: Congratulate the employee on their well-deserved promotion. Ask other team members to support the promoted individual in their new role.

[Closing phrase]

[Your Name]

Sample promotion announcement email #1

Here is a sample promotion announcement email you can use for inspiration:

Subject: Joseph Keever, Director of Marketing

Dear All,

I’m excited to announce the promotion of Joseph Keever from Marketing Associate to Director of Marketing. Joseph has been with Copper Mill Software for more than six years and has contributed greatly to his role as Marketing Associate by developing new business opportunities for Copper Mill, particularly in the tourism and retail segments.

With over 10 years of marketing experience in the print advertising industry, Joseph consistently exceeds our customers’ expectations. We have no doubt he will continue to brilliantly represent Copper Mill and shine as our Director of Marketing. Joseph will oversee the marketing team and all Copper Mill marketing initiatives going forward. He will report to me directly, and his promotion will begin on January 1, 2026.

Please join me in congratulating Joseph on his well-deserved promotion. Your congratulatory messages will mean a lot as we celebrate this achievement together.

Sincerely,

Charlotte Burt

President of Copper Mill Software

Sample promotion announcement email #2

Subject: Welcoming Roberta Morris as VP of Sales

Dear Team:

I’m excited to announce the promotion of Roberta Morris to Vice President of Sales. In the past five years, Roberta has accomplished great things as Director of Sales at Champion Solutions.

Among her many achievements, Roberta has developed and cultivated relationships with multiple high-value clients, including Ready Grocery and FreshBell Supermarket. She will use her expertise to refine our sales strategy and help Champion Solutions reach its goals. Roberta’s first day in her new role will be September 18, 2025.

If you have any questions about Roberta’s new role, please don’t hesitate to contact our Director of Human Resources, Marcus Tallis.

Please join us in congratulating Roberta on her promotion and wishing her success in this exciting new chapter of her career.

Best,

Belinda Piccio

President of Champion Solutions

Promotion announcement email templates for PDF & Word

Feel free to download these templates and use them to write professional, engaging promotion announcements.

*Indeed provides these examples as a courtesy to users of this site. Please note that we are not your HR or legal adviser, and none of these documents reflect current labor or employment regulations. For guidance on creating your own employment contract, consult additional resources.