What to include in an employee promotion letter

There are several ways to write a job promotion letter, but most should include the following:

1. Message of congratulations

Open your letter by offering congratulations on the promotion to set a positive tone. Repeat your congratulations at the end to acknowledge the employee’s achievement.

2. Summary of achievements

To personalize the letter, mention a few achievements that led to the employee’s promotion. Recognizing the employee in writing shows your appreciation and can make the message more impactful.

3. Date the promotion will take effect

Let the employee know when the promotion will take effect so they can report promptly to their new supervisor or department. A clear transition date helps everyone involved in the promotion prepare.

Before setting a date, consult with the employee’s current and new supervisors. Assess each department’s needs to determine how soon to transition the employee to their new role.

4. New position title

Clearly state the job title for the employee’s new position. If the position is a new role, consider mentioning that in the promotion letter.

5. Overview of new duties and responsibilities

A promotion usually involves changing an employee’s duties, so the employee needs to understand what their new position entails. Use the job description as a guide to list the key responsibilities of the role in the letter, and consider attaching the full description as well.

6. Pay rate and additional benefits

State the employee’s new salary clearly and provide details about the payment schedule, letting the employee know whether they can expect to be paid biweekly, weekly, monthly or on another schedule. Include any additional benefits, bonuses, stock options, vacation days or other perks associated with the new job title.

7. Location and working hours

If the new position requires the employee to relocate, provide the address of the new office. Also, note any changes to working hours.

8. Probationary period

For positions that involve a probationary period, disclose its length. Mention any important terms the employee must comply with to remain in the position.

9. Reporting structure of the position

When an employee receives a promotion, their reporting structure typically changes. Let the employee know the name and job title of their direct supervisor. You may also wish to include the name and job title of that supervisor’s manager.

10. Next steps

Explain what the employee must do to formally accept the position. You might ask them to sign, date and return the letter or complete a separate promotion acceptance form. You’ll also need to provide a list of any included attachments and ask the employee to review them before accepting.

When to send a promotion letter

Before sending a promotion letter, the current supervisor should discuss the job offer with the employee. This conversation ensures that both parties understand expectations and allows for gauging the employee’s interest.

The employee should be given ample time to discuss the new role with their current manager and consider whether to accept it. If the employee accepts, the supervisor can tell them that a formal promotion letter will follow. Then, send the document as soon as possible.

Tips for writing a promotion letter

Following these tips will help you write an effective promotion letter.

Choose the right writer

A hiring manager or human resources manager typically writes an employee promotion letter. When possible, choose someone who knows the employee well enough to add personalized elements to the letter. Gathering input from the employee’s current supervisor can help in the letter-writing process.

Ensure clarity in your promotion letter

Use straightforward language and avoid unnecessary jargon to ensure the employee fully understands their new position. Communicate in short sentences or a bulleted list. Consider using formatting, such as bold and italics, to highlight key information.

Compare current and new roles

Comparing the employee’s current and new roles is a vital part of the promotion process. Outlining the differences in responsibilities, expectations and compensation helps the employee prepare for the transition.

In your promotion letter, summarize the employee’s current responsibilities and detail the additional responsibilities of the new position. Highlight any new skills or qualifications required, as well as opportunities for further growth and development.

Provide supporting information and documentation

Including relevant documents with your promotion letter helps maintain transparency in the process. Some documents you might attach include:

• Job description for the new role
• Recent performance appraisals
• Detailed compensation and benefits summary
• Organizational chart
• Performance plan for the new role
• Probationary terms, if applicable

Use data and metrics in promotion letters

Incorporating data and metrics into your promotion letters provides objective evidence of the employee’s achievements and qualifications. Reference specific performance reviews, sales figures or customer satisfaction ratings to highlight how the employee has consistently exceeded expectations in their current role.

Comparing the employee’s performance to internal benchmarks or industry standards further illustrates their value to the organization and justifies the promotion decision. Using data and metrics creates a more transparent and equitable process. It also helps the employee understand the strengths that led to their advancement and see their potential for future growth.

Proofread before sending

Before sending the promotion letter, reread the entire document for spelling and grammatical errors. Confirm that the pay rate, start date and other information are correct. If the employee’s new supervisor is not writing the letter, they should review the duties and responsibilities and suggest any necessary changes.

What to do after sending a promotion letter

After you send a promotion letter, follow these steps:

• Confirm acceptance: Wait until the employee formally accepts the position before proceeding.

• Provide copies to key people: Generally, the employee’s current and new supervisors should receive copies of the promotion letter. HR may also need a copy for the employee’s file.

• Send a promotion announcement email: Share the news about the employee’s promotion with the rest of your team via email.

1. Work on an employee transition plan: Work with the employee to create a transition plan for their new role. This typically includes a summary of the employee’s main duties, details about their current projects, upcoming deadlines and key contacts. The current supervisor can use this plan to help fill the open position and redistribute work.
2. Prepare for onboarding: Develop an employee onboarding checklist that outlines what the employee will accomplish during their first day, first week, first month and first 90 days in their new role.

Promotion letter templates

Use these promotion letter templates as a guide for writing your own promotion letter.

Promotion letter template 1

Dear [Employee Name],

Congratulations on your promotion to [employee’s new job title]. On behalf of [Company Name], thank you for all your contributions in your current role as [employee’s current job title]. I have noted your [name one or two key achievements] and am pleased to offer you this promotion in recognition of your efforts.

Your new position in the [department title/office location if applicable] will be effective [month, day, year]. You will report to [Manager Name], [manager job title]. [He/she/they] is eager to work with you and can be reached via email at [email address] or by phone at [phone number] if you have any questions.

In your new role, you will be responsible for [list key responsibilities]. [1 or 2 sentence explanation comparing the new position to the previous one].

As discussed, the annual salary for the position will be [salary amount] paid [pay interval]. I have attached [list of attachments]. Please review and send me back a signed copy of all documents.

Again, congratulations on your new position. We look forward to your continued success at [Company Name].

Yours sincerely,

[your signature]

[Your Full Name]

[Your job title]

Sample promotion letter with template 1

Dear Morgan Ainsworth,

Congratulations on your promotion to Customer Service Supervisor. On behalf of Copper Mill Software, thank you for all your contributions in your current role as Customer Service Representative. I have noted your perfect call monitoring scores over the past six months and am pleased to offer you this promotion in recognition of your hard work.

Your new position at the call center located at 124 Copper Hill Avenue will be effective September 5, 2025. You will report to Delma Udinese, the Customer Service Manager. She is eager to work with you and can be reached via email at example@example.com or by phone at (123) 456-7890 if you have any questions.

In your new role, you will be responsible for conducting monitoring sessions for a team of 10 Customer Service Representatives. You will also serve as their immediate supervisor, handling scheduling, performance appraisals and coaching for your team.

When call volumes are high, you may be asked to perform duties similar to those in your current position. However, your primary contact with customers will occur only when an escalation to a supervisor is necessary.

As discussed, the annual salary for this position will be $61,000, paid biweekly. I have attached your updated contract, which includes new employment terms and your benefits package. Please review it and return a signed copy of all documents.

Again, congratulations on your new position. We look forward to your continued success at Copper Hill Software.

Yours sincerely,

Bernard Smith

Customer Service Coordinator

Promotion letter template 2

Dear [Employee Name],

Congratulations! I am very pleased to inform you of your promotion to the position of [job title]. Here is a summary of the details of your new position:

• Effective date: [Month, day, year]

• Salary: [Salary amount], paid [pay interval]

• Additional compensation: [Bonuses, stock options, etc.]

• Supervisor: [Supervisor Name], [supervisor title]

• Location: [Address of new work location, if applicable]

• Hours: [New work hours, if applicable]

In your new position, you will [describe key responsibilities of the new position]. Your experience with [describe current responsibilities] will be valuable in this role. Additionally, you will receive [description of training or onboarding process] to prepare you for the position.

After monitoring and evaluating your performance for the past [X amount of months or years] as [previous job title], I want to thank you for [list key achievements]. These accomplishments made you an excellent candidate for the role of [new job title], and I am eager to see what you achieve moving forward.

We have attached [list any attachments]. Please feel free to contact me by email at [email address] or by phone at [phone number] if you have any questions.

To accept this promotion, please fill out and return the attached form. Once again, let me express my congratulations. Keep up the great work.

Kind regards,

[your signature]

[Your Full Name]

[Your job title]

Sample promotion letter with template 2

Dear Bethany Beauchamp,

Congratulations! I am pleased to inform you of your promotion to the position of Drive-Thru Supervisor. Here are the details of your new position:

• Effective date: December 1, 2025

• Salary: $41,225 per year, paid monthly

• Additional compensation: Performance-based bonuses of up to $800 per month

• Supervisor: Sofia Barbosa Costa, Assistant Manager

• Location: Fiesta Burger Store 41

• Hours: Varying daylight and evening shifts, Monday through Friday

In your new position, you will supervise the employees assigned to the drive-thru and ensure that average customer wait times remain within the target range. Your experience with expediting orders and processing customer payments at the window will be invaluable in this role. Additionally, you will receive 6 weeks of management training to prepare you for the position.

After monitoring and evaluating your performance over the past 8 months as a Fast Food Attendant, I want to thank you for your exemplary customer satisfaction scores and your demonstrated commitment to teamwork. These achievements make you an excellent candidate for the role of Drive-Thru Supervisor, and I am eager to see what you accomplish moving forward.

We have attached the full job description for the position. Please feel free to contact me by email at example@example.com or by phone at (123) 456-7890 if you have any questions.

To accept this promotion, please fill out and return the attached form. Once again, let me express my congratulations. Keep up the great work.

Kind regards,

Irene Forte

General Manager

Promotion letter templates for PDF & Word

Use these promotion letter templates to send congratulations to your employees professionally.

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