How to Say Congratulations on a Promotion (With Sample)

Congratulations on a team member’s promotion message

Below is a sample email message that you can model your own letter, email or message of congratulations regarding a team member’s promotion after:

“Dear Alex,

Congratulations on your promotion to Senior Project Manager at Creative Bridges Productions. I heard about your promotion on the company message board. You have done an amazing job in your current position, and it is terrific to see your hard work pay off.

I am glad we will be working together closely when you start your new position. 

I hope you have continued success in your career.

Sincerely,

Dominic Grey”

How to congratulate a team member on a promotion

Here are some steps you can take to send a message to congratulate a team member on their promotion:

1. Consider your relationship with the recipient
2. Write the message in a timely manner
3. State the occasion 
4. Explain how you found out
5. Express praise

1. Consider your relationship with the recipient

Think about who you are sending the message to. Do you consider them a friend or strictly a colleague? This is an important factor to consider because it greatly impacts the tone you choose to use in your message. If the team member is a friend or close associate, you may consider using a more informal tone and include a more personalized message. If the recipient is a distant colleague, you may consider keeping the message generic and professional. 

2. Write the message in a timely manner

Craft your congratulatory message soon after you find out the news of your team member’s promotion. If too much time has passed your message may appear to be insincere or an afterthought. It is also important to make sure the news is public knowledge before you send a message just in case the promotion is not firmly in place. You also want to make sure the promotion isn’t just a rumor before you send the message. 

3. State the occasion 

State the occasion for your message early on in the email or subject line. This way, the reader knows the reason for your email. For example, this subject line can state something such as, ‘Congratulations!’ or ‘Congratulations on Your Promotion.’

4. Explain how you found out

If your team member is not someone you speak with on a regular basis, it is important to explain how you know about their promotion. Many businesses send out an email to all employees regarding promotions, but some businesses don’t. Let them know how you heard the good news whether it was from another colleague, a social media business site or a company memo. Explaining how you found out likely won’t feel invasive to your team members. 

5. Express praise

Make sure to enhance your message by adding praise. You can do this by expressing your knowledge of their hard work, great attitude or offer some other work-related praise that makes them feel that they are well-suited for the position. When you express praise, your team member is likely to feel reassured in believing that they deserve the position. 

Best practices

Sending a congratulations message on a team member’s promotion may seem simple, but you should keep in mind some essential practices to make sure your message is genuine and kind. Here are three best practices to apply when you write a congratulatory message for a team member’s promotion:

1. Keep it simple and positive. Congratulatory messages regarding team member’s promotions can be simple and get your main point across. Make sure you aren’t adding unnecessary information and make sure your tone is positive. 
2. Personalize the message. Include some details about what this person has achieved and use their name and new title in the message. 
3. Include a heartfelt closing statement. It is important to close the message with a salutation of continued success and best wishes in future endeavors. This helps to empower the recipient and ensures your sincerity. 

Saying congratulations FAQs

Here are some frequently asked questions about saying congratulations on a team member’s promotion:

• Should I congratulate a colleague who got a promotion that I wanted?
• Is it appropriate to publicly congratulate a team member on their promotion?
• How long should I wait before I congratulate a team member on their promotion?
• How long should I wait for a promotion at my current company?

Should I congratulate a colleague who got a promotion that I wanted?

Yes, it’s important to maintain a professional attitude and to approach your promoted colleague with respect and offer them a congratulatory message. It is also acceptable to consult with the hiring supervisor to ask them why you didn’t get the position. You may learn some valuable information about how you can improve and move up in the future.

Is it appropriate to publicly congratulate a team member on their promotion?

It is usually most appropriate to privately congratulate a colleague on a promotion unless their promotion is announced publicly to a large group of people or there is a celebratory event that celebrates the promotion. Congratulating a colleague publicly may cause resentment from other employees. 

How long should I wait before I congratulate a team member on their promotion?

It is best to wait to congratulate a team member when it is common knowledge. Once the promotion is common knowledge, you should wait no longer than a week or two to congratulate them. 

How long should I wait for a promotion at my current company?

Waiting for a well-deserved promotion can be a test of patience. You should give yourself a timeline depending on your personal and professional goals. However, the standard time you should wait for a promotion before beginning the job search again is 18 months-two years.