Imagine receiving a letter from your boss today, stating that you have just received a promotion. It would certainly be one of the happiest days of your life. You have been anticipating this for so long! This is every employee’s dream come true. In this article, we shall present how to deal with such letters from the other end. That is to say, we shall demonstrate how, as an employer, you should write letters to your employees informing them about their promotion.
What is a Promotion Letter?
A promotion letter is an official letter written by an employer in an organization to the employee who has just undergone a promotion, informing him/her about the promotion, congratulating on the success and explaining all the new responsibilities that come along with the new role in the organization. The letter is usually drafted by an HR manager or representative. A promotion letter typically includes:
- A congratulatory statement
- The official announcement of the promotion
- Essential qualities of the employee that contributed to his/her promotion
- New responsibilities and challenges
- The employee’s new position in the organization’s hierarchy (whom he/she will work under and which colleagues shall report to him/her)
- What is expected of him by the management
- New salary structure and additional perks and benefits (might also be informed through a separate appointment letter)
Types of Promotion Letter:
There are types of promotion letter:
- Bus Charter Promotional Letter
- Sales Promotion Letter
- Reply to a Promotion Letter
- Promotion Letter to an Employee
- Acceptance of Promotion Letter
- Letter of Intent for Promotion
- Promotion Cover Letter for an Internal Position (see Cover Letter)
- Promotion Congratulation Letter (see Congratulations Letter)
- Promotion Denial Letter (see Apology Letter)
- Promotion Announcement Letter (see Announcement Letter)
- New Shop/Business Promotion Letter (see Marketing Letter)
- Promotion Recommendation Letter ( See Recommendation Letter)
- Promotion Thank-You Letter (see Thank-You Letter)
- Promotion Request Letter (see Request Letter)
Steps in Writing a Promotion Letter:
In writing a job promotion letter for the employee, the writer must go through the following steps:
At the opening of the letter, the details of both the promoting employer and the promoted employee must be arranged in the following format:
[Name of the employer]
[Position of the employer]
[Name of the promoted employee]
[New position of the employee]
Subject: Promotion Congratulation letter from [employer].
- After the initial salutation and greetings, the employer must congratulate the employee right away in the first sentence and convey the news of the promotion. In this important first paragraph, the writer must avoid beating around the bush and simply just officially announce the news and congratulate the employee.
- Moving on to the second paragraph, the employer should lay out the new salary and compensation structure of the employee. If the employee is entitled to any added benefits and facilities, those should also be mentioned.
- The writer may use the second paragraph for an optional purpose instead, such as highlighting the useful qualities of the employee, which played part in the promotion. In such a case, the information about the salary structure may be pushed to the third paragraph.
- In the next paragraph, details about the employee’s position in the reporting structure and his new responsibilities are to be added. The writer must also focus on what the management expects of the employee in the new role.
- The letter should then be given a positive ending in the final paragraph, as the employer wishes the employee luck in the new journey. The employer must not forget to congratulate on the success again.
A Few Tips to Remember:
- Although a promotion letter is written to convey pleasing news to the employee, it is still a formal letter and must be written in the standard business format. Hence the writer must know well to balance professionalism and cordiality in the making of the letter.
- Since the letter should contain very important information and sometimes other documents along with it, the writer must exercise caution in getting all the facts right. The employee must be properly filled in on all the necessary details needed to carry out the new responsibilities. Any misinformation provided can cause serious trouble later on since these letters are preserved as important records to refer to.
- While highlighting the standout qualities of the employee, the employer should stress how those qualities relate to job performance.
- The letter should be concise, but as mentioned earlier, should contain all the necessary information.