Generally, a promotion letter is written by the head of the human resources department, but it may also be written by the manager of a specific department within the company.
1. Keep your letter brief and concise. In any business situation, you want the information you include to be clear, concise and to the point. Include only the details relevant to the promotion, and avoid being too wordy.
2. Inform the employee of their promotion in the first sentence. When announcing a promotion, it is important that you make the purpose of your promotion letter clear from the very first sentence. A first paragraph should always summarize the information included in the body of the letter.
3. Proofread your work. Once you feel that your letter is complete, proofread it to check for spelling and grammar errors. Also make sure that all details such as dates, pay rate, etc. are correct.
Sample promotion letter
Business or Company letterhead
Name of Company
City, State, Zip
Name of company
Salutation – Dear (Mr./Mrs./Ms.) followed by employee’s first and last name,
The first paragraph of your promotion letter should focus primarily on announcing to the employee that they have been promoted to the position of ________ effective (date).
In the main body of your letter, express your appreciation for the hard work and dedication of the employee. Express your approval of their work and why you recommended the employee for the promotion, including facts or details surrounding why you chose them for the job.
This area of your promotion letter should include details of the promotion, including when the employee is expected to resume the position, responsibilities, pay rate, when they will be eligible for a performance review, who they will report to, etc.
The concluding paragraph of your promotion letter should include your thanks for a job well done; also congratulate the employee on their accomplishment, and wish them well in their future endeavor.
Writing a promotion letter is a fairly simple and straightforward task. Using the tips and guidelines above, you should be able to construct a letter that is professional and includes all of the pertinent information necessary for the employee to clearly understand their new position and what is expected of them.