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Job Promotion Letter

Job Promotion Letter

Writing a job promotion letter is an extremely easy task especially if you know the correct format for the same. Read on to know how to write a letter congratulating an employee on his or her promotion in the company.
Workspirited Staff
Letters detailing job promotions are official documents that are sent out to an employee to inform him or her about the promotion that he or she has been given. One of the most difficult tasks of business writing, especially letters, is to maintain a tone of cordiality and professionalism while drafting a letter especially when the letter is being drafted to congratulate someone and give them a commendation. This job generally rests with the human resource management of the company and the department head of the same is required to draft the letter of promotion to be sent out to an employee. This article will give you some tips on writing a letter to inform an employee of a job promotion and also an example of the same.

Writing a Letter Detailing Job Promotion

If you are the person in charge of human resource functions at your organization, then drafting a promotion letter from the employer to the employee detailing their new job will be a part of your job description. This letter serves the important purpose of explaining to the employee what their new role in the organization is going to be, whom they are going to report to, and who are the colleagues who will be under their managerial capacity. The employee will also have to be told what the expectations of the company will be in their new role. There are a few important tips that you will need to keep in mind while drafting such a letter.
  • Always mention the position to which the employee is going to be promoted to in the first line of the letter. The employee should be clear about their new role in the organization at the onset of the letter.
  • While it may not always be possible to do so due to differing letter formats used at different organizations, it is always a good idea to mention in depth the new responsibilities of the employee and also their new salary structure, if there are any changes.
  • Some employers also prefer mentioning the next time the employee is going up for performance evaluation, as in case of mid year promotions there may be a chance that the date of the annual appraisal and evaluation may be changed.
These are some of the main tips that you need to keep in mind while writing a letter that will inform an employee that he or she has been promoted in the organization.

Format

While the format of a letter detailing may change depending on the organization that you are working for the basic points that need to be mentioned in the letter remain almost the same. Given below is a generic format. Most organizations around the world use this format to write a promotion letter with minor modifications.

Your Name
Name of Your Organization
Address

Date

Name of Employee
Name of Your Organization
Address

Salutation/Greetings
Dear Ms./Mr. (addressee),

The introductory paragraph of the letter should focus on informing the employee about the promotion that he or she has been given and also informing the employee about when this promotion will be made effective by the company in question. The paragraph should also mention the position to which the employee is being promoted.

The second paragraph should always begin with an expression of approval and commendation on the part of the employers, namely the board and the person who is writing the letter. Always mention the facts that made making a decision in the employee's favor easier. The letter should praise the accomplishments of the employee. If needed the letter can also outline the responsibilities that the new job will come with.

If you have not mentioned details of the new profile in the earlier paragraph of this letter, and you are sending out another letter, then in the third paragraph you can mention when you will be sending out this letter. End the letter by congratulating the employee again.

Valediction/Goodbye
Yours sincerely,
(Your name)

Sample

There are several examples of a letter detailing a job promotion that you will get online on letter writing websites. Given below is a sample that follows the format given earlier in the article.

Alan Gable
Director, Human Resources
Best Books Corporation
Remington Street
Orlando - 324266

16/04/2010

Melanie Craig
Assistant Vice President (Marketing)
Best Books Corporation
Remington Street
Orlando - 324266

Dear Melanie,

It is my pleasure to inform you that you have been promoted to the position of Vice President, Marketing, with immediate effect.

The Board of Directors and I would like to offer our heartiest congratulations on your promotion. We are pleased that we could fill this position internally after having looked for suitable candidates for the role from amongst external candidates as well. We could think of no one else who deserves this promotion as much as you do. You have demonstrated professionalism, team spirit, and hard work while working here and have been a motivation to people working with you. We are sure that you will bring the same spirit and energy to your work in this new capacity.

The details of your job profile and your appraised salary will be sent out to you in a couple of days which will be included with your new appointment letter. In line with your promotion, you will be required to sign a new employee contract stating your new employee privileges, overall salary, and tax deductions.

Congratulations on your new job.

Yours sincerely
(Signature)
Alan Gable
Director, Human Resources

Hopefully this article has clearly elucidated to you how such a letter should be formatted while drafting a letter informing an employee that he or she has been promoted to a new role in the organization.