If you’re an employer, the main purpose of your promotion letter is to officially offer the new position to the reader and inform them of the duties and benefits involved.
Alternatively, if you’re the employee, your letter should center on your decision and thanking your employer for the opportunity and/or graciously sharing the news with your fellow office-mates and vendors.
Regardless of the case, you should always stick to the facts and use clear, concise language to get your point across, as seen in our own promotion letter samples.
Be Specific: When referencing the reasons for the promotion, focus on job performance. Citing positive, measurable work examples is a good idea for those on both sides of the offer (giving and receiving) and is the best way to ensure that everyone else is aware of the reasoning for the advancement.
Be Thorough: If you’re offering someone a new position, your promotion letter should address the new responsibilities and benefits that come with the position. Being clear about what’s expected can certainly help alleviate confusion. On the other hand, if you’re receiving the promotion, if there are any questions or concerns, be sure to address them in your document, or at the very least, request a time to meet and discuss them properly.
Be Brief: Whether you’re sending out the job offer or sharing your reaction to it, being brief is important. A concise letter will help the reader focus on the news and give them everything they need to process it. One page should be a suitable length, as seen in our promotion letter samples.
Be Meticulous and Stay Professional: Your promotion letter will make a far better impression if it is well written and free of any spelling and grammar mistakes. Also, keeping your language professional will help ensure that your letter is taken seriously.