Sample Promotion Letters

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How to Write an Promotion Letter

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.

How to Format an Promotion Letter

Your promotion letter should always be written in the style of a traditional business letter, as demonstrated in our promotion letter samples above. Always be sure to use the recipient’s name in the greeting and then share your news about the offer in the opening paragraph. In the following sections, lead the reader clearly through the specific circumstances surrounding the promotion, highlighting the measurable facts and always being genuine in tone. In closing, thank the reader for their time and set up any necessary action steps, being sure to include your contact information so they can properly follow up with you.

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Common Promotion Letter Mistakes


• Not Focusing on Performance:Stating the reason for a job promotion as anything other than a measurable job performance can give the impression that the employer is unjustly playing favorites — this can create an unhealthy and unbalanced work environment.

• Going Negative: When discussing the reasons for the promotion, the focus should never be on the lack of any other employee’s abilities or achievements, as seen in our promotion letter samples. Keep things positive.

• Not Being Courteous:Whether you’re offering the promotion or sharing the news, your promotion letter should avoid an air of entitlement. Any pompous language or the feeling that “it’s about time” this promotion happened can lead to a breakdown in office relationships, and, in some cases, a withdrawal of the offer.

You’ve Written Your Promotion Letter. Now What?

Writing a concise and factual promotion letter, like the ones in our promotion letter samples, is a crucial step in this important career milestone. Once it’s written, be sure your letter of promotion gets into the right hands with the proper follow-up.

Stay In Touch: Once your promotion letter is received be sure to follow up with the proper channels about the necessarily next steps. Create a specific time line for clarity of action.

File Formal Paperwork: Whether you’re extending or receiving a promotion, it’s important to realize that your offer or acceptance is just the beginning of a paper trail. An official contract that outlines the salary and benefits associated with the new offer needs to be signed.

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