A promotion is when an employee advances higher up in the company’s hierarchy by exceptional work. It is a reward given by the management as an acknowledgment of the employee’s performances, and a promotion is usually accompanied by an increase in the salary and benefits, as well as increased responsibilities. Sending a promotion letter is a very important part of the way an organization functions.
This letter is generated to make employees aware of their new post, assign responsibilities and congratulate them on this achievement. There must be notifications sent to as the concerned departments and personnel that will be affected by it.
As this is an official letter, it must be formally written and must follow the necessary guidelines. It must address the employee directly inform them of the same and must provide them with the relevant details about the promotion such as new designation, remuneration, responsibilities, etc.
Table of Contents
Promotion Letter Writing Tips
- The letter must be short and precise.
- All the details regarding the current job and the new position should be included.
- This letter should inspire the employee who receives it.
- It should have a formal and professional tone.
- Once you are done writing the letter, please recheck the same for any grammatical and spelling errors.
Promotion Letter Template
Use our free Promotion Letter – Sample Promotion Letter to help you get started. If you need additional help or more examples check out some of the sample letters below.
To,
___________
___________
___________
___________
Date: ___________(Date on which the letter was written
From,
___________
___________
___________
___________
Subject: Promotion to the Post of ___________(new post)
Dear Mr/Ms ___________(name of the recipient)
It is my pleasure to inform you that you have been chosen to perform the duties of the ___________( new post), starting ___________(date of assuming new post). This decision was in response to you application to the post sent on ___________(date of application).
The board has considered you to be suitable for this post following your commendable performance during the interview. You will be handing over the responsibilities of your current position to ___________( name of person taking over) before ___________(date).
With this new position, your CTC has been increased to Rs. ___________(new CTC per annum) . The HR department will be able to give you a detailed break up of this CTC.
Please understand that this is a position that you have earned based on your merit and your contribution to our organization. We have complete faith in your abilities to execute the responsibilities as the ___________(new post).
Congratulations on this achievement and we wish you all success in the following years.
Regards,
___________
( Name and signature)
Sample Letter
To,
Mr. Stephen,
Associate Editor
Down Town Publications,
India.
22nd August 2013
From,
Nandita Sharma
HR Manager
Down Town Publications,
India
Subject: Promotion to the Post of Senior Editor
Dear Mr. Stephen,
It is my pleasure to inform you that you have been chosen to perform the duties of the Senior Editor, starting from 1st September 2013. This decision was in response to your application for the post, sent on 12th July 2013.
The board has considered you to be a suitable candidate for this post following your commendable performance during the interview. You will be handing over the responsibilities of your current position to Mr. Chandran before 31st August 2013.
With this new position, your CTC has been increased to R. 4,50,000 p.a. The HR department will be able to give you a break up of this CTC.
Please understand that this is a position that you have earned based on your merit and your contribution to our organization. We have complete faith in your abilities to execute the responsibilities as the Senior Editor, Congratulations on this achievement and we wish you all success in the following years.
Regards,
____________
Nandita Sharma,
HR Manager
Email Format
The following is the Email Format to be followed for a Promotion Letter.
To: name@email.com
From: name@email.com
Subject: Promotion Letter
Dear Mr. Stephen,
It is my pleasure to inform you that you have been chosen to perform the duties of the Senior Editor, starting from 1st September 2013. This decision was in response to your application for the post, sent on 12th July 2013.
The board has considered you to be a suitable candidate for this post following your commendable performance during the interview. You will be handing over the responsibilities of your current position to Mr. Chandran before 31st August 2013.
With this new position, your CTC has been increased to R. 4,50,000 p.a. The HR department will be able to give you a break up of this CTC.
Please understand that this is a position that you have earned based on your merit and your contribution to our organization. We have complete faith in your abilities to execute the responsibilities as the Senior Editor, Congratulations on this achievement and we wish you all success in the following years.
Regards,
____________
Nandita Sharma,
HR Manager
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