Free template
Promotion Letter
Formally recognize and confirm an employee’s advancement with this Promotion Letter Template.
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Promotion Letter Template
[Company Letterhead or Logo]
[Company Name]
[Company Address]
[City, State, ZIP]
[Email] [Phone]
[Date]
[Employee Full Name]
[Employee Job Title]
[Department]
[Address or Workplace Location]
Greeting
Dear [Employee First Name],
Announcement of Promotion
We are pleased to inform you of your promotion to the position of [New Job Title], effective [Date]. This advancement recognizes your exceptional performance, contributions to [specific projects, teams, or initiatives], and dedication to [Company Name]’s mission and values.
New Position and Reporting
In your new role, you will report to [Supervisor Name, Title] and be responsible for [brief overview of responsibilities]. Additional expectations and performance goals will be outlined during your transition into this position.
Compensation and Benefits
Your new salary will be $[Amount] per [year/month/hour], effective [Date]. You will also be eligible for [bonus/incentive plans/stock options], subject to company policy. Other benefits and entitlements remain unchanged unless otherwise specified by HR.
Transition and Support
We encourage you to work with your manager and team during this transition period. Training, mentoring, or additional resources will be made available to support your success in this new capacity.
Acknowledgment of Contributions
We sincerely thank you for your hard work and achievements in your previous role as [Current Job Title]. Your leadership, initiative, and consistent results have been instrumental in driving [specific accomplishments].
Closing and Congratulations
We look forward to your continued success and are confident that you will excel in this new position. Please sign and return this letter by [Date] to confirm your acceptance of this promotion.
Signature Block
Sincerely,
[Name]
[Title]
[Company Name]
Acknowledged and Accepted:
Employee Signature: ____________________________
Name: [Employee Full Name]
Date: ____________________________
Details
Learn more about
Promotion Letter
PROMOTION LETTER FAQ
What is a Promotion Letter?
A Promotion Letter is an official document from an employer to an employee confirming their advancement to a new position. It records details such as the new job title, effective date, revised salary or benefits, and additional responsibilities.
Why is a Promotion Letter important?
It serves as a formal record of the promotion decision, provides clarity on role expectations, and helps ensure consistent HR documentation. It also motivates employees by recognizing their contributions in a tangible way.
When should you use a Promotion Letter?
Use it after a promotion decision has been finalized and approved by management or HR. The letter is often presented during or following a meeting with the employee to celebrate the advancement.
What should it include?
It should include the employee’s name, current and new positions, effective date, updated compensation or benefits, reporting lines, expectations for the role, and acknowledgment of the employee’s contributions.
Does a Promotion Letter replace an Employment Agreement?
No. A Promotion Letter is generally an addendum or acknowledgment to the employment relationship. The main Employment Agreement remains in effect unless explicitly replaced or amended.
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