Promotion announcement letters requires one to follow the proper etiquette and use of appropriate wordings to inform an employee of his promotion. The following article will provide you with a sample, that will help you write the right letter in such a situation.
Promotion is one thing that every employee strives for and works hard to achieve. Although, promotion is a dream for employees, it is in no way a right of every employee. Promotions are given only to the most deserving candidates who strive for it. An employee, who works hard, completes targets on time and as per the organizations level of hierarchy is promoted to a senior post. When one is promoted, it is important to write a promotion announcement letter.
How to Write a Promotion Announcement?
You need to follow the correct etiquette for promotion announcement. You need to use your company letterhead or type in your name, address, and date in the upper left hand corner. Then, after leaving a few lines space, you need to add the recipient’s name, address and phone. If this is a general announcement letter for a team, you need to type in the team name, for example, ‘To, The Sales Staff’. Next, you need to use proper salutations according to the recipient, that is, business clients or staff.
The main body of the letter needs to explain that someone in the company is getting promoted. You need to mention their old job designation and the new post they will be taking over. You also need to mention his new duties and responsibilities. When writing the letter to clients, you need to use a formal tone and in case of announcement to other employees of the company, you can use an enthusiastic and a slightly informal tone.
The first paragraphs of the main body need to mention the name of the employee who is getting promoted. You need to mention his new job title and describe his previous position in the company. Then, the second paragraph should highlight the new job responsibilities and duties of the employee. If you are writing to clients, you need to explain it to the reader, how the employee will come in contact with them. Also, mention any new projects that the employee may have to handle.
The last paragraph is the closing paragraph, where you extend warm congratulations to the promoted employee. You need to congratulate the employee on behalf of the company and signed by the owner or supervisor authorized to sign the letter.
Samples of Promotion Announcement
Name of Recipient (Example: Sales Team)
Subject: Promotion Announcement of James Brown as the new Sales Team Manager.
We are very pleased to announce the promotion of James Brown to Sales Team Manager for the Jones and Jones Software Ltd. James has been with our company since the last 5 years as a Sales Assistant. Over these five years, James has also held the position of customer service coordinator for our Lakeview branch.
Jame’s performance in sales has been influential for Jones and Jones excellent record of customer relation, problem resolution, and on time customer delivery. James is known for his ability to be a team player and overcome problems during challenging times.
The quality of dedication and customer satisfaction is very important for the company’s long-term success. We look forward to James’s ability to achieve the highest sales targets in his new role as our Sales Team Manager.
Signature of authorized person,
Name of Recipient (Example: Production Team)
We are pleased to announce the promotion of Amy Mitchell to the position of product manager in the Hardware Manufacturing Division. Amy joined our team six years ago as an assistant technical support.
During this tenure, she has also held the positions of floor specialist and senior sales manager.
Let us all congratulate Amy on her promotion and wish her continued success at our organization.
For such a letter, you need to use appropriate wordings and tone. This is because other employees would want to know why a particular employee was given promotion. You have to show that the employee was promoted only after he completed certain tasks and has successfully earned his promotion. You need to choose an exciting tone for your announcement and be able to deliver confidence in the employee’s ability to do a job.