The correct format of a letter announcing a promotion is easy to understand in case you have a sample of a promotion letter as a guide. In this article, we give you the format of promotion letter along with a sample promotion letter that will help you write a letter congratulating an employee on their promotion.
A promotion letter is a way of informing an employee about the promotion that they have been given. As with most other forms of business writing, while congratulating someone on their promotion, it is important that you maintain a fine balance between being professional and maintaining a casual tone of cordiality. The task of informing an employee about their promotion is a job that is generally delegated to the HR department of the office. In consultation with the department head of the employee, they are required to draft a proper letter of promotion to inform the employee about the same. A sample always serves a good guide in case you want to learn how to write such a letter.
In letter writing, it is extremely important to follow a proper format. Without this a letter can seem to be drafted in a haphazard manner. This is true even for a promotion letter. A well drafted letter of promotion will always detail out the new job responsibilities for an employee. It will also give them details like who their new boss will be and who the colleagues reporting to them will be. The employee should be informed about what expectations the management has from them and should also be encouraged suitably. Different companies have different formats for such a letter. While some prefer mentioning the new salary structure for the employee in the letter itself, some companies enclose another document regarding the salary structure with the letter. Some letters also mention the next time the employee is going to be in line for a performance appraisal, as in case the promotion is a mid year one, this date may change. With these tips in mind, let us now take a look at the format of the letter and a sample for the same.
Format
As mentioned earlier the format of a job promotion letter may change depending on the organization that you work for but there are some generic details that are common to every such letter.
| Your Name Name of Your Organization Address Date Name of Employee Subject: Salutation/Greetings The first paragraph of the letter is where the employee should be informed about the promotion that the employee has been given and the date on which this promotion becomes effective. Mention the new capacity of the employee and congratulate him or her on their promotion. In the second paragraph, the letter should commend the employee on the brilliant job they have done till date and how their dedication and commitment to the company made the decision an easy one for the employers and the board. Also praise the employee’s talents and if necessary detail out the responsibilities that come with their new position. If the new job profile for the employee has not been detailed in this letter, then mention in third paragraph, that you will be sending out another letter with the details. Also ensure that you mention the date on which this letter will be sent out by. Before you end the letter it is important that you congratulate the employee again. Valediction/Goodbye |
Sample Letter of Promotion
Now that you are aware of the proper template, you can take a look at the letter of promotion announcement which will enable you to understand the format for the same better.
| Mark Thomson Director, Human Resources Music For You Online Elm Road Orlando – 495568 Date: 9th April 2012 Richard Linklater Dear Richard, It is with immense pleasure that I inform you about the decision that the board has taken to promote you to the position of Vice President, Sales, with immediate effect. Heartiest congratulations on your promotion! The Management joins me in wishing you the best in your future endeavors in your new capacity. It gave us a lot of pleasure that it was possible for us to fill this position internally after having interviewed suitable external candidates as well. We believe that there is no one else in this organization who is better suited for this position. In all your time with us you have demonstrated a sense of dedication and professionalism to your job that has impressed us. You are a team player who has been a motivation to the people who work with you. We are sure that in your new capacity you will inspire people to do better than ever before. All details about your job profile and new salary structure will be sent out to you with your new appointment letter in a couple of days. In accordance with your promotion, there will be a new employee contract that you will need to sign which will also be sent to you. I would again like to congratulate you on your promotion. Yours sincerely |
Writing a letter of promotion becomes extremely easy if you have a sample at your disposal as it will clearly elucidate for you how a letter of promotion should be drafted.