Employee Promotion Letter Template

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This Downloadable Template Is Part Of Our Free HR Tool Kit Collection

Promoting an employee is something you will need to do during your career as a business owner.

When the time arises, the letter should be formally written to inform an employee about the promotion and our free promotion letter template is perfect for the occasion.

The word template can be downloaded for free below. We hope this makes managing your small business HR needs a little easier!

The Team At SINC

Employee Promotion Letter Template

As a business owner, promoting an employee is something you will need to do. A promotion shows that an employee is valued. A promotion can be an increase in pay or salary, but it doesn’t have to be just that. It can also be an increase in responsibility or a change in duties.

When Is A Good Time To Promote?

So, you may be asking yourself about timing. There are a few things to think about that can help you figure out if it’s a good time to promote an employee.

How Long Have They Been Working For You? Seniority is important. When was the last time they had a promotion? You won’t want to wait too long to acknowledge an employee’s hard work and loyalty. If you do, they might become resentful and look for a job elsewhere.

Have You Assessed Their Performance Recently? If you look at the way they’ve been performing over a specific length of time, how have they been doing?

Do They Have Leadership Potential? Do they take initiative? How would they handle more leadership and responsibility?

Do They Have The Skills? Now, this one is two-fold. First off, do they possess the educational or technical qualifications required of the promotion? Have they already undergone the necessary training, or will they need to be trained for the next position? Secondly, are they excelling in the job they already have? Are they displaying commitment to the job? If an employee is performing consistently and going the extra mile, it might be time to think about a promotion.

Benefits Of Promotions

It’s validation. A promotion helps employees to feel appreciated.

It develops a competitive spirit and boosts motivation.

It increases loyalty. It’s a good way to encourage retention and reduce discontentment. Promoting employees improves morale and productivity, which positively affects overall profit.

So, don’t shy away from promoting a deserving employee. And when the right time arises, you should be ready with a formally-written letter to inform your employee about the promotion and our free letter template is perfect for the occasion.

Employee Promotion Letter Template:

Dear [Employee Name],

Congratulations! Due to your continued efforts and recent successes, effective [Date], you have been promoted to [New Position] in [Position Department].

The annual salary for the [New Position] will be [salary here], which will be paid out on a [weekly/bi-weekly] basis.

As you settle into your new role as [New Position] within the [Position Department], please refer any questions to your new supervisor, [Supervisor Name]. [He/She] can be reached via email at [email address] or by phone at [phone number].

Enjoy this time of transition, and once again, congratulations on your new role here at [Company Name].


[Sender Name]

This sample resource is provided to you free by SINC BUSINESS CORPORATION to help with your compliance efforts and includes no warranty as to its suitability for any particular task. It is only our opinion based on our experience and should not be considered legal advice.

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