How to announce a promotion

How to announce a promotion

Are you managing an employee who’s about to be promoted or internally transferred? If so, you might be wondering about the best way to announce a job promotion.

Companies can announce promotions of employees in many different ways. In a small company, the announcement might come during a company meeting where all the staff is present. Larger companies, however, typically use email to make promotion announcements to the employees.

How Companies Announce Promotions

Those most closely affected by the change—team members, supervisors, direct reports—may be informed in advance of a formal company-wide announcement so that they will be able to support a smooth transition within the organizational structure.

Depending on the nature of the industry and the position, the news might also be shared on the company website. When someone is promoted internally to a C-level position, the media may be notified as well.

What to Include in a Promotion Announcement

Once a job promotion has been offered to and accepted by an employee, the news will typically be shared in an email message to the company. The promotion announcement will either be sent by Human Resources or by the management of the department where the employee will be working.

Here’s what to include when you’re writing up a job promotion email:

  • A promotion announcement should cover several points in order to effectively explain the promotion committee’s selection decision, promote and support the chosen employee in his or her new position, and to congratulate them on their achievement.
  • When writing a promotion announcement, be sure to include a short summary of the employee’s old and new roles, and to mention any pertinent accomplishments during their tenure with the company. You are, in effect, telling the “story” of the employee’s history with your organization in order to justify their promotion. This is particularly important to do if the employee was one of multiple candidates for promotion.
  • It’s appropriate to include some background information like the employee’s education and certifications.
  • In conclusion, you will want to encourage everyone to welcome and congratulate them on their new position.

Promotion Announcement Examples

The following are examples of promotion announcements sent to company staff via email.

Promotion Announcement Example #1

Subject: Jane Doe, Director of Marketing

We are thrilled to announce the promotion of Jane Doe to Director of Marketing in the Corporate Communications department. Jane joined the company five years ago and has advanced through progressively more responsible positions in both the Advertising and Sales departments, where she has played a key role during our transition to our newly acquired digital sales and marketing technology.

Jane thus brings a wealth of experience to the Corporate Communications department, and we are excited about her new role at the company.

Please join us in welcoming Jane to Corporate Communications and congratulating her on her promotion.

Marian Smith
Executive Director, Corporate Communications

Promotion Announcement Example #2

Subject: Michael Nolan – Customer Service Manager

I am pleased to announce Michael Nolan has earned a well-deserved promotion to Customer Service Manager effective October 1.

Michael brings extensive experience in customer service, customer solutions, and communications to his position, along with several years of experience with our company.

I would appreciate you welcoming him on board as he transitions to this new role.

If you have any questions moving forward, please don’t hesitate to ask.

Sandra Tollhouse
HR Manager

Promotion Announcement Example #3

Subject: Joe Smith, Regional Manager

We are pleased to announce the promotion of Joe Smith to Regional Manager of our Northeast operations. Joe has been with XYZ Company for eight years, during which time he has held positions in sales and management, proving himself to be a committed company advocate.

Joe came to XYZ from another retailer and brought with him energy and enthusiasm that he has continued to use while leading his employees to consistently improve their sales numbers.

His background in business gives him an overall understanding of how to improve customer satisfaction, and his ability to motivate his team has led to his continued success in Connecticut.

While the Connecticut offices will miss him, please join us in welcoming Joe to Boston, and in congratulating him on his new position.

Mary O’Hara
Director, XYZ Company

Promotion Announcement Template

Use this template as a guide for writing your own promotion announcement email or letter.

Promotion Announcement Template

Subject: Firstname Lastname – New Position

I am pleased to announce the promotion of [Firstname Lastname] from [Old Position] to [New Position]. [Firstname] has been with [Name of Company] for [X years] and has worked in [insert Names of Departments/Positions]. S/he will be gaining these new responsibilities [list].

[Firstname] attended [Name of University] and came to [Name of Company] after graduation.

During her/his tenure here, [Firstname] has implemented protocols which have improved efficiency in the [Name of departments] and has frequently been recognized for outstanding achievement.

Please join me in congratulating [Firstname] on [her/his] promotion and welcoming her/him to the New Department/Position.

Key Takeaways

Employers Send Announcements When Employees Move Up: The purpose of the announcement is to keep everyone in the loop and to support the promoted employee.

Tell the Story of the Worker’s Career: Include information on their new role, their previous roles, and their accomplishments.

Encourage the Team to Send Their Good Wishes: This sets the tone for the employee’s experience in their new role.

Inform Key Team Members First: The news shouldn’t come as a surprise to the promoted employee’s closest colleagues.

When someone is promoted within a company, there’s often cause to celebrate. To make the employee feel recognized and welcomed into their new role, it is customary to announce their promotion with a formal email or letter. The purpose behind this announcement is to inform everyone concerned, including other employees and stakeholders, about changes in the organization.

If someone has been promoted in your organization, it’s important to let everyone know. Read on to understand how companies make promotion announcements, why they make them, and the best way to format such an email or letter.

Table of Contents

How Companies Announce Promotions

Although there are many ways to go about announcing a promotion, in today’s digital age it is most typical for a company to announce one via business email. This is also one of the fastest and easiest ways to notify the entire company of a change.

There are alternative means you can use to announce a promotion besides an email, such as mailing a formal letter or holding a company meeting. In some cases, with companies that have offices spread across the nation, the announcement may be published online or included in a company newsletter.

When it comes to informing higher-ups, such as supervisors, stakeholders, and board members, they may be notified in person prior to anyone else. This is especially true if these parties are directly impacted by the change.

What Should a Promotion Announcement Include?

Depending on the business, an announcement letter can include a variety of elements. The tone of the email should be friendly but professional. In terms of length, it’s important to include the right details, but the email shouldn’t be a novel, either.

Ultimately, what is included in your promotion announcement will be based on the size of your company, as well as the culture and any previous customs surrounding this sort of news.

Name of Employee Being Promoted

Identify the person receiving the promotion by name — this is perhaps the most crucial detail of a promotion announcement. Make sure their name is spelled correctly! Mention the employee’s first and last name to avoid any confusion.

Current Position of Employee Being Promoted

Including the current position of an employee is crucial because it lets other employees know that internal growth is possible. If the promoted employee’s current position hasn’t been filled yet, identifying it also notifies employees of a potential new opening they can apply for and advance to. Have HR officially announce the new opening in a separate email.

New Position of Employee Being Promoted

After you identify the promoted employees’ current position, explain their new position and what it entails. This makes other employees aware of the work the promoted employee will be handling, for future reference.

You can highlight specific projects or assignments the employee will be assigned to, as well as the team that they’ll be a part of. If the new position is supervisory, include this detail as well. This lets other employees know what they can expect.

Include as much detail as you can about the employee’s new role, making sure to connect the duties of their job to the company’s overall mission and goals. This letter is an opportunity to inspire employees, so take full advantage!

Promotion Effective Date

It is beneficial to include the date that the promotion becomes effective. Since you’ve been working with the human resources department to initiate this change, they should already be aware of when it will take place. Your announcement will benefit anyone else who doesn’t know what’s going on yet. Including the effective data of the promotion gives anyone impacted by the change time to adjust.

Congratulatory Note

Aside from announcing the position, you should recognize the employee’s accomplishment with a brief congratulations. Express pride on behalf of the company and confidence in the team’s ability to succeed with the employee in this new role. This detail is extremely important, as it is good for morale and showcases that the company supports employee advancement.

Promotion Announcement Samples

Below, you’ll find a sample promotion announcement letter you may send to your company. Simply copy and paste into your email or Word document and edit the details accordingly.

Subject: [Employee Name – New Position.]

I am pleased to announce the promotion of [Employee Name] from [Old Position] to [New Position]. [Employee Name] has been with [Name of Company] for [X years] and has worked in [Names of Departments/Positions]. S/he will be gaining these new responsibilities:

[Responsibility.]
[Responsibility.]
[Responsibility.]

During her/his tenure here, [Employee Name] has implemented protocols that have improved the efficiency of our company and has frequently been recognized for outstanding achievement.

Please join me in congratulating [First name] on their promotion and welcoming them to the [Name of Department].

Remember to keep your promotion announcement professional, clear, and concise. Follow these tips to ensure you inform your company about an employee’s promotion in the best way possible.

An employee promotion is an important event that demonstrates the dedication, skill and leadership potential of your organization’s strongest staff members. As a company leader, you may consider writing a clear, professional employee promotion announcement to inform your organization and its clients and celebrate a staff member’s achievements. In this article, we explore what an employee promotion announcement is, how to write one and a sample announcement to help you write your own.

What is an employee promotion announcement?

An employee promotion announcement is a message given to each employee in a company to let them know about the promotion of a colleague. The announcement is often used to encourage employees to celebrate their coworker’s achievements and congratulate them on the new role.

These announcements are often made formally and professionally via email or an internal memo, sent by letter, posted on a bulletin board or delivered verbally at a team meeting. As a physical document, they may also be referred to as a job promotion announcement or a promotion announcement letter. The company’s external clients should also receive an announcement about an employee’s promotion is working with them.

How to write an employee promotion announcement

You can use the following steps to write an employee promotion suitable for any delivery method and a variety of workplace settings.

  1. Select your delivery method.
  2. Address the audience.
  3. Introduce the promoted employee.
  4. Explain the reason for the promotion.
  5. Detail the employee’s new responsibilities.
  6. Congratulate the employee.
  7. End on a call to action.

1. Select your delivery method

Promotion announcements can be delivered through a variety of channels. Consider the most effective and efficient way to send the announcement, such as via:

Email

A promotion announcement sent by email may be the best option if your company is large and employs people across several departments. You may also consider this option if you also want to inform outside clients about the promotion or you want to ensure everyone has an official record of the promotion announcement.

You may consider this method if you have a company-wide message board to publicly post announcements. It can also be included as a brief mention in a company newsletter to employees and invested external parties.

Letter

This method may be appropriate for larger companies who want to more formally announce the promotion. This method may also be reserved for promotions in executive or leadership positions.

Speech

This method may be best for a small company where everyone works in the same office, attends a weekly team meeting or if you want to maintain your organization’s informal culture while also being professional.

Online announcement

If you have a company website or another online portal to display public messages, consider a mass announcement in this method. It can also be combined with any of the other methods that may reach certain people.

2. Address the audience

Whether you decide to write or verbally announce the promotion to your team, be sure that the message encompasses everyone. “Dear All” or “Dear [ Company Name ] Staff” are appropriate salutations to address a large team in an email regardless of the organization’s size.

In the event you announce the promotion of your colleague in-person, gather the entire team in a centralized location for the announcement. If your department consists of yourself and another employee, schedule a meeting with them to discuss what they will be doing in their new role and how they will assist both of you. You should also send them a memo that includes the information given if you decided to meet with them in person.

3. Introduce the promoted employee

After you address the audience, begin your announcement by introducing the employee with their full name, current job title and new job title. Consider saying that you’re “pleased,” “honored” or “excited” to announce the employee’s promotion. Using these polite and positive words can demonstrate your appreciation for the employee’s hard work.

Consider detailing how long the employee has worked for the company and the department. This information can provide the necessary context to those who may not be familiar with the employee in addition to illustrating the employee’s history with the company.

4. Explain the reason for the promotion

Next, showcase the employee’s past accomplishments and summarize their achievements, major projects and integral wins that have benefited the company. It’s helpful to add performance metrics to provide a better understanding of how they earned the promotion. These details prove the employee’s hard work and are also other reasons to celebrate their success.

5. Detail the employee’s new responsibilities

After discussing their previous contributions, provide more details on what the employee will be doing in their new position. Consider outlining some upcoming projects, specific tasks they’ll be handling now or any other relevant information on their updated duties. This information can show the employee’s progression to advanced work in addition to updating others on who they may be working or communicating with.

6. Congratulate the employee

The end of the letter is the chance to formally congratulate them for their years of service to the company and the hard work put in to improve the team. The key is to give the employee confidence to begin their new role and to boost their morale knowing they have encouragement from upper management.

7. End on a call to action

Encourage team members in joining you in wishing them the best of luck and to their future success. It’s crucial for a team to support their promoted colleague because the team’s success may depend on this new leadership role.

Employee promotion announcement sample

The following employee promotion announcement sample can be sent as a letter, email or memo. You can customize it to fit your needs as well as transform it into an announcement speech to give at a team meeting.

I’m pleased to announce the promotion of Jeff Sanderson from Senior Sales Associate to our new Regional Sales Director. Jeff has worked for our company for more than 10 years and has been an invaluable member of our team.

He has demonstrated his innovative skills over the course of the last decade and into his new management role. Jeff has been a catalyst in the creation and the launching of our new sales database and has shown his commitment as specialist and as a manager.

During his time with the sales team, Jeff has signed three new client contracts this quarter and has been at the forefront in implementing practices to bolster lead generation efforts with the marketing team. In his new role, he will oversee the entire sales staff and lead generation efforts to drive in new clients. He will also take over the duties of Phil Shepherd, who is retiring next month.

For any inquiries about what Jeff’s new position entails and its correlation with your working relationship, please feel free to contact me.

I hope you’ll join me in congratulating Jeff on his outstanding contributions to his department and this organization, and we’re wishing him the best of luck in his future position.

When it comes to promoting an employee, you might have had to make some tough decisions, and rightly or wrongly some people might feel jealousy or resentment.

A promotion announcement done in the right way should quell those negative feelings and shed light on why the promoted employee deserves it.

To Say it or Send it?

There are two typical methods of announcing a promotion: by email or in person. The method that’s right depends on the size of your company/department. And, hey, you might want to use both means.

Before you choose a method, though, make sure you’re aware of the procedures and channels that your company usually goes through.

But before you send that all important email, make sure you’ve done these 4 essentials:

  1. Finalised a new job title and the finer elements of the new job (and that the promoted employee is happy with these).
  2. Forewarn your employee of when and how you’re choosing to make the announcement.
  3. Ensure key staff at a higher level, IT and personnel teams are aware of the promotion and that everyone has agreed on it.
  4. Write down why they deserve this promotion. Identify the key qualities, skills, experience, training, and achievements that make this employee suitable for the promotion.

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Announce It via Email

Perhaps the best method is to announce a promotion via email. An email is an official record of the announcement. And it gives employees a place to digest the news privately and come to terms with it (this is pretty useful if they were hoping for a promotion themselves).

It’s also natural that your employees are going to want to discuss this news (and they will). So make sure you list concrete reasons in your email which explain the promotion. This quells resentment or jealousy and prevents speculation and office gossip.

Now, with that aside, use the email to celebrate the employee’s achievement. This is a time to make them feel valued. Frame the promotion in a positive light and use the announcement to review their achievements, projects, and the successes where they’ve been integral.

In your email, you should:

  • Provide a point of contact for other employees to direct questions to.
  • Ask employees to join you in congratulating them.
  • Review the achievements of the promoted employee and how long they have worked at the company.

How to announce a promotion

Promotion Email Template

So, if you want to know what a good (albeit formal) email looks like, here’s one I just made up. If your culture has personality, inject some in.

It is pretty formal, so if you have a relaxed company culture, inject some personality in. Do what’s right for you – just make sure you’ve said everything you need to.

I’m pleased to announce the promotion of Harry Fitzpatrick as our new Head of Development. Harry has worked for our company for eleven years and has been an invaluable member of the development team.

He has brought huge levels of innovation and been a valued member since his early days as a graduate to his move into management. Harry has been highly influential in the creation of our new product line and has continued to show an exemplary commitment to his role as an innovator and manager.

During his time in the development team, Harry has led three huge projects to completion and has been at the forefront of moves to streamline the process of product development as well as implementing systems to coordinate with marketing. In his new role, he’ll take the sole lead in coordinating and communicating with marketing to push our new range of products. He will also take over the duties of Ron Grundy who as we know is retiring in three months’ time.

For any queries about what Harry’s new position might mean in terms of your working relationship, please don’t hesitate to direct any of your questions to me.

I hope you’ll all join me in congratulating Harry on his outstanding performance and wishing him the best of luck in his future position.

Say It in Person

If you have a regular department meeting, you might want to take that opportunity to inform your staff. This should be brief and follow a similar format to how you might inform employees via email.

So, if that email was a promotion announcement, it might sound a little something like this:

“Before we all get on, I have an announcement that I’m delighted to make. I’m very happy to inform you that Harry Fitzpatrick, our current Development Manager, has been promoted to the position of Head of Development.

This well-deserved promotion comes following his management of three phenomenally successful projects and the triumph of his implementation project that helped increase coordination and communication between our department and marketing.

I’ll be sending an email round this afternoon that includes more details about the promotion.

In the meantime, I hope you’ll join me in finding time this week to congratulate him. And if you have any questions, please don’t hesitate to email me or come talk to me in my office.

After you’ve made an announcement in person, it’s still good to follow it up in an email and add more details there.

When or if you make the announcement in person, look out for negative behaviour. It might be a good idea to schedule one to ones with anyone who you feel might have concerns. But don’t do this in front of everyone!

How to announce a promotion

A promotion is a goal that employees work extremely hard for. And the promotion of one employee can create resentment and jealousy in others. Getting the announcement right can ease these feelings and reinforce the idea that in your business those who work hard achieve their careers goals. Get it wrong and you could foster office gossip and bitter colleagues.

GUIDELINES

  1. Announce the promotion of the employee.
  2. Include some details about the employee’s stay in the company (the length of stay, achievements, etc.)
  3. End in an optimistic tone.

SAMPLE LETTER

[Subject: Normally bold, summarizes the intention of the letter] -Optional-

Dear [Recipients Name],

We are happy to announce that Ms. Carole Charles is now promoted to the position of Senior Sales Manager.

Carole has been with our company for three years and has continually shown her skill in the various positions which she has handled. She is a responsible team leader, and an exceptional team player and we have learned to expect nothing but the best from her in all of the work that she does.

[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] – Optional –
cc: [Name of copy recipient] – Optional –

Letter announcing a promotion. Sample letter.

Further things to consider when writing announcement letters to employees

How to announce a promotion

Announcement Letters

Announcement letters are letters that notify or give information about a certain occasion, special event, or occurrence that people are required to be aware of. They could be for a concert, a special sale, or even a graduation party. Announcement letters are usually informal and state clearly and concisely what the event/occasion is and what further actions the recipient should take. Announcement letters can be used in many personal and business situations. In personal situations these letters may be used, for instance, to announce a birthday, death, wedding, or graduation. In the business world, such letters may be used to announce a new policy, change in management, financial summaries for investors, grand sale, or actions against a customer due to nonpayment.

Announcement letters should be written in a straightforward manner stating all the necessary facts. Clearly state why you feel the occasion is important. If you are delivering bad news, be optimistic for the future. Bold and highlight the points that need focus so that the content is clear to the reader. Add any information which you think your reader might want to know and do not miss out any important detail. End the letter on a positive note.

Letters to Employees

Letters to employees are letters written to individuals who work for an organization or for another person. If you are an employer or manage a group of employees, the chances are that you will have to write to the employees at some point. It could be an introduction letter to introduce a new product or service to salespersons, a rejection letter to turn down an employee’s request for a promotion, or a thank-you letter to thank an employee for his/her hard work. You could also write a termination letter to fire an employee for his/her poor performance. Whatever the reason for your writing, the letter must be formal and professional.

All letters to employees must be addressed with the proper names of the recipients. But if your message is intended for all employees in general, you can address your letter as “To all employees”. State the purpose of the letter. Convey your message briefly but clearly, highlighting all the important details. If the issue that you are writing about requires further explanation, make sure to offer your explanation in a way that the recipient can easily understand. Wrap it up with a positive note or a call to action.

How to announce a promotion

A promotion announcement email is an official correspondence which details the promotion of an employee in an organization and informs every staff member of the same. Such emails are typically circulated by the HR Manager and include certain key points.

While the employee being promoted might already be aware (due to evaluations and interviews), the email can also be addressed to him/her with the rest of the staff copied. Or you could simply send the email out to everyone in your workplace.

Here we will show you how professionals write promotion announcement emails and also provide you with a sample and a template you can follow.

Tips for Writing a Promotion Announcement Email

  • Keep the email to the point and maintain a cordial tone
  • Congratulate and appreciate the employee who has been promoted
  • Let other employees know about the promotion and also convey any changes in the hierarchy or responsibilities
  • Clearly mention all designations to prevent any confusions
  • Invite any questions or concerns before ending the letter

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Instructions

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Sample of Promotion Announcement Email

To: All Employees
Subject: Promotion of Mr. John Robert to Business Development Manager

We are pleased to announce the promotion of Mr. John Robert to the position of Business Development Manager, effective May 29, 2014.

In this new position, Robert will be reporting directly to Chief Executive Officer of XYZ Private Limited.

As you all know, Robert has been with us for the past 12 years, performing outstandingly in the Marketing Department. During this tenure, he has also held the positions of senior sales manager and marketing executive. His colleagues know him for his decision making abilities and team player attitude.

Robert’s new responsibilities will be focused on the coordination, development and implementation of processes necessary to ensure the successful launch of XYZ Private Limited’s products in the market. His primary directives will be to monitor and manage the movement of products and maintain a high level of quality control standards for the company.

Congratulations Robert! We anticipate many more successes in your new position.

Andres Mason
Human Resource Manager
XYZ Private Limited
123 North East Lane
Alpharetta, GA 3456
(770) 1223-89494 (Office)
(770) 4826-28496 (Fax)

Template of Promotion Announcement Email

To: [Email Address of Recipient/Promotee]
Cc: [Email Addresses of Recipients]
Subject: Promotion Announcement for [Name of the employee who has been promoted]

Dear [Name of Recipient/Promotee],

It is a great pleasure to inform you that you have been promoted to the position of [New Designation], effective [Effective date]. In this new position, you will be reporting directly to [Name of supervisor].

This promotion is a result of the excellent work you have done for [Name of the organization]. The management is very confident that you will get into the thick of things quickly and learn the ropes of your new position to contribute to your department’s effectiveness and the company’s growth.

In this new position, you will be [mention all the new responsibilities and duties of the promoted employee].

Congratulations on your achievement and wish you all the very best in coming years.

[Yourl Name]
[Your signature]
[Company Name]
[Company Address and Contact Information]

How to announce a promotion

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It can be difficult to know if the announcement of a promotion will bring genuine praise from co-workers or pangs of jealousy. Emphasizing the promoted employee’s accomplishments when talking to staff can help to show why the person has been chosen for a higher position and bigger responsibility. If executed correctly, the talk can also serve to motivate staff and confirm that greater opportunity within the company is available for those who earn it.

Announce the promotion in accordance with company policies. For example, if promotions are usually revealed at staff meetings, then continue to follow this protocol. Avoid holding a special meeting to publicize the change in positions.

Talk to the staff about the promotion in a positive and optimistic tone. Keep the announcement brief, and avoid showing favoritism to any particular staff member. Use the promotion as an opportunity to generate excitement among the employees and to show that hard work pays off.

Prepare a statement in advance regarding the promoted employee’s work history. Summarize the path that the employee took to this particular promotion to show that she has the proper qualifications and experience to perform her new job. This can help to negate any negativity and prove to the staff that the promotion was well deserved.

Highlight several accomplishments or give a few examples of how the promoted employee went above and beyond her job duties to contribute to the company. For example, tell how the employee would often offer to assist other departments that were understaffed, or that she volunteered every year to organize the company picnic.

Look out for any negativity or disgruntled feelings from other co-workers. There may be people on staff who do not feel the employee deserved the promotion, or who think that they were passed up for the position and are therefore angry at the announcement. Talk with these people in private on a one-to-one basis, rather than addressing their feelings in front of the entire staff.

Reiterate the importance of teamwork within the company and that one employee’s step forward is a positive sign of the productivity and progression of the company. Affirm that mutual support benefits the company as a whole.

Congratulate the employee who is being promoted on his work and accomplishments. State that you are looking forward to a bright future for everyone in the company.

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.

How to announce a promotion

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

From:
Name of Authorized Person

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.

Sample #2
To,
Name of Recipient (Example: Production Team)

From:
Name of Authorized Person

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.
In this new position Amy will be in charge of hardware testing for industrial equipment. She will be responsible for researching and developing new technical products, that includes various projects with subcontractors and suppliers.

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.