WHAT TO SAY · PAY AND PROMOTION
How to tell an employee they did not get the promotion
People remember how they were told far longer than the decision itself. Tell them before anyone else knows, give the real reasons, and spend most of the conversation on what happens next.
Before you start
- Tell them yourself, before the announcement, never by email.
- Know the specific reasons and what would make them ready.
- Leave time: they may want to talk now, or later.
The script
- OPEN WITH
[Name], I wanted you to hear this from me first. You did not get the [role] promotion this time.
I know you wanted it, and I am sorry this is not the news you hoped for.
The main reason was [specific gap, for example leading larger projects end to end]. It was not about effort.
Here is what I think would make you ready: [one or two concrete things].
Would you like to talk about a plan now, or take a day and come back to it?
Replace the [brackets] with real details. Say it in your own words; the structure matters more than the exact wording.
If they say…
“So what is the point of trying?”
I understand that feeling. I want you to grow here, and I will back you with [project or support]. Let us make the plan specific.
“Why did [colleague] get it?”
I cannot discuss their review. I can be completely open about yours.
What to avoid
- Vague reasons like "not quite there yet".
- Promising the next one.
- Comparing them with the person who got it.