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FREE TEMPLATE · HR LETTERS

Promotion letter template

Make a promotion official and personal: the new title, effective date, new pay and reporting line, and why they earned it.

The details

This letter

[Company]
13 November 2026

Private and confidential
[Employee name]

Dear [Employee,

Promotion to [new job title]

Congratulations! I am delighted to confirm your promotion from [current title] to [new job title], with effect from [date].

All other terms of your employment remain unchanged. We will talk soon about your goals and the support you need in the new role.

Well deserved, and thank you for everything you bring to the team.

Yours sincerely,

[Name]
[Job title]
[Company]

  • ! Still to fill in: Company, Employee’s full name, Their job title, Signed by, Signer’s job title, New job title, Effective date.

Before you send it

  • Tell them in person first, then send the letter the same day.
  • Name specific achievements. It tells the rest of the team what good looks like.
  • Plan the first 30 days in the new role together.

A starting point, not legal advice. Check your contracts and company policy, and ask HR or a lawyer if you are unsure.

THE GUIDE

Making a promotion count

A promotion letter makes it official. The conversation, and the support in the first months, make it work.

After the letter

  • Announce it to the team, with why.
  • Agree a 30-day plan for the new role.
  • Hand over old work properly so they are not doing two jobs.
  • Check in weekly for the first month.

Frequently asked questions

Yes, if pay changes. Put the new amount and the date it starts, so there is no confusion at payroll time.

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