How to write a letter for promotion (with examples)

By Indeed Editorial Team

Published 11 November 2022

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Writing a high-quality letter for promotion is a vital step towards advancing your career. A quality and well-timed letter is a good way of increasing your chances of earning a promotion, highlighting the value you can deliver for a company and demonstrating your ability to succeed in your future with a company. By positioning yourself as a viable candidate, you're able to strengthen your argument for receiving a promotion. In this article, we explain how to write a letter for promotion, discuss what a promotion letter is and provide an example to use when writing your own.

What is a letter for promotion?

A promotion letter is a written document for your manager that explains why you feel you deserve a promotion. The letter describes why you feel you deserve a promotion, the position you'd like to earn from your promotion and any successes that provide context for your promotion. Writing a letter for promotion at the right time is vital for increasing your chance of earning a promotion, especially as most managers value initiative and the opportunity to explore any successes that act as evidence.

Related: How to ask for a promotion at work (and get it)

How to write a letter for promotion

Writing a successful letter for promotion plays a huge role in your potential to earn a new role. Below are some of the most important elements to consider on how to write a letter for promotion:

1. Find the right time to send it

Before you consider sending a letter for promotion, identify whether it's the right time to do so. You don't want the letter to be a surprise for your manager and you may initiate a conversation and describe your intentions before you send the actual letter. Speak to your managers about how you want to expand your skills, what you want to earn during your career and how you might use your strengths to support your development and advancement. If you haven't had these conversations with a manager yet, set these foundations first before you start.

If you've had measurable successes in your role, including achieving various targets and receiving recognition for your work, it might be time to consider writing a letter for promotion. Once you send your letter, take the time to communicate with your manager and expand on how you might contribute further to your own promotion. This allows you to answer questions about your promotion that your manager might have and go over your letter in finer detail.

Related: How to show a promotion on your CV (with examples)

2. Use a professional tone throughout

Regardless of the relationship you have with your supervisor, use a professional tone throughout the email as it's a professional document. Use a formal heading or subject line that includes major details such as contact information, your name, position and the date. This ensures that your supervisor has all the details to hand if they record your request in official administration. If you decide to write an email, use a concise and clear subject line such as ‘promotion request'.

Related: How to be promoted to manager (with tips to help your case)

3. Describe your request

This is the reason for creating your document and details your request for a promotion. Spend most of your time preparing this section and ensure that it clearly and concisely details your wishes in terms of a promotion. For example, you may start the main body of the document by describing your current role and the role that you're looking to fill. It's critical to outline your intentions as early as possible so that the rest of the document provides the right context and experience to create a compelling argument.

Related: Most common promotion interview questions (with examples)

4. Lay out your qualifications

Once you explain the role that you're looking to fill, use the rest of the document to describe any qualifications, past achievements or skills you have that apply to the new role. Explore the skills that make you right for the position, describe any clear achievements and detail successful projects completed during your current position. Some of the key elements to achieve within your letter for promotion include:

  • the time you've spent in the company

  • the experience you have relating to the new position

  • any qualifications or skills you have that relate to the new position

  • projects you complete that have a clear impact

  • why you might excel in the new position

  • an explanation of why you're thankful for the opportunity

5. Consider how you might fill your current role

If you apply for a promotion, there is another vacancy that the manager has to consider. You may offer to help recruit a new employee for the position or train a new recruit to ensure that the onboarding process is as easy as possible. This approach also highlights leadership, organisation and business skills, which may contribute to the overall decision. Remember to consider the workload associated with your new role and how that may affect your ability to assist the company with a new hire.

Related: How to negotiate a promotion salary increase (with examples)

6. End the letter professionally

Once you finish your letter, use the closing paragraph as a way of finalising your request and also expressing gratitude for the opportunity. Complete the letter by reinforcing your reasoning for promotion and reinstating that you're open to any other requisite communications, such as an informal chat or a formal interview for the position. End the letter with a sign-off such as ‘Sincerely,' or ‘Kind Regards,' to maintain a professional tone.

Related: How long should you stay at a job with FAQs and explanations

Letter for promotion template

A sample letter for promotion template:

[Full name]
[Job title]
[Contact information]

[Date]

[Recipient's Name]
[Recipient's Title]
[Recipient's Contact Information]

Dear [Mr/Ms last name],

I'd like to thank you for taking the time to read this document. The reason I'm writing is to formally request a promotion from the position of [current job title] to [desired job title]. I have been working towards this opportunity and I'm ready for this next challenge. I also believe I have had enough success in my current role to be considered for the promotion. During my time in this position, I have [briefly describe accomplishments and support with quantitative data]. While I'm proud of these achievements, I also realise that I'm part of a team and I appreciate this opportunity to advance while remaining grateful for the company's support of my career so far.

I realise that my [desired job title] requires a unique set of skills and more time allocation. I feel I have the abilities and qualifications to fulfil these responsibilities, demonstrated by my [situation that highlights skill set]. Also, having worked in this company for [number of years], I have a good idea of how the company operates and the long terms goals they have. If I received this promotion, I realise that there would be a vacant position. I'd gladly help this transition by providing training for the person who assumes my prior role, whether a colleague or a new hire.

Once again, I appreciate the opportunity for this promotion and thank you again for your consideration. If you have any further questions, I'd be happy to set up a meeting.

Kind regards,

[Your name]

Related: Q&A: What average annual pay rise can you expect?

Letter for promotion example

An example letter for promotion to help you write your own:

Jeromy Creme
Marketing Manager
jeromy@email.com
01234 567890

01/08/2022

Mrs Claire Peel
Managing Director
claire@email.com

Dear Mrs Peel,

Firstly, I'd like to thank you for taking the time to read this document. The reason I'm writing is to formally request a promotion from the position of Marketing Manager to Marketing Director. I have been working towards this opportunity and I'm ready for this next challenge. I also believe I have had enough success in my current role to be considered for the promotion. During my time in this position, I have increased our lead generation by 30% and our lead qualification rate by 15%, resulting in a significant increase in revenue whilst remaining within budget. While I'm proud of these achievements, I also realise that I'm part of a team and I appreciate this opportunity to advance while remaining grateful for the company's support of my career so far.

I realise that the role of Marketing Director requires a unique set of skills alongside more time allocation. I feel I have the abilities and qualifications to fulfil these responsibilities, demonstrated by my ability to lead a team, create new marketing strategies and accurately report on long-term successes. Also, having worked in this company for 5 years, I have a good idea of how the company operates and the long terms goals they have. If I was successful in this role, I realise that there might be a vacant position. I'd help this transition by providing training within the role, whether it is a colleague or a new hire.

Once again, I appreciate the opportunity for this promotion and thank you again for your consideration. If you have any further questions, I'd be happy to set up a meeting.

Kind regards,

Jeromy Creme

Disclaimer: The model shown is for illustration purposes only, and may require additional formatting to meet accepted standards.

Explore more articles