How to write a promotion letter (with template and example)

By Indeed Editorial Team

Published 5 September 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.

During your career, you may reach a point where you feel that it's the right time to advance. Career advancement involves earning extra qualifications, gaining new skills, having a conversation about a promotion with your superior and writing a promotion letter. Learning how to write a promotion letter highlighting the qualities that make you suitable for the new role can help you impress your manager and increase your chances of securing the promotion. In this article, we define a promotion letter, outline how to write one and provide a template and an example to help you draft yours.

What is a promotion letter?

A promotion letter is a document you submit to managers for consideration when seeking a job promotion. You can submit it as a physical copy or via email. Before drafting this letter, it's essential to have a conversation with your manager to discuss when and how they'd prefer you to submit it. A promotion letter usually contains:

  • a header with your name and contact details

  • an introduction explaining the letter's purpose

  • a body addressing the qualifications and accomplishments that make you suitable for a promotion

  • a paragraph explaining how you can help fill your existing role

  • a call to action requesting the next steps in the process

  • a professional closing and signature

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

How to write a promotion letter

To understand how to write a promotion letter, it's helpful to search online for templates and samples to view the different formats you can use. Review the language in these examples to understand how to maintain a professional tone. Consider the following steps when writing your promotion letter:

1. Consider the timing

It's essential to send this letter at an appropriate time and when your manager expects it. Engage in conversations that show your interest in a promotion. Ask your manager what skills, certifications and qualifications you require to advance your career. Consider these conversations as an informal performance review and use them to improve your capabilities before requesting a promotion. If your manager considers you qualified, this is the ideal time to submit your letter. You can request a meeting with your manager to discuss specific aspects of the promotion.

Related: What is a job promotion? (Plus types and how to get one)

2. Include a formal heading

If you're submitting a printed copy of the letter, create a formal heading that includes your name, current job title, phone number, email address and the date. Following this, add the recipient's name, job title and contact details. If you're submitting the letter via email, include an informative subject line, such as Promotion letter. After the heading, include a greeting and address your manager using their title and surname.

Related: How to start a professional letter

3. Introduce your request

After your greeting, write a short statement explaining the purpose of the letter. Mention that you're requesting a promotion and include the title of the job you want. Add a statement that addresses why you believe this is beneficial for you and the company.

4. List your qualifications

Include one or two paragraphs that focus on your interest in the promotion and highlight your qualifications. Document the length of your employment with the company and emphasise your loyalty. Explain how your experience in previous and current roles has prepared you for advancement. If you have relevant certifications or degrees that qualify you for the role, consider highlighting them.

List any significant accomplishments you've achieved in the company and use metrics to quantify them. Outline them in bullet points to improve readability. Explain how your promotion can improve the company. Express gratitude for the time your manager takes to guide and train you and the opportunities they give you.

Related: Show hiring managers that you're ready to work

5. Offer suggestions for filling your current role

Include a short paragraph stating that you recognise the promotion means a vacancy in your current role. Suggest employees who you know can handle the job or offer to seek new additions to the team and conduct interviews. You can also offer to train the person who replaces you. This demonstrates leadership skills, which may be a quality your manager values in the role you're seeking.

6. Add a closing statement

Write a closing statement that thanks your manager for considering you for the promotion and reiterates your interest in the new role. Mention that you're looking forward to their response and ask for instructions on the next steps in the process, such as attending an interview or submitting your resume. End the letter with a polite closing, such as sincerely or kind regards, then add your name and signature.

Related: How to write a thank you message for your boss (with examples)

7. Proofread and submit your letter

Proofread your letter to look for any grammatical or spelling mistakes. Ensure that it has a professional and polite tone. Check your contact details and the metrics you used to quantify your accomplishments to ensure their accuracy. Use a legible font, such as Arial or Calibri, at font size 11 or 12. Finally, print the letter and put it in an envelope or send it via email.

Related: What is an official letter format? (And how to write it)

Promotion letter template

Here's a promotion letter template to help you draft yours:

[Your name]
[Your current job title]
[Phone number] | [Email address]

[Date]

[Recipient's name]
[Recipient's job title]
[Recipient's contact information]

Dear Mr/Ms/Mrs [Recipient's last name],
I hope this letter finds you well. I'm writing to request a promotion to [job title]. I believe that my [number of years] of experience in this company has prepared me for this role and that my achievements make me a suitable and reliable candidate.

During my employment in this company, I've achieved the following accomplishments:

  • [Accomplishment plus numerical value or explanation]

  • [Accomplishment plus numerical value or explanation]

  • [Accomplishment plus numerical value or explanation]

  • [Accomplishment plus numerical value or explanation]

  • [Accomplishment plus numerical value or explanation]

I understand that this new role is more demanding and requires skills such as [skill]. I believe that my [certification] and experience performing [responsibility] qualify me for this position. I'm passionate about this company's success and want to contribute to it through this promotion.

I'm proud of all my accomplishments, but I also recognise that I wouldn't be where I am today without your training, advice and mentorship. I want to take this opportunity to thank you for your guidance and support.

I realise that the promotion would lead to a vacancy in my current position, so I'm willing to do what I can to ease the transition. I can recommend a suitable candidate to replace me and train them for the role.

Thank you for considering me for this promotion. Please inform me if there are any requirements for the next steps, such as an interview. I look forward to your response.

Yours sincerely,
[Your name]

Promotion letter example

Here's a promotion letter example to guide you as you write yours:

Frank Taylor
Sales representative
+44 (0)7553 635388

23 July 2022

Wendy Thompson
Marketing and sales manager
+44 (0)7534 821645

Dear Mrs Thompson,

I hope this letter finds you well. I'm writing to request your consideration for a promotion to the open role of assistant marketing and sales manager. I believe that my five years of experience in this marketing agency and my achievements make me a suitable candidate for this role.

During my employment, I've achieved the following accomplishments:

  • Designed effective marketing strategies for company products that led to a 20% increase in sales

  • Gathered customer feedback and reported my findings to the production team, which led to significant improvements in product X

  • Participated in five projects and developed successful launches for over 15 campaigns

  • Trained new employees on using several marketing and data analytics tools

  • Adjusted our key performance indicators to increase sales quotas

I understand that this new role is demanding and requires leadership and managerial skills. I believe that my leadership training certificate and experience in training marketing interns qualify me for this position. I'm passionate about this company's success and want to contribute to it through this promotion.

I'm proud of all my accomplishments, but I also recognise that I wouldn't be where I am today without your training, advice and mentorship. I want to take this opportunity to thank you for your guidance and support.

I realise that the promotion would lead to a vacancy in my current position, so I'm willing to do what I can to ease the transition. I can recommend a suitable candidate to replace me and train them for the role.

Thank you for considering me for this promotion. Please inform me if there are any requirements for the next steps, such as an interview. I look forward to your response.

Yours sincerely,
Frank Taylor

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

Related:

  • Most Common Promotion Interview Questions (With Examples)


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