Sample text in [brackets], replace with yours · HR & Office Templates
Promotion Letter Template (Word & PDF)
Congratulate an employee on a promotion and confirm the new designation, responsibilities and salary.
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Free for personal and commercial use · No watermark · Updated October 2026
Guide
About this promotion letter template
A promotion letter is both a thank-you and a record. It should say what the employee achieved, what their new designation and responsibilities are, who they report to, and how their salary and benefits change, from a clear effective date. This template covers each point in a warm, professional tone, and asks the employee to sign and return a copy.
How to write a promotion letter
- 1
Click "Edit online", or download the Word file.
- 2
Enter the current and new designation, department and effective date.
- 3
Name one or two specific achievements that earned the promotion.
- 4
List the main new responsibilities, the new manager and the revised salary and benefits.
- 5
Print on letterhead, sign it, and keep a copy signed by the employee on file.
Tips for promotion letters
Be specific
"Grew your team's sales by 30%" means more than "for your hard work".
Confirm the money
State the new salary in figures. If there is no raise yet, say when it will be reviewed.
Announce it after
Give the letter privately first, then announce the promotion to the team.
Update the records
Change payroll, the org chart and email signature from the effective date.
