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Do you feel like someone in the company has given so much that he/she needs a raise? Do you feel like that person has already earned a promotion? If you answer ‘yes’ to both questions, the you should write a promotion letter. Writing a simple letter may not automatically give that individual a timely promotion, but it is the first major step in helping him or her achieve that goal.
To help you create a promotion letter, we have provided some templates and examples which you can download for free. We also included some very simple tips in helping you create an effective promotion letter.
The elements of a promotion letter is similar to any other business letter. Listed below are the elements of a promotion letter:
1. Heading: The heading comprises of the sender’s personal information such as his or her name, position or designation in the company, contact number, and email address. The format of the heading should be as follows: date, two or three spaces, name of sender, job position or designation of sender in the company, contact number, and email address. It’s also a good idea to use a professional letterhead instead.
2. Inside address: This refers to the address of the company or where the letter will be submitted. If you will be submitting the letter to an office in another location, then list it down in the inside address. This should be specific, even though you already know beforehand the location where you will be sending the letter.
3. Greeting: Writing a greeting is really simple, but using the wrong greeting can oftentimes result in your letter getting ignored or rejected. The greeting is also called the salutation. Use these greetings in your promotion letter: Dear Mr. or Ms. (surname), Dear (title) (surname), or Dear Sir or Madam. You can also use Good Day Mr. or Ms. (surname) or To whom it may concern but the latter should be used sparingly.
4. Body: The body is the most important part of the letter. All of the details of the promotion letter should be listed in the body, including the name of the employee to be promoted, position in which the employee will be promoted to, purpose or reason of the promotion, performance review of the employee, productivity review, as well as peers and supervisor review.
5. Complimentary close: The complimentary close is basically the greeting at the end part of the letter. It acts as the closing statement or phrase before you write your name. Again, maintain a level of professionalism for the complimentary close. Here are some examples of complimentary closings you can use for your promotion letter: Sincerely, Regards, Sincerely yours, Best regards, Best wishes, and Yours truly just to name a few.
6. Signature line: The signature line follows directly after the complimentary close. This section is only composed of the sender’s signature and full name. Using a handwritten signature will be more formal compared to a digital signature. As for the name, it should be listed down together with the title (if applicable).
Here are the steps to writing a good promotion letter:
1. Draft the letter: Before you start writing the letter, you should first create a draft. You can create the draft in a separate sheet of paper or in a word processor software such as Microsoft Word, Open Office, or WPS Writer. It is much better to to write a draft first so that you can organize your thoughts as well as the structure of the promotion letter.
2. Gather necessary information: Before you start creating the promotion letter or even before you start creating the draft, you should gather the necessary information. This includes the name of the recipient, job position or designation, department he or she is assigned to, and his or her email address and/or contact number. The information is vital since you will be addressing the letter to a specific person, and not just a random person working in the company. Be sure to gather information about the said employee to help support the body of your letter as well.
3. Focus on the body: The body is the most important part of the promotion letter. That is the reason your focus should be on writing the details of the body. Limit the body to only two paragraphs as you want to go directly to the point regarding the promotion. If you can squeeze everything in one paragraph, then the better.
4. Affix your signature: After writing the body as well as the complimentary close, you can now proceed to the last part of the promotion letter which is the signature line. Take note, it is much better for the signature to be handwritten as opposed to using a digital signature due to formality reasons. This should be added just above your printed name.
Here are simple tips you can utilize to create an excellent promotion letter:
1. Use the standard business letter format: The elements listed above is the usual format used for formal letters, promotional letters included. Make sure the heading, inside address, greeting, body, complimentary close, and signature line can all be found in the promotion letter. If one element is lacking, the effectiveness of the promotion letter will decrease dramatically and will even result in the recipient completely ignoring your letter.
There is no need to include the home address as you are only sending the letter from within the company. The current date or date when the letter will be given out should be listed on the very top of the promotion letter, before the personal information.
Don’t forget that you are addressing the letter to a person, specifically the individual in charge of giving out the promotion, so list down his full name, title, and the department he is assigned to. The letter format for the inside address should be as follows: name of recipient, job position or designation of recipient, department name, company name, and address of the company.
2. Limit the letter to only one page: This is another tip you should take note of when creating a promotion letter. Never exceed the letter to more than a page long. The single page of the letter should comprise of all the elements. You definitely do not want your body to be listed on the first page and the complimentary close together with the signature line to be on the second page.
3. Get directly to the point: Since you will be fitting everything in one page, the contents of the body should get directly to the point. When writing the promotion letter, don’t create a backstory and don’t wander off from the main point you want to state in the letter.
4. Use a portrait orientation: Since the promotion letter is still a business document, the page orientation that you must use should be portrait. A landscape orientation can only be used for graphic designs, and should be avoided for promotion letters.
5. Don’t use special paper for printing: Again, the promotion letter is a formal business document so avoid using special paper when printing the said letter. Also, avoid using different colors for the paper such as green, red, yellow, or blue.
And there you have it! Maintain professionalism in the workplace today with the help of these promotion letter templates and examples.