This email template is designed for HR professionals who want to formally recommend an employee for a promotion. It serves as a communication tool to highlight an employee’s achievements and performance, providing the management team with essential insights that may not be immediately visible. Using this template can help bridge the gap between management and employees, ensuring that deserving talents are considered for advancement.
Template Email
Email subject line: Recommendation for Promotion – [Employee Full Name]
Dear [Name of Executive Team Member],
I hope this message finds you well. I am reaching out to formally recommend [Employee Full Name] for promotion within our team. Over the past [duration of time], [Employee’s Name] has demonstrated exceptional performance, particularly during [specific project or responsibility].
Their key accomplishments include:
- [Achievement 1 – e.g., “Successfully led a project that resulted in a 20% increase in efficiency.”]
- [Achievement 2 – e.g., “Consistently exceeded sales targets by an average of 15% over the last two quarters.”]
- [Achievement 3 – e.g., “Received positive feedback from both clients and peers for their outstanding collaboration skills.”]
Given their strong work ethic, exceptional leadership qualities, and commitment to our team’s goals, I confidently recommend [Employee’s Name] for higher responsibilities. I believe that they will continue to deliver excellent results and contribute significantly to our company’s success.
If you would like to discuss [Employee’s Name]’s performance further or need any additional information, please feel free to reach out to me.
Thank you for considering this recommendation.
Sincerely,
[Your Name]
[Your Job Title]
[Company Name]
Why does it matter?
Sending an employee recommendation letter for promotion is crucial as it provides management with insights into an employee’s performance that may not be visible through standard reviews. It highlights the employee’s contributions and achievements, facilitating informed decision-making regarding promotions. This not only helps the individual employee gain recognition and opportunities but also fosters a culture of appreciation and motivation within the organization.
When to send?
This email should ideally be sent during or shortly after the company’s performance review period. This timing aligns the recommendation with evaluations, allowing management to connect the employee’s achievements with potential promotion opportunities seamlessly.
What to include?
- The employee’s full name for clear identification.
- A summary of the employee’s key achievements relevant to the promotion.
- Your strong recommendation for the employee’s advancement.
- Invitation for further discussion if needed.
Best Practices
- Be specific about the employee’s achievements to provide a compelling case for their promotion.
- Use a positive and professional tone throughout the email to reflect the significance of the recommendation.
- Personalize the email with specific examples that demonstrate the employee’s impact on the team or organization.
- Follow up with the recipient to ensure they received the recommendation and understand its importance.
Common Mistakes to Avoid
- Being vague about the employee’s contributions; specificity adds credibility to your recommendation.
- Neglecting to proofread for spelling and grammatical errors, as professionalism is key.
- Failing to align the timing of the email with performance reviews, which can make the recommendation feel out of context.
- Not providing an invitation for further discussion, which can leave the management team without a clear path for next steps.
