This email serves as a formal notification to an employee regarding their promotion within the company. It is essential in communicating not only the good news but also the specifics related to their new role and responsibilities. By sending this email, you affirm the employee’s value to the organization and provide clarity on changes to their position.
Template Email
Email subject line: Congratulations on Your Well-Deserved Promotion!
Dear [Employee First Name],
We are excited to announce that you have been selected for the position of [New Job Title] effective [Start Date]. Your hard work, dedication, and contributions to our team have not gone unnoticed, and we are confident that you will excel in this new role.
As part of this promotion, your new salary will be [New Salary], and you will also receive [List Any New Benefits]. Your new manager will be [New Manager’s Name], and you will continue to work from [Work Location]. Please note that there will be a change in your work schedule: [Any Changes to Work Schedule].
For your convenience, I have attached your updated contract and the salary increase confirmation letter. We encourage you to review these documents carefully. Once you have done so, please sign and return the contract along with any necessary documents to the HR department, either via email or in person.
Please include the following information when returning your new contract:
- Your available start date for the new role (to be confirmed with your current manager)
- Any reasonable adjustments you may require to perform effectively
- A list of any updated equipment needed for the role
- Any questions you have regarding the new role, salary, or benefits package
Your salary payment date will remain unchanged and will continue to be paid on the 1st of every month.
If you have any questions or concerns, feel free to reach out to your manager or the HR team directly at [HR Contact Name] at [HR Contact Email] or [HR Contact Phone Number].
We are eager to support you as you transition into your new role and look forward to seeing you thrive in this position.
Best Regards,
[Your Name]
[Your Job Title]
[Company Name]
Why does it matter?
This email is crucial because it not only celebrates the employee’s achievements but also provides essential details about their new role. Clear communication helps set expectations and ensures that the employee feels valued and informed about their career progression.
When to send?
This email should be sent promptly after the employee has been selected for the promotion by the hiring manager. It is best to send it as soon as possible to maintain excitement and momentum, ideally within a few days of the promotion decision.
What to include?
- New job title
- Effective start date
- New salary amount
- Details on any new benefits
- Name of the new manager
- Work location
- Changes to work schedule (if any)
- Contact information for HR support
Best Practices
- Be prompt: Send the email as soon as the promotion decision is finalized.
- Be clear and concise: Use straightforward language to avoid confusion.
- Express enthusiasm: Celebrate the employee’s achievement to reinforce their value to the company.
- Encourage questions: Invite the employee to reach out with any concerns or queries.
Common Mistakes to Avoid
- Being vague about new responsibilities or expectations.
- Failing to attach necessary documents, such as the updated contract.
- Not providing a clear contact for HR inquiries.
- Overlooking to personalize the email, making it seem generic or unenthusiastic.
