There is no perfect manual that embodies strict rules on how a promotion letter is to be written. The structure and format of a promotion letter vary depending on the type of promotion letter used, the context of the person who wrote the letter, the nature of the business or transaction involved, and many more. Nonetheless, these letters have innate similarities and characteristics especially in terms of formatting and structuring of ideas.
To boost the quality of your promotion letter, you need to familiarize its fundamental components. It will be more easy and convenient to provide content on your letter once you have created and prepared a comprehensive outline or framework.
As a formal letter, a promotion letter observes similar formatting dynamics with other professional or business letters. The standard sections are still included. The difference lies on the innate peculiarities of the letter especially as to its purpose or rationale behind them. For you to clearly understand what I’m referring to, you may refer to the following salient components of a letter of promotion.
The letter’s heading consists of the return address accompanied by the date of issuance written on the last line. Other essential information that must be provided in this section are the fax number, updated contact number, and professional email address of the sender. Moreover, the heading must be positioned on the left margin of the letter.
For this section, you need to provide accurate and verified information as to the recipient’s address to ensure that the letter will reach its designated recipient.
Like any other formal letter, you need to provide a salutation. The commonly used salutation for professional and business letters is “Dear (recipient’s surname).” Moreover, the appropriate title of the person must be indicated such as Mr., Ms., Mrs., Atty., Dr., and the like.
It is here that you will outline the following:
In reference to the supporting details as per the promotion, you need to clearly outline what the recipient should expect from the said promotion. In a job promotion letter, for example, the employer has to specify the important information that must be conveyed to the employee. This information includes:
Furthermore, don’t forget to recognize and appreciate your employee’s effort and diligence manifested by his or her stellar performance review.
This is considered as a short and brief conclusion of the letter. It is a professional way of concluding a business letter. In here, you may also sum up the important points in the letter and articulate that the recipient can approach you anytime in cases of concerns or clarifications.
The authorized individuals who are responsible for the letter or were involved in the deliberation must affix their signatures at the end of the letter.
The above features may sound basic and familiar. However, mastering them and putting your own twist and personality in the course of writing them can truly make a difference.
Other than the fundamental features, you also need to take into account the other aspects of the letter such as the tone used and the formatting aspects.
It is a rule of thumb in dealing with business letters that the sender applies a positive and professional tone all throughout the letter. In line with this, here are some basic tips that you may consider to ensure that you follow this rule:
In terms of formatting, it would also depend on the chosen medium for the letter’s delivery. Will you send it personally? Or via email? But the basic formatting rules will still apply. Here are some considerations as to the formatting:
The preceding guide gave you an idea on how you will strategically plan, prepare, position, format, and actually write your letter. There are indeed fundamental aspects and components that must not be ignored nor taken for granted.