Most professionals, especially the more experienced ones go through their jobs with a clear idea on the career path thy want to follow or the profession they see themselves doing for the long haul. In five to ten years, they know what they want to become, where they want to be, and to some extent, know what they should sacrifice or do, in order to get there. They have visions of holding certain positions in an organization or performing a certain job, or staying connected to that organization. You may also see Letter Samples.
Elements Of A Great Promotion Letter
If you take a good look at the career path taken by most people in the higher management team of a corporation, there’s a good chance you’ll discover they started from the bottom, working their way up the career leader from entry or low-level positions, until they earn their way to the top of the organization ranks.
If an employee wants to go up the career ladder he has to land promotions at work and instead of waiting for recommendations, he has to be on the lookout and create a promotion letter with these elements:
1. Job title: Obviously, the employee has to know the formal designation, in accordance with the company’s organizational structure. In some cases, it’s not enough to inform the employee pitted for promotion, about his possible job designation or title. He also needs to know whether or not he’s going to stay in the same location or be moved.
2. New or revised salary rate and applicable salary information: The employee needs to be informed how much increase he’s going to get for his new position, and how it will be broken down. For example, he may want to know how much he’s going to receive in his salary, whether it be weekly, twice a month, or monthly depending on the company’s salary policies. There are cases where the salary range can be indicated but this can still be vague especially if it’s under a wide range. If the employee already knows it and that it is already definite, you have to make it specific in the paperwork.
3. Additional perks and benefits: Higher positions in a company often include exclusive perks and additional benefits on top of a salary increase. This should be outlined clearly int the letter that the employee receives. If the employee is the one submitting the letter of intent for a promotion with a recommendation, his expectations about added benefits should also be mentioned, if he isn’t already informed.
4. Responsibilities of the job: This is to inform the employee what his new position entails, or what is expected of him as he takes on his new role in the company. This is also for the benefit of other employees, who will have a clearer idea on who does what in the organization.
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Steps In Writing A Good Promotion Letter
The usual channels may be through brief announcements on company bulletin boards calling for internal hiring of higher positions. Sometimes, you hear in the more decidedly informal method, “through the grapevine,” where the news will be passed on by word of mouth but it’s better to do it formally through writing a promotion letter following these steps:
- Address your letter to a specific person: Assuming you have a good understanding of company processes and HR policies, writing the letter to someone in particular is very important. Letter of intent and interests that are addressed to the HR Department will not get your application noticed. In fact, it won’t seem professional especially if the job post has recently been opened. The letter should be addressed to those who are in charge of the hiring process (which isn’t limited to HR alone, for internal hiring). If there is no one in charge, address the letter to your immediate head.
- Briefly introduce yourself: If you belong to a fairly large organization, the head of the department with the job opening might not personally know who you are so always state your name and current position within the company including your tenure. You also have to indicate the name of your current supervisor to serve as a point of connection just in case they need to verify your performance or ask questions related to it.
- Describe your interest in the position: When a position has opened in your company and you feel like you’re up for the job and have what it takes to perform it, it the company’s best interest, let your higher-ups know that you’re interested without appearing to be pushy. Keep it professional and if no such position has bee vacated or opened, explain your interest in a promotion, why it appeals to you. Express enthusiasm but maintain a professional tone.
- Highlight achievements during your tenure: You’ve probably had your share of highs and lows in your job but managed to rise above the lows and treated the highs as opportunities, as you should. Most of the time, this also means you’ve stayed long enough to ask for a promotion. Provide examples on how you have helped the company and contributed to its success. Indicate your milestones in one of the paragraphs and how this had helped and brought your skills to the forefront
Tips In Designing An Excellent Promotion Letter
The language or wording you use in writing a letter of request for a promotion can make the difference between success and failure. It can also be one of the deciding factors for your future prospects with the organization. It therefore needs to be treated as a chance to build a good impression by presenting the kind of professionalism that will get you the promotion. You can also follow the following tips:
1. Maintain a professional tone: The promotion letter is a business letter, which means you have to be careful with your tone and use a respectful, formal language, regardless of your personal relationship with the person you are addressing it to.
2. Get the facts right: When it comes to information regarding the name, job title or designation, the dates and salary rate, accuracy is crucial. It’s easy to check for grammatical and typo errors and correct them as needed but it would be unacceptable and unprofessional if there’s another name on the letter, not the one who was supposed to get the promotion.
3. Express gratitude: Saying thank you or expressing gratitude in the last paragraph can be considered as your handshake after an interview. Thank your employer for the consideration and time given in reading the letter. Let them know how much you have enjoyed working in the company as well.
Types Of Promotion Letters
Job promotion letters must be written appropriately with proper language and tone so as to convey the message appropriately to the reader. Below are the most common types of promotion letters used:
1. Declaring Employee Promotion Letter: This is a promotion letter written and sent to an employee of a company declaring or announcing his or her promotion for showing exemplary performance and conduct. The letter is usually written by a person in management in charge of promotions, human resource manager, employee’s immediate head or any other authorized member.
2. Request for Promotion Letter: This type of promotion letter is written by the employee or manager for the promotion, probably because of consistent excellent performance the employee delivered
3. Recommendation Promotion Letter: There are times when a person of authority can request for someone’s promotion when it is requested, required or part of the company’s promotion process.
Promotion Letter Sizes
A promotion letter follows the standard letter size which is 8.5″ x 11″.
Promotion Letter FAQs
How do you ask for a promotion?
If you think you are qualified for the position being opened i your organization and ready to step up for a more demanding role, a letter requesting for promotion a very elegant and professional way to do it.
What does a promotion mean to an employee of an organization?
For an employee, especially for a tenured one, beyond added benefits and a higher paycheck, a promotion means recognition of a job well done month on month, year on year and significant contributions towards the attainment of an organization’s goals.
Going up the career ladder for those who dare to aim higher is a journey and, sometimes, it’s a long, difficult, and unpredictable one. There would be many challenges that aren’t limited to competing with the best workers and talents in your company, causing shifts and changes in your career goals but one thing remains clear. That ladder is marked by job promotions one of which is probably yours for the taking if you know how to ask for it, especially if you know you deserve it.