How to Create a Promotion Letter in Microsoft Word

Each employee aims for a promotion, to climb up the corporate ladder. Development, like a raise in organizational rank, does not happen overnight. Some send out letters of intent for a higher position while others are pointed out by the executives. This internal corporate growth leads to an increase in the motivation of the employees because they see that they have opportunities to grow in their workplace.

1. Start with a Congratulatory Statement

Start your promotion letter by opening with a joyful congratulatory remark. In business settings, time is valuable, so it is best to get straight to the point of the news. To support the announcement, you may also want to include a list of your employee's achievements and contributions to the betterment of the organization. The list is also a way to affirm that they deserve a higher rank.

2. Disclose Key Roles and Responsibilities

A role promotion also means additional responsibilities. A new position also comes with a broader scope of responsibility and accountability. Before your potential employee accepts anything and signs a new employment contract, all the details about the upcoming role should out in the open and for discussion. This disclosure is also to weigh the willingness of the person despite a more massive load.

3. Lay Down Benefits

A high ranking position goes hand in hand with better benefits. It is a common notion that if you are high up in the organizational chart, your compensation and perquisites are better than the others. Coming clean with the additional benefits in the letter increases the chance of the employee accepting the new position with its new roles and responsibilities. With the benefits present, the employee can also weigh if it is enough compensation package for the new workload.

4. Display Overview of Structure

The employee will be part of a new organizational structure. Ideally, the person should have an idea of who to report to and whose ranks are beneath the new position. Presenting this structure also prepares the employee for a relatively new working environment. It can aid in the adjustment of the employee in case they will be working with new and different people.

5. Provide an Ultimatum

Promotion opportunities are for those who are most qualified as seen by executives. Although some submit an application letter to express their intent for a higher position, most are offers from direct supervisors and managers. As offers, ultimatums are crucial for the employee to make a decision. Ultimatums in these situations are not warning. Instead, it is a limited timeframe to settle their decision to take or reject the offer. Additionally, setting a specific period for decision making benefits the company because a position to be covered as soon as possible before it affects the productivity of the organization.

6. End with Affirmation

As your letter comes to close, it is best to end with a high note. Reiterate your appreciation for your staff and their contribution to your organization's productivity and development. An affirmation from you adds confidence as your employee decides the offer. You may also want to start the practice of handing out thank you letters to your staff to increase employee morale in the organization.

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