• What is job promotion letter?

When an employee receives a promotion, it's typically announced in a job promotion

letter. This is a formal communication between the company and the employee being
promoted, briefly acknowledging the new role and outlining its place in the reporting
structure.
It's also a chance for the employer, via their representative in human resources, to offer
congratulations to an employee who has grown along with the organization.
• What to write in a job promotion letter?
A job promotion letter will include details on when the promotion will be effective, the
reporting structure of the role, the job title, and the salary. These details are important:
you don't want to discover on payday that your manager thought you were
transitioning into your new role this week, but payroll had you down as starting at your
new salary on the first of the month.
• Tips in writing a promotion letter?
• Formatting a job promotion letter pretty much follows the general rules and
guidelines in writing formal business letters. Therefore, it should not be a huge
problem for the human resource officer or any employee in charge of drafting
the job promotion letter.
• Maintain a professional tone. the job promotion letter is formal. Therefore, use
formal and polite language, even if the HR Manager drafting the letter is a close
personal friend of the employee that the letter is addressed to.
• Get the facts right. Accuracy is very important, particularly with respect to the
name, the designation, the effective dates, and the salary rates. It is common
sense to check for any misspellings, but it is unacceptable if the name of another
employee is written on the letter as the one who was promoted, or the new
reporting authority.
 • Good Sample :
Dear Ms. XXX,
Congratulations on your promotion to the position of Assistant Director, Marketing
Communications effective January 1, 20XX.
The annual salary for this position will be $42,000 paid on a weekly basis.
You will report to Jane Dolan, Director, Marketing Communications. She is looking
forward to working with you as you transition into your new role at our company.
Again, congratulations on the new position. Please let me know if you have any
questions regarding your compensation and benefits package.
Sincerely,
XXX
Director, Human Resources
cc: XXX
• Bad Sample:
From: The Managing Director
Dear XXX
You have been working in this organization for the past XXX years. You have been loyal to us
and you have been working hard for the prosperity of this organization.
After monitoring and evaluating your work we have decided to inform you that the
management has decided to promote you to the position of Assistant Director of Marketing and
Communications Division, effective January 1, 20XX, with an annual salary of $50,000. You
will be under the supervision of John Smith, Director of Marketing and Communications
Division. Thus, we thought your efforts should be rewarded. It was a unanimous decision to
entrust you with higher responsibilities based on your effectiveness and efficiency in the
performance of your work.
We shall continue to expect consistency and great results from you in your new role. We hope
that you will set an example for the other employees of the organization.
We wish you luck for your future performance, and congratulations!
Yours faithfully,
XXX

• Difference between Good and Bad samples.

As we know that a promotion letter is always a good news letter, and good news letter has a
patters in which the good news should be written in the first paragraph. But as you can see in
the bad sample the first paragraph doesn’t have good news in it. It has other information then
the good news. So that makes it a bad sample.