Asking for a promotion is never an easy task, and sometimes it may be challenging to find the right wording to use in a promotion letter. However, it is important to take care when writing this letter so you always come across as a professional.If you feel that you deserve this promotion more than your colleagues, you may find that your letter puts your colleagues down while praising your capabilities. Conversely, if your boss overlooked you for a promotion before, you may feel that it is your turn, giving your letter a tone of entitlement. The tone of a promotion letter matters more than you may think, and using the wrong tone for this letter may have the opposite result from your intentions. Promotion letter templates, like the one included below, can help you write a document that demonstrates your capabilities while remaining professional.
Promotion Letter Template
Below is a sample promotion letter. Meg Chadwick is writing this letter because her performance review is coming up. She has been a library assistant at the county library for a year and feels that she is ready to take on more responsibility.
Dear Mr. Henry,
My name is Meg Chadwick, and I am one of the library assistants in the children’s section of the Wayne County Library. I understand that the children’s section is seeking a new librarian, and I would appreciate consideration for this position. In my current position, I have valuable experience helping children find books appropriate for their age and reading level. I believe that my understanding of children’s books and the needs of young readers will help me be an excellent librarian.
In college, I specialized as a children’s librarian, and I have followed the newest releases in children’s literature and trends in the industry. Because of my experience checking books in and out and helping readers find a great book, I understand which books are popular and what many of our young readers are seeking when they come to the library. My clerical duties have taught me what is necessary to keep the library running smoothly and how new assistant librarians can use my training to excel in their positions.
In my current capacity as an assistant librarian, I helped spearhead the summer reading program and paired young readers with books. Additionally, I had several children ask for books not currently in our collection and worked with the head children’s librarian to order the books and others that were similar.
I have greatly appreciated my time at the Wayne County Library and would love to meet with you to discuss my future here. Thank you for your time.
Best regards,
Meg Chadwick
How To Write a Promotion Letter
When you write a promotion letter, there are two things you need to convey: your interest in the vacant position and the skills that make you an excellent candidate. When you craft this document, it is important to be aware of your tone and keep it formal and polite.
Begin your letter by stating that you would like consideration for the position. If you work for a large company, introduce yourself and explain your current role. Find out who will be in charge of hiring and address your letter directly to this person. This introductory paragraph should explain your interest in the promotion and how your skills will help the company succeed. Close by explaining why you are good fit for the job; this should be one sentence.
After that, craft your body paragraphs. Remember that the letter’s recipient may not know you personally, so briefly explain your qualifications and responsibilities with the company. Then give an example of how your skills have helped you succeed in your job. Refer back to the promotion letter template above and note how the jobseeker cited her experience working with a librarian to order books specifically requested by children. This helps her demonstrate that she already has experience with the skills needed for a higher position.
Close by thanking the reader for his or her time and ask to meet in person. Mention any colleagues or supervisors who can recommend you. Additionally, state that you have enjoyed your work with the company. Your contact information should go beneath your name and title.
What To Avoid in Your Promotion Letter
When you write this letter, there are a few practices you should avoid. This is because these can make you seem less professional. The first is to speak badly about your coworkers. It is important to remember that you should not bring up your colleagues and their job performance. Focus on the qualities that make you a great candidate, not a coworker’s perceived weaknesses.
If you have worked with your company for a long time, you may think that the letter recipient will know about your occupational background. However, this is not always the case, particularly if you work for a large company. Regardless of how long you have had your job, explain the qualifications that make you a good fit for the position, as well as your history with the company.
Additionally, do not make the mistake of beginning your letter with “to whom it may concern” or “to the HR department.” Taking the time to research the recipient of your letter can help you stand out and demonstrate your professionalism. When you close your letter, do not threaten to quit if someone else gains the promotion.
It is appropriate to discuss the promotion in person, particularly if you asked for a meeting in your letter. If you do not hear back from your employer within a week, you may send another email explaining that you would love to talk about the promotion.
You may also follow up in person with your supervisor. If your performance review is coming up, you should email your promotion letter to your supervisor a few days before the meeting and suggest that you discuss a promotion in person during your review. If your supervisor does not bring up your promotion letter, it is acceptable to raise the subject yourself and ask if you can discuss the matter now.
Top 5 Promotion Letter Writing Takeaways
1. Maintain a professional tone
A casual tone can sometimes seem unprofessional. To position yourself as a professional who will enhance the company if promoted, make sure your tone is polite and interested.
2. Explain how your skills have helped the company
Simply including a list of your skills does not demonstrate why you are an excellent candidate for the position. Explain one of your achievements and how this demonstrates your capability. If you have gained relevant skills working for the company, list these and point out how they will be an asset in your desired position.
3. Demonstrate how you can help the company succeed
When your company hires someone for this promotion, they are hiring someone who can help the company achieve their goals. Although you may want the promotion for personal reasons, the better option is to show your employer how you can impact the company.
4. Incorporate a thesis
Your promotion letter should contain one idea which acts as the theme. This is the sentence which concludes your introduction and explains why you are a great candidate. Use this as the main idea of your promotion letter and elaborate on your experience and skills in the body paragraphs.
5. Thank the letter recipient
If you were speaking to the letter recipient in person, you would usually conclude the conversation with a handshake. Saying “thank you” is the verbal equivalent of a handshake.
