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The Best Promotion Letter Sample

The Best Promotion Letter Sample

For many people, getting promoted to a more senior or managerial level is the ultimate goal.  However, achieving that goal may be more difficult than originally anticipated.  If you feel that you have put in adequate effort, work, and commitment into getting promoted, you may need to begin taking things into your own hands.  The best promotion letter sample is the one that is direct, lists out your achievements, plans for the future, and shows appreciation.

Writing a promotion letter to your manager may be the impetus needed to help you achieve that higher role and salary.  Too often, employees may be hesitant to approach their managers directly requesting a promotion.  This is incorrect and could negatively impact your career trajectory.

In order to continue your career trajectory and successfully climb the corporate ladder, you may need to be your own advocate.  By directly expressing interest and a desire for a promotion, you will become a more viable candidate and can begin to broach the topic of career success with your manager.

What is a Promotion Letter or Request?

In its simplest terms, a promotion request letter or a letter requesting promotion is simply that, a written letter to your direct manager or supervisor requesting a promotion.  The letter is meant to express interest and consideration for a position within the company.  This position is typically more senior in title and responsibility than the one you currently have.

The promotion request letter should be direct, but it should also provide examples of your qualifications and why exactly you deserve the promotion.  You should provide detail on why you should be considered for the role and how your past achievements make you the perfect candidate.

A promotion request letter, provided at the right time, can substantially increase your chances of being considered for the position.  Too often, managers express frustration that they simply do not know what their employees career trajectories are.  This is an issue of communication and requires both parties to discuss future plans and goals.

Although the promotion request letter can be emailed, it is more professional and more direct to hand in a physical copy to your manager.  Although the process can be nerve-wracking, doing so in a professional, mature manner can help you to appear more professional and to increase your chances of landing the position.

How to Write a Promotion Request Letter?

There are a slew of considerations you should make before submitting a promotion request letter.  By-and-large, the most important consideration is timing.  If a position has recently opened up or become available, you should discuss with your manager directly and in-person your interest.

A promotion request letter should not come as a surprise to your manager.  They should be aware of your interest and your career goals.  This will also give you an idea of your chances of receiving the promotion.  If you are vying for a promotion that you are not well-suited for, your manager can let you know before you submit the letter.  Your manager can also work with you directly to lay the foundation for learning the information that you may be missing.

Submitting a promotion request letter prematurely and before discussing with your manager directly is unprofessional.  Be sure to discuss the promotion and your qualifications in several one-on-one meetings beforehand to give your manager a better idea of where your career goals are.

Be Professional Throughout

Professionalism is the name of the game here.  You want to maintain a level of professionalism and a sense of decorum throughout the process.  This includes if you do not receive the consideration for the promotion.  Acting entitled or upset if the promotion is given to a colleague will only hinder your future chances.

When writing the promotion request letter, do so with formal heading and information.  Include your full name, title, contact information, the date, and the recipient’s name.  Always begin the letter with a professional greeting, such as “Dear Mr./Ms.” and then their last name. 

State Your Request Quickly and Directly

Ideally, your promotion request letter will be under one-page in length.  Begin the letter by being direct and quickly indicate the purpose of the letter.  You should be confident in your request and being direct in your request will exude that level of confidence.

“Dear Mr./Ms. Smith,

I am writing this letter to request a promotion to the open position of Senior Program Manager under the Program Management Team.”

After indicating the reason for your email, you will want to begin stating your qualifications and achievements.  This is your time to shine and brag about what you have accomplished in your current role.  You should highlight major wins and solutions you’ve implemented.  You should also be cognizant of the skills that you have which would make you a perfect candidate for the open role.

“Since 2005, I have worked diligently at ABC Company to ensure the highest level of excellence and customer service.  I have enacted and established a slew of new initiatives, including employee of the month, customer excellence programs, and employee training programs.  My direct involvement has increased company revenue by 14% year-over-year, while reducing costs by an additional 7%.”

From there, you may consider including any relevant education or certifications you’ve received which are relevant to the position.  You should also discuss why you believe you will be successful in the new role.

“I have recently graduated with my master’s degree in IT and believe I am uniquely positioned to accelerate the growth and efficiency of the team.  With my thorough understanding of current processes and my customer relationships, I will be able to transform the team into one that is leaner and more robust.”

Be Appreciative

You don’t want to take all the credit for yourself.  Be sure to be thankful and appreciative to your current manager and the work they put in.  You also want to indicate your loyalty to the company and the opportunities that they have provided.  This will show that you are both appreciative of the opportunities and are an employee who has remained loyal and steadfast to the company.

“In conclusion, I would like to thank my manager and the senior leadership team for their hard work and dedication to the staff throughout the years.  Their unyielding commitment to excellence has developed the framework for this company and this team for the six-years that I have been here.”

Offer Solutions and Alternatives

While your main goal in writing the promotion request letter is to be considered for an open role, you should do so in a manner which shows leadership and professionalism.  One great way of doing so is to offer solutions and alternatives for your vacant role.  You can offer to help find or train someone to take your current position.

End the Letter

The end of the letter should be a closing statement for the beginning of the letter.  Re-express interest in the role and the promotion and thank the recipient for their time and for reading your request.  You may also opt to request a time for an interview or if there are any next steps needed for consideration.

Promotion Request Letter Sample

“Dear Mr./Ms. Smith,

I would like to begin by thanking you for taking the time to read this letter.  I am writing to you today to express my interest and that I am taken into consideration for the opportunity of [desired promotion].

Since 2005, I have worked diligently to be considered for this position and opportunity. I truly believe that I am both ready and capable for the challenges ahead and believe that my past performances would highlight my readiness.  In the previous year I have:

[Discuss major accomplishments and wins you’ve completed in the previous year.  Be sure to include quantitative figures which can be directly attributed to the work you completed.]

I would also like to thank my manager and the senior leadership team for their hard work and dedication to the staff throughout the years.  Their unyielding commitment to excellence has developed the framework for this company and this team for the years that I have been here.

I also understand that my eventual promotion will leave my current role vacant.  However, I have developed a comprehensive training program which I am ready to provide and deploy for my eventual replacement.  I have no doubt that with my training and mentorship, they will be positioned to succeed.

Thank you again for the consideration and for taking the time to read this letter fully.  I would be happy to schedule further time to discuss in person and am happy to provide any answers to questions you may have.

Sincerely,

[Your Full Name]”

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