Internal Promotion Offer email template

Why does it matter?

This email communicates your intent to move forward on one or more changes to an employee’s status. In this case, a promotion.

When to send?

Once the employee has been interviewed and selected for the role by the hiring manager, this email can be sent to confirm the change, congratulate them, and share all the details regarding the promotion.

What to include?

The email should include the following information:

• New job title
• New salary
• Any new benefits
• Name of new manager
• Location of work
• Any changes to the work schedule
• A contact name and phone number or email in the HR department

Template Email

Email Subject Line: Congratulations on your promotion!

Dear [Employee First Name],

We are thrilled to inform you that after careful consideration, we have chosen you to take up the position of [Job Title]. This will allow you to expand and develop your skills while supporting the growth of our organization.

Please see attached your updated contract of employment, along with the agreed salary increase confirmation letter. Please also look closely at the benefits and other compensation included in the package. 

Take some time to go over everything, then sign and return the contract and applicable documents to the HR department either via email or in person.

The details below briefly summarize the attached information:

• [Job title]
• [Start date]
• [New manager]
• [Agreed salary]
• [Work location]
• [Any changes to the work schedule, etc]

When returning your new contract, please also include the following information:

• Available start date for your new role (to be cleared with your current line manager)
• Any reasonable adjustments required for you to do the role
• A list of any updated equipment you will need to complete the role effectively
• Any questions you have regarding the role/salary or benefits package

Your monthly salary payment date will remain the same as/change to (delete as appropriate) and will be paid on the 1st of every calendar month.

If you have any questions or concerns, you are welcome to contact your supervisor/manager or the HR team directly.

We look forward to welcoming you into your new team and supporting you as you navigate your new role.

Kind Regards,

[Your Name] 

[Your Job Title] 

[Company Name]