Writing a Promotion Request Letter (with Sample)
Use this sample promotion request letter as a template for your formal notification.
It is important to choose a time when the company is doing well to request a promotion. If the management is downsizing, it’s better to wait for a time when the company is stabilized. It is also important for the employee to make the request after they have made a major contribution to the company.
Employees should remember that their promotion request may not be granted. There are many factors why promotions are given including the time of year and company growth. This doesn’t mean they shouldn’t make the request. It will put their name in the running when a higher position does become available.
Some Guidelines to Follow:
• State how their current position has taught the employee about the company and job and why they are justified asking for a promotion
• Include details about their work as justification for the promotion request
• Give only concrete examples that relate to the position requested
• Do not appear desperate, weak or beg for the position
• Write only one page
• Check for spelling, style and grammatical errors
If so, they can write the letter with the aim of requesting a specific position and list their qualifications that fit with that particular position. If the promotion is granted, the employee should immediately send a letter of gratitude to the person or persons responsible.
Here is a sample promotion request letter. To show professionalism and courtesy, it should be formatted as a business-style letter and sent as a hard copy to show the seriousness of the request. It can be sent by certified mail, so the sender has proof of when the letter was sent and received. The sender should keep a copy of this letter and any enclosures as well as any communication from the receiver.
Sample Promotion Request Letter
Position in the Company
Name of the Company
Position in the Company
Name of the Company
Dear Employer’s Name,
I have been working on the Sustainable Energy Project for the past four years and have learned extensively about each aspect of the project. I would like to express my gratitude for being part of the team. I’m writing this letter to request a promotion to a higher position in the company. I believe I have learned well from you and my colleagues and am ready to head a project.
This company has made great strides in the field of sustainable energy, and I am proud to have been a part of the success. I have worked extensively in the area of communications and have greatly extended the profile of the company. The details of my contribution are in the enclosed resume. I believe I can contribute even more in future projects as a leader. A promotion at this time would be a great motivator for me, as I would feel that my contribution was recognized as valuable.
I believe in the aims of this company and would like to help further its mission in a position of leadership. I am hoping for a positive response from you. I have enclosed my resume to date with a list of my contributions to the Sustainable Energy Project as well as a letter of recommendation from the project head. I would be happy to discuss my request with you at a time of your convenience. I can be reached at [555-123-4567] or [Name@email.com].
Thank you for considering my request.
Employee’s Name printed
List of enclosures
By Andre Bradley
When you write a letter to request a promotion, the wording you use can not only make the difference between success and failure, but can also impact your future prospects with the company. Treat your promotion letter as an opportunity to make a good impression by displaying the qualities of professionalism you hope will win you the promotion.
Before you consider sending a promotion letter to your supervisor, make sure you have a good case to make. You need to have been with the company long enough that a promotion would be appropriate, and you need to be able to point to specific achievements and accomplishments that have profited or otherwise benefited the company. If you send in a promotion letter before you've been at your current job long enough or achieved any specific successes, you run the risk of making a bad impression on both your supervisor and your coworkers.
In your letter, you should immediately say why you think you deserve a promotion. For example, “I am writing to request a promotion to regional sales director due to my success at making the local sales office profitable.” Confidently and succinctly describe your accomplishments. Back them up with specifics and explain how the company benefited. For example, “Since becoming the manager of the local office I have increased sales figures by 50 percent and exceeded annual quotas by 15 percent, making this office profitable for the first time.”
Loyalty and Skills
Besides your achievements on behalf of the organization, you should also mention any other factors that may contribute to your supervisor's decision. For instance, if you've been with the company for a long time, your loyalty and dedication to the company should count in your favor. If you've taken a class or earned a new certification in some area relevant to your company, you should mention this in your letter, along with any preexisting skills or certifications relevant to the position to which you want to be promoted.
Checking and Finishing Your Letter
Check your letter over for length and tone. You should be able to make a convincing case quickly if you have specifics to back it up. Avoid using a demanding or arrogant tone, and never threaten to leave the company if you don't get the promotion. You always have the option of looking for work elsewhere if you are not satisfied, but threatening to do so is likely to make a bad impression, harm your reputation for professionalism and leave your boss feeling like he has no choice but to turn you down or risk appearing weak. Finish your letter with a direct but polite request for the promotion, as well as a “thank you” to your supervisor.
About the Author
Scott Thompson has been writing professionally since 1990, beginning with the "Pequawket Valley News." He is the author of nine published books on topics such as history, martial arts, poetry and fantasy fiction. His work has also appeared in "Talebones" magazine and the "Strange Pleasures" anthology.
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