There are tons of ways companies can announce employee promotions. Depending on the size of your organization you can opt to announce the promotion during a meeting where all the staff is present, which would work well for small companies. However, in larger organizations, promotion email announcements to employees are usually the order of the day.

Typically, it’s advisable to inform employees who will be most affected by the change before a formal company-wide announcement. This ensures a seamless transition and support within the organization; these can include team members or supervisors.

Generally, the Human Resource team member or the hiring manager can send these emails to:

• Notify staff members about the promotion or transfer so that they become aware of the employee’s new roles and responsibilities.
• Share the excitement of an employee’s growth and development and congratulate them on their contribution/hard work.
• Demonstrate that the organization or company supports internal employee growth and development.

Tips for announcing internal employee promotion

As soon as a job promotion has been offered and accepted by an employee, the news typically needs to be shared across the organization. Consider the following as you craft a job promotion email:

• A promotion email should explain several aspects for it to be effective, promote the committee’s selection process, highlight the employee chosen as well as congratulate them on their accomplishments.
• The announcement should contain a summary of the employee’s former and current roles as well as any pertinent accomplishments during their tenure with the company. Consider the fact that telling the employee’s history at your company justifies your decision to promote them. This is highly effective if the employee you chose to hire was among a pool of qualified candidates for the promotion.
• Additionally, it’s essential to include the employee’s background information such as education, certifications, among other credentials. As you conclude the email, ensure you encourage all the staff members to welcome and congratulate him or her on their new position.
• Keep the email brief but ensure you include all the relevant, necessary information. For instance, you can opt to include details about when the employee will be starting their new job in the new department or office, or when they’ll be leaving their current office.

Below is a generic, customizable promotion email which you can tailor to meet your needs.

Promotion email template

Email subject line: First Name Last name – New position

I am very pleased to announce the promotion of [employee’s name] from [mention employee’s former position] to [mention new position]. [employee’s first name] has been with [company name] for [x] years and has worked in [mention names of department/position]. His/her new responsibilities include: [list the responsibilities].

[First Name] attended [University Name] and joined [company name] after graduation.

During his/her time working with us, [first name] has been at the forefront of implementing strategies which have improved the general efficiency of the [department name] and has frequently been recognized for his/her remarkable performance.

Please join me in congratulating [employee’s first name] on his/her promotion and welcoming him/her to the new department/position.

Warm regards,

[Your Name]
[Title]