How to Announce a Promotion at Work With Examples

Many events in a person’s career deserve to be celebrated, one of which is a workplace promotion. It’s important to not only recognize the achievement of the person being promoted but to also make an announcement so their co-workers remain up to date. 

While only one person might receive the promotion, everyone in the organization experiences the change. The promoted employee’s former co-workers must find ways to achieve the same goals without them, while their new co-workers must adapt to the new addition to their team. Read on to learn how to share an employee promotion, what to include in the announcement, and how to format one properly.

Smaller companies typically have more options than large organizations in how they can share promotion announcements with their staff. Small companies have the luxury of being able to announce an employee’s promotion in person at a staff meeting instead of sending out a memo.

Larger companies might have a more difficult time getting all their staff together in one location for an announcement. Despite these logistical difficulties, they can still share a promotion announcement in a timely manner with every employee via email. No matter the size of the business, it’s best practice to let employees who will be most affected, such as supervisors and direct co-workers, know in advance of the change so they can facilitate a smooth transition in their organization.

Here are some tips managers or employers can use to write a stellar employee promotion announcement:

1. Make sure all the facts are accurate.

Verify that all information in the memo is accurate. This is especially important if you plan to mention the employee’s previous division, job titles, or former places of employment. If you aren’t sure about or don’t know certain pieces of information, conduct research to avoid making mistakes. 

2. Keep your memo short, to one page if possible.

You shouldn’t need to write a memo any longer than one page, even if the employee has a long and illustrious history with the company. A succinct and concise summary of the employee’s skills and achievements will do just fine.

3. Keep the tone professional.

While it is perfectly acceptable to share congratulations to the promoted employee in the announcement, remember that it is a professional piece of writing and not a note being sent to friends or family. A good rule of thumb when writing promotion announcements is to be congratulatory without being excessive or overly informal.

4. Proofread and edit the announcement as needed.

Once you’ve written a first draft of the company promotion announcement, it’s time to proofread it and make necessary revisions. Check and double-check the memo for any spelling, punctuation, or grammar errors as well as faulty information. Better yet, have a trusted second party look over the draft, as two heads are always better than one when it comes to editing.

Learn more: Switching Jobs Internally — How to Apply & How to Manage the Transition

After an employee accepts a job promotion, the announcement gets shared throughout the company, typically in an email. A company promotion announcement should include specific information that is useful to the employee’s former and current team, as well as the company as a whole. Important details include:

• The promoted employee’s full name. This is the key element of a promotion announcement. List the employee’s name right away and accurately to avoid confusion.
• The effective date. This is the exact day, month, and year the employee’s promotion goes into effect. The effective date lets everyone in the company know when the organizational change will occur and helps them prepare for any departmental shifts. It also serves as a record for future reference.
• The employee’s benefits to the company. Clearly describe the individual’s professional attributes and contributions to the company not only to congratulate them on a job well-done but also to inform other employees why this person received a promotion.
• Job duties. Provide a concise review of the promoted employee’s previous duties as well as a summary of the expectations for their new role. Sharing the employee’s professional history in addition to their achievements within the company further justifies their promotion. This information is particularly important to share if others within the company had been up for the same promotion.
• Credentials. Share the employee’s education and certifications so others in the company are aware of their professional background.
• Call to action. Encourage the entire company to congratulate the promoted employee and welcome them into their new position.

Learn more: How to Build Your Own Career Path Within an Organization

Once you’ve determined the perfect wording and tone for the promotion memo, it’s time to share it with everyone in the company. At the click of a button, you can email a promotion announcement to all employees without having to coordinate schedules or wrangle everyone into a meeting room.

Here are three examples of professionally formatted promotion announcements you can use for guidance and to inspire your own email:

Example 1

Subject: Ivan Dwight – Customer Service Manager

I am pleased to announce that Ivan Dwight has been awarded the promotion to Customer Service Manager effective April 1, 2020.

Ivan’s great wealth of experience in customer solutions, customer service, and communications, along with his years of experience with our company, made him an excellent candidate for this position.

I encourage you all to welcome him on board as he begins this new role.

Please feel free to reach out to me if you have any questions regarding this transition.

Regina Nestle

HR Manager

This first sample promotion announcement to staff is succinct and to the point. In the opening sentence, it tells all employees who is getting promoted, what position is being filled, and when the effective date will take place.

Example 2:

Subject: Persona N. Grata, Marketing Director

We are pleased to announce Persona N. Grata’s promotion to Marketing Director in the Corporate Communications department. Persona first came to the company three years ago. In that time, she has progressively advanced through both the Advertising and Sales departments. She has played a key role during the transition to our newly acquired digital sales and marketing technology.

Persona brings an incredible wealth of knowledge and experience to the Corporate Communications department, and we are thrilled about her new role.

Please join us in welcoming Personal to Corporate Communications and congratulating her on her promotion.

Best regards,

Darren Clix

Executive Director, Corporate Communications

Example 3:

Subject: Jane Dixon, Regional Manager

We are pleased to announce Jane Dixon’s promotion to Regional Manager of our Northeast operations. Jane has been a part of Blackfield Company for eight years. During her tenure, she has worked in sales and management, proving herself to be a loyal advocate for the company.

Jane first came to Blackfield from another paper products retailer, and she brought with her an exciting energy that has continuously inspired her employees to increase their sales rates.

Her business background gives her an improved insight into how to maximize customer satisfaction, and her motivational abilities have led her team to continued success in New Hampshire.

While the New Hampshire offices are sad to see her go, please join us in welcoming Jane to Salem and in congratulating her on her new position.

Regards,

Scarlet McDuff

Director, Blackfield Company

The second and third example promotion emails provide clear and detailed explanations of the employees’ background, experience, and contributions to the company, so co-workers can understand their paths to their new titles.

It’s important for company transparency and employee understanding to know how to write a proper promotion announcement. All kinds of organizations, from small firms to large corporate offices, can benefit from creating and sharing professional promotional emails. Regardless of a company’s size or nature, knowing how to compose an informational, concise, and celebratory employee promotion announcement is a necessary skill.