Promotion Letter to Employee (with Salary Increase)

Giving your employee a job promotion is an exciting thing. It shows that you have an employee in your company that you can really count on to get the job done and also shows that your company is growing in the right direction. One of the most important things that employers need to consider when offering a promotion is the salary increase. To offer a salary increase, an employer needs to make the offer in writing so that there is no confusion or miscommunication on behalf of the two parties agreeing. This is done using an employee promotion letter with a salary increase.

So, how do you go about writing an employee promotion letter with a salary increase that is professional, appropriate, and keeps the lines of communication open when offering a position to an employee?

Why Promotion Letter?

First, it is important to understand what an employee promotion letter with a salary increase is. This letter is a letter written by an employer to offer the employee a promotion and a salary increase that goes with it. These letters are professional and are an effective way to communicate with your employee to make sure that there is no confusion as to what you are offering them or saying within your verbal communications, as these letters are generally sent after the employer has already had a verbal discussion with the candidate.

This letter can confirm details about why the employee is receiving this letter, when they interviewed for the position, praise for their performance thus far, and why the employee is being offered the salary increase and promotion. It is written documentation of any discussion that took place between the employer and the employee and can be used in the case of any kind of disagreement or legal dispute. While most employees get these letters and feel a sense of pride and accomplishment, it’s always a good idea to keep a copy of your own.

What Should Be Included in an Employee Promotion Letter?

When you are writing this letter, it is important to include a few key details so that there can be no miscommunication between yourself and the employee.

  • The New Role of the Employee: It is important to communicate to the employee what their new role and job title will be. This is something that excites your employee for the next step in their career with you!
  • When The Employer and Employee Met: This helps in legal documentation and is a great way to lead into the details discussed
  • The Employee’s New Pay: It is important to put the employee’s new pay rate within the letter. Don’t state the percentage of increase you are offering them, simply the amount that they will be making now that they have the permission.
  • The Date They Will Begin This New Job: It is important to also communicate when they will be expected to begin performing the new duties of this promotion. This way there is no chance that your star employee might miss work on the date of their promotion.

Keep Your Language Professional

While you might be friendly with your employee, ultimately, this is a professional letter written for your company. In the instance that anything might go wrong and the document needs to be read by a judge, being as professional and specific as possible is the best option for you. Keep the letter professional and use professional language and tone throughout. If you’re struggling with getting started, it can be helpful to look at example letters or a formatting guide to stay within the correct parameters.

Promotion Letter to Employee (Format)

(Your Name Here)

1234 Business Address

New York, New York 12345

123-555-6789

[email protected]

January 27, 2019

(Employee Name)

(business name)

567 Home Address

New York, New York 12345

Dear (Employee Name):

This letter is to officially inform you of your promotion to (new position) effective February 1. Your new rate of pay will be (new pay rate here). If you would like to confirm insurance and other deductions from your paycheck at your new salary, please check your HR packet that is included with this letter.

As mentioned during our meeting on January 25th, your promotion to this position is due to your incredible service to the company over the past two years. We believe that you will be an excellent addition to our leadership team within the company due to your leadership skills.

Your accomplishments through the years have not gone unnoticed. This is a well-deserved promotion. I want to personally thank you for your dedication to our company.

Congratulations and best of luck

(Your Signature)

(Your Name Here)

(Your Position Within the Company Here)

Sample Employee Promotion Letter with Salary Increase

John Jones

1234 Business Address

New York, New York 12345

123-555-6789

[email protected]

January 29, 2020

Michelle Waterly

Contra Nutrition

567 Home Address

New York, New York 12345

Dear Michelle:

This letter is to officially inform you of your promotion to Regional Manager effective February 1. Your new rate of pay will be $65,000. If you would like to confirm insurance and other deductions from your paycheck at your new salary, please check your HR packet that is included with this letter. There is also included a sample of your biweekly pay rate.

As mentioned during our meeting on January 25th, your promotion to this position is due to your incredible service to the company over the past five years, as well as your previous experience in management at other companies. We believe that you will be an excellent addition to our regional leadership team within the company due to your exceptional communication and executive skills.

Your accomplishments through the years have not gone unnoticed. This is a well-deserved promotion. I want to personally thank you for your dedication to our company.

Congratulations and best of luck

Signature

John Jones

Human Resources Hiring Manager

Promotion Letter with Salary Increase (Word Template)

Employee Promotion Letter with Salary Increase (Word Template)

Conclusion

Writing an employee promotion letter with a salary increase is something that can seem intimidating, but it doesn’t have to be. Make sure that you are utilizing professional language and rehash all details that you have previously discussed with your employee. As long as you keep all of this in mind, you will be able to write a professional letter that will solidify your success in finishing your letter!

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