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View full libraryThis Promotion Notification Letter provides a formal written confirmation of an employee's promotion to a new role. It sets out the new job title, responsibilities, salary, effective date and other relevant changes while recognising the employee's achievement and contribution.
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[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Promotion to [New Job Title]
I am pleased to confirm your promotion to the position of [New Job Title], with effect from [Effective Date].
This promotion recognises your contribution to [Company Name] and the skills, experience and development you have demonstrated in your current role.
Your new role
From [Effective Date], you will take up the position of [New Job Title] and will report to [Manager / Job Title].
Your key responsibilities will include:
A revised job description will be provided to you separately / is attached to this letter and should be read alongside this confirmation.
Salary and terms
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A promotion represents a significant change in an employee's role and may involve changes to job title, responsibilities, salary, working arrangements or other contractual terms. This letter provides a clear and positive way to formally communicate the promotion while ensuring the employee understands the terms that will apply from the effective date.
The letter formally confirms the employee's appointment to their new position and provides a clear record of the promotion. It can be used following an internal recruitment process, promotion decision or career progression arrangement.
Where the promotion changes contractual terms such as salary, working hours, job title or place of work, these changes can be clearly documented in the letter. This helps ensure the employee and employer have a shared understanding of the new arrangement.
The letter can summarise the employee's key responsibilities and reporting arrangements. A detailed job description can be attached or issued separately where the new position involves significant changes in duties.
A promotion letter can acknowledge the employee's contribution, performance and development without making unnecessarily detailed claims about their performance. A positive and professional tone helps reinforce the significance of the employee's progression.
The promotion may constitute a change to the employee's main terms of employment. The letter therefore provides a useful written record of the revised terms and can be retained alongside the employee's existing contract and written statement of employment particulars.
Use these best practice actions, recommended timescales and process stages to understand when and how the Promotion notification letter should be used, helping ensure each step is handled consistently and appropriately documented.
Understand the common mistakes to avoid when using this HR template, helping you reduce risk, prevent unnecessary costs and ensure the process is handled correctly.
A promotion does not necessarily require a completely new employment contract. However, where the promotion changes the employee's main terms of employment, the employer must put the changes in writing within one month. A promotion letter is a practical way of documenting the new arrangements.
Yes, where salary changes as part of the promotion, the new salary and effective date should be clearly stated. Other changed contractual benefits or working arrangements should also be confirmed where relevant.
Not necessarily. Acas confirms that employees do not have to sign a new contract for agreed changes to take effect. However, it is good practice to ask the employee to check the written changes and raise any questions or concerns, and obtaining written acknowledgement can provide a useful record.
Where the employee's responsibilities have materially changed, issuing a revised job description alongside the promotion letter is good practice. The promotion letter can summarise the key changes while the job description provides more detail about the role.
There is no general requirement for every promotion to involve a formal competitive process. However, employers should follow any applicable internal recruitment or promotion policies and ensure decisions are made fairly and without unlawful discrimination.
HRDocBox templates provide a practical starting point based on UK employment requirements, Acas guidance and established HR practice. AI can help adapt wording, but a ready-made HRDocBox letter provides a consistent structure for confirming promotions and documenting changes to employment terms.
It gave us sensible wording for a message that needed to be handled carefully. It gave us a useful reference when checking the final correspondence. The relevant points were already laid out, which made the final check much quicker.
How this content is developed and reviewed
The Promotion notification letter template is developed using a practical HR methodology that considers current UK employment legislation, ACAS guidance, CIPD good practice and the real-world HR process it supports. Templates and supporting information are regularly reviewed and updated, with additional reviews triggered by significant changes to legislation, guidance or established HR practice, helping ensure each document remains practical, relevant and suitable for UK employers.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.
He has extensive practical experience of managing terms and conditions HR processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
HRDocBox has been creating practical UK HR documents since 2009.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
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