Temporary promotion letter template

UK employment law and best practice

This template is designed to support the process, but the document should be used alongside the relevant HR procedure and applied to the circumstances of the individual case.

A temporary promotion can involve a temporary change to an employee's contractual duties, responsibilities and remuneration. Employers should ensure that any agreed changes are clearly documented and that the employee understands whether the arrangement is temporary or permanent.

Contractual changes

Where a temporary promotion changes contractual terms such as salary, working hours, responsibilities or allowances, the employer should clearly communicate and agree those changes with the employee. The written confirmation should specify which terms are changing and for how long.

Duration

The employer should specify the start date and expected end date of the temporary promotion wherever possible. If the end date cannot be established in advance, the letter should explain when and how the arrangement will be reviewed.

Pay

Employers should clearly state the temporary salary, allowance or other payment that applies during the promotion. The letter should also explain what happens to the temporary payment when the assignment ends.

Return to substantive role

Where the intention is that the employee will return to their existing role at the end of the temporary promotion, this should be stated clearly. Employers should avoid wording that could create uncertainty about whether the employee has been permanently promoted.

Equality and fair treatment

Temporary promotion opportunities should be handled fairly and consistently. Employers should consider equality implications when deciding who is offered temporary promotion opportunities and should avoid discriminatory selection criteria.

Performance and capability

A temporary promotion does not remove the employer's normal responsibilities around performance management, support and employee development. Managers should provide reasonable clarity about expectations and appropriate support for an employee undertaking a higher-level role.

Fixed-term and temporary arrangements

The temporary nature of the promotion should be distinguished from a fixed-term contract. An employee who is temporarily promoted does not necessarily become a fixed-term employee simply because the higher-level assignment has a defined end date.

Written confirmation

Employers should retain a copy of the signed temporary promotion letter with the employee's employment records. Where the arrangement is extended or materially changed, the revised terms should also be confirmed in writing.