Notifying valued employees that they earned a promotion is one of the greatest joys a businessperson can have. Too often managers must deliver bad news to employees and customers, so it is a real pleasure to give someone welcome news. A promotion letter has a dual purpose: it both informs the recipient of the promotion and congratulates her for work well done. Keep the letter short and sincere; you will typically provide the details of the promotion in a follow-up letter.
Type the date, and skip a line. The date is important because it serves as the official notice of the date she was notified of the promotion.
Type "Dear Mr./Ms. (Name)" followed by a colon, to create the salutation.
Give the good news right away. An example of an appropriate opening statement for a promotion to an assistant manager might be: "I am writing this letter to congratulate you on your promotion to Assistant Manager, effective April 12, 2011."
Provide any details that she needs to know immediately about the promotion. For example, if her salary will be increased you may include that because employees typically want that information right away upon learning that they were promoted. She will also want to know when she will begin training or when her new manager orientation will be, if applicable.
Give action information in the conclusion. If she needs to make an appointment with Human Resources to learn about her new retirement options or her expanded benefits, provide her with that contact information.
Type "Sincerely," skip three line spaces, and type your name and title, to close the letter. Print the letter on company letterhead and sign the letter.