Are you managing an employee who’s about to be promoted or internally transferred? If so, you might be wondering about the best way to announce a job promotion. Who should you advise that the person has been promoted or transferred, when should you notify other staff, and what's the best way to announce a promotion?
Companies can announce promotions of employees in many different ways. In a small company, the announcement might come during a company meeting where all the staff is present. Larger companies, however, typically use email to make promotion announcements to the employees.
Here's information on options for announcing a promotion or transfer, what to include in an announcement email, and examples.
- The purpose of the announcement is to keep everyone in the loop and to support the promoted employee.
- Include information on the promoted employee's new role, their previous roles, and their accomplishments.
- Encourage the team to share their well wishes. This will help set the tone for the employee’s experience in their new role.
- Be sure to inform key team members first. The news shouldn’t come as a surprise to the promoted employee’s closest colleagues.
How Companies Announce Promotions
Those most closely affected by the change—team members, supervisors, direct reports—may be informed in advance of a formal company-wide announcement so that they will be able to support a smooth transition within the organizational structure.
It's important to inform employees who work closely with the promoted individual in a timely manner, so they aren't surprised when they hear the news.
Depending on the nature of the industry and the position, the news might also be shared on the company website. When someone is promoted internally to a C-level position, the media may be notified as well.
What To Include in a Promotion Announcement
Once a job promotion has been offered to and accepted by an employee, the news will typically be shared in an email message to the company. The promotion announcement will either be sent by Human Resources or by the management of the department where the employee will be working.
Here’s what to include when you’re writing up a job promotion email:
- A promotion announcement should cover several points in order to effectively explain the promotion committee’s selection decision, promote and support the chosen employee in their new position, and congratulate them on their achievement.
- When writing a promotion announcement, be sure to include a short summary of the employee’s old and new roles, and to mention any pertinent accomplishments during their tenure with the company.
- It’s appropriate to include some background information like the employee’s education and certifications.
- In conclusion, you will want to encourage everyone to welcome and congratulate them on their new position.
You are, in effect, telling the “story” of the employee’s history with your organization in order to justify their promotion. This is particularly important to do if the employee was one of multiple candidates for promotion.
Promotion Announcement Examples
The following are examples of promotion announcements sent to company staff via email.
Promotion Announcement Example #1
Subject: Jane Doe, Director of Marketing
We are thrilled to announce the promotion of Jane Doe to Director of Marketing in the Corporate Communications department. Jane joined the company five years ago and has advanced through progressively more responsible positions in both the Advertising and Sales departments, where she has played a key role during our transition to our newly acquired digital sales and marketing technology.
Jane thus brings a wealth of experience to the Corporate Communications department, and we are excited about her new role at the company.
Please join us in welcoming Jane to Corporate Communications and congratulating her on her promotion.
Executive Director, Corporate Communications
Promotion Announcement Example #2
Subject: Michael Nolan - Customer Service Manager
I am pleased to announce Michael Nolan has earned a well-deserved promotion to Customer Service Manager effective October 1.
Michael brings extensive experience in customer service, customer solutions, and communications to his position, along with several years of experience with our company.
I would appreciate you welcoming him on board as he transitions to this new role.
If you have any questions moving forward, please don't hesitate to ask.
Promotion Announcement Example #3
Subject: Joe Smith, Regional Manager
We are pleased to announce the promotion of Joe Smith to Regional Manager of our Northeast operations. Joe has been with XYZ Company for eight years, during which time he has held positions in sales and management, proving himself to be a committed company advocate.
Joe came to XYZ from another retailer and brought with him energy and enthusiasm that he has continued to use while leading his employees to consistently improve their sales numbers.
His background in business gives him an overall understanding of how to improve customer satisfaction, and his ability to motivate his team has led to his continued success in Connecticut.
While the Connecticut offices will miss him, please join us in welcoming Joe to Boston, and in congratulating him on his new position.
Director, XYZ Company
Promotion Announcement Template
Use this template as a guide for writing your own promotion announcement email or letter.
Promotion Announcement Template
Subject: Firstname Lastname - New Position
I am pleased to announce the promotion of [Firstname Lastname] from [Old Position] to [New Position]. [Firstname] has been with [Name of Company] for [X years] and has worked in [insert Names of Departments/Positions]. S/he will be gaining these new responsibilities [list].
[Firstname] attended [Name of University] and came to [Name of Company] after graduation.
During her/his tenure here, [Firstname] has implemented protocols that have improved efficiency in the [Name of departments] and has frequently been recognized for outstanding achievement.
Please join me in congratulating [Firstname] on [her/his] promotion and welcoming her/him to the New Department/Position.