How To Write a Promotion Request Letter (With Samples)

Writing an effective promotion request letter may be a pivotal step in earning a promotion at work. A well-written and well-timed letter can help you get a promotion. Ensure that the letter highlights your value to the company, your ability to succeed in a higher role, and positions yourself as a viable candidate. In this article, we explain how to write a promotion request letter and explain what a promotion request letter is, provide a template, and share a sample to help you compose your own.

Related:

• Writing a Business Letter: Format and Example

• How To Get a Promotion in 11 Steps (Plus Tips)

How to write a promotion request letter

Follow these simple steps to write an effective promotion request letter:

1. Send the letter at an appropriate time

Determine when is the right time to send your promotion request letter. Remember that your request for promotion shouldn't come as a surprise to your supervisor. The best strategy is to have many conversations with your supervisor over time about the following:

• Your job performance

• Your hopes to advance in your career

• Ways that you can improve

• How to use your strengths

• What do you hope to get from your career

If you haven't had these conversations with your supervisor, it may be best to do so before sending your letter.

If, over time, your supervisor has acknowledged your hard work ethic and achievements, then it may be the right time to send in your request letter. First, schedule a time for you and your supervisor to review the letter together. This allows you to explain certain points, provide additional information, and answer any questions that your supervisor may have.

2. Use a professional heading and salutation

If you're sending a physical letter, begin with a formal heading that includes the following:

• Your name

• Your position

• Your contact information

• The date

• The recipient's name

• The recipient's position

• The recipient's contact information

If you send the letter by email, use a clear and informative subject line, like "Promotion Request Letter."

After the heading, begin your letter with a professional greeting, like "Dear Mr./Ms." followed by the last name of your supervisor. If you and your supervisor have a more casual relationship, then it's appropriate to use their first name in the greeting instead.

Related: How To Address a Business Letter Professionally

3. State your request, then detail your qualifications

Following the salutation, begin the body of your letter by stating its purpose. Be specific and direct. You can begin by writing, "The purpose of this letter is to request a promotion from my current role of a sales associate to the open role of sales manager."

Next, in a few brief paragraphs, outline any experience and achievements that qualify you for the role. Describe the specific skills that make you a good candidate for the desired position. Some details that you may include are:

• The time that you've been with the company

• Relevant experience to the higher position

• Your education or certifications relevant to the position

• Successful projects that you've completed with measurable impact

• Why do you think you can excel in the new role

• Your appreciation for your manager's help or contribution to your career

• Your loyalty to the company

Related: What Is a Job Application Form? (With an Example)

4. Offer solutions for filling your current role

Often when you receive a promotion, your current role is vacated. In your letter, offer to help find your replacement or train them to take over your current position successfully. This offer displays leadership skills and will help ease the transition period for all involved.

5. End the letter

After the body of your letter, use a brief final paragraph to express your appreciation for their consideration. Additionally, you may restate your hopes to be promoted and ask what steps you can take to be considered for the role, such as scheduling an interview.

End the letter with a professional closing, such as “Sincerely,” your signature, and typed name.

Related: Interview Preparation Tips

What is a promotion request letter?

A promotion request letter is a written document that an employee sends to their supervisor intending to achieve a higher position at the company. The letter should explain why you're deserving of the position that you're requesting. Therefore, it's important to think strategically about when you plan to send a promotion request letter. It can increase the likelihood of you earning a promotion if sent at the correct time.

Submitting a physical copy of your letter is recommended, although you can also send it by email. You may also consider sending your letter in the post, so you'll be notified when the letter has been delivered. Remember that sending a promotion request letter shouldn't replace speaking in person to your supervisor to inform them of your career goals.

Related: What Is a Letter of Commitment (With Tips and Template)

Promotion request letter template

Consider using the following template to help you write your own promotion request letter:

[Your name]
[Your title]
[Your contact information]

[Date]

[Recipient's name]
[Recipient's title]
[Recipient's contact information]

Dear [Mr./Ms. Last Name],

I appreciate you taking the time to read this letter. I am writing to you to formally request that I am taken into consideration for the open position of [desired job title].

I am confident that I am ready for this next challenge. I hope that my hard work ethic and successes in my current position are enough to be considered for a promotion. In the past year, I have:

[Briefly describe accomplishment 1 with numbers]

[Briefly describe accomplishment 2 with numbers]

Although I am proud of these achievements, I fully acknowledge that I am part of a hard-working team, and I appreciate your continued support.

I am aware of the time commitment and expanded skill set required by this new role, and I am confident that I can successfully fulfil the job's responsibilities.

An example of when I displayed my [job skill] was [a specific situation that highlights the skill set needed for the desired job]. Also, having been with the company for [number of years or months], I am invested in the success of [the company name] and will put forth my best efforts to see it succeed.

If I receive this promotion and vacate my current role, I will do all I can to guarantee a smooth transition. Having worked closely with several employees, I am confident that we can find someone internally who can effectively take over my job responsibilities. I would be happy to train them for this role and advise them when needed.

I would be truly grateful if I am considered for this promotion, and I thank you again for your time. I would be happy to schedule an interview at your convenience.

Sincerely,
[Your name]

Promotion request letter email example

Consider using this sample promotion request email to help you write your own:

Subject: Promotion Request Letter for Sales Manager Position

Dear Ms. Van Dyke,

I would like to formally request that I be considered for the open position of sales manager.

I am confident that I am ready for this next challenge. I hope that my hard work ethic and successes in my current position are enough to be considered for a promotion. In the past year, I have:

• Increased sales for our store by 10%, compared to the previous year.

• Trained three new employees who have remained with the company and are excelling in their positions.

Although I am proud of these achievements, I fully acknowledge that I am part of a hard-working team, and I appreciate your continued support.

I am aware of the time commitment and expanded skillset required by this new role, and I am confident that I can successfully fulfill the job's responsibilities.

An example of when I displayed my ability to take the initiative, and my leadership skills was last September when I observed that we could use additional support on the sales floor during evenings and weekends. I drew up a plan to improve sales numbers by increasing sales associates and presented this plan to you. As a result, you approved the hiring of three new sales associates. I provided their training, and they have all excelled in their positions and displayed much growth under my leadership as the lead sales associate. Also, having been with the company for two years, I am invested in the success of Needle & Thread and will put forth my best efforts to see it succeed.

If I receive this promotion and vacate my current role, I will do all I can to guarantee a smooth transition. Having worked closely with several employees, I am confident that we can find someone internally who can effectively take over my job responsibilities. I would be happy to provide additional training to prepare them for this role and advise them when needed.

I would be truly grateful if I am considered for this promotion, and I thank you again for your time. I would be happy to schedule an interview at your convenience.

Sincerely,

Edward Neuman
Lead sales associate
(555) 303-9231
edward.neuman@email.com

Related: How To Write a Request Letter (With Tips and Examples)