Steps to Writing a Professional Promotional Letter

A promotional letter is a written submission to a supervisor declaring your candidacy for a higher position and detailing your interest and motivation in pursuing the promotion. Discuss the letter first with your immediate supervisor. Ask them the appropriate submission format (email or physical copy) for the more professional approach. The draft submitted details why you deserve the promotion and your qualifying skills. Because many companies value employee loyalty and often look for talent within, a well-timed promotional letter can give you an edge up.

Discover if you have a fair job offer. See how your offer compares to other pay packages and if you need to negotiate.

When considering how to write your promotional letter, keep these steps in mind:

1. Be timely.

When showing interest in a promotion, it’s best to do so gradually. Have several conversations over an extended timeframe, slowly rebuilding your thoughts on opportunities. You’ll understand where your skills fit best in this time. These conversations can also serve as an unofficial performance review and clarify where to focus improvement efforts. Once your supervisor expresses you’re ready for an opening, you’ll feel safe submitting your promotional letter. Set up a letter review appointment with your manager to discuss significant factors and what you should expect next.

2. Use professional formatting.

If submitting a physical letter, include a formal heading that includes your full name, official title or position within the company, contact information, and the date you are sending the letter. Also include the name of the person you are contacting, their official position, and their contact information. If you are sending your promotional letter via email, include a descriptive subject line such as “Promotion Request Letter” and your name.

Professional salutations address your superior by their full name. Even if you have a casual relationship with your superiors, it is best to keep the letter as professional as possible because it can become an official document stored in your company profile.

3. Specify your purpose.

Clearly and succinctly state your purpose for the letter, including the job title you seek. You can consider stating something like, “Please consider this my official request for consideration of being promoted to [job title].” The rest of your letter should focus on supporting this central assertion and establish how you can better serve the company in the new role. Asking for a promotion communicates confidence in your work, self-worth, and a request to know that your work is both noticed and valued.

4. List your qualifications.

The qualifications and skills you choose to highlight within the promotional letter should relate to the skills and requirements listed within the job description. Review this highlight the attributes you have that can help you be successful at the job. When listing your qualifications and detailing the contributions you have already made to the company, include the following information when applicable:

• State the number of years you’ve been with the company.
• Explain successes you experienced while with the company and include quantifiable results.
• List skills you have gained related to the position, with an emphasis on leadership skills.
• Note certifications you’ve earned that qualify you for the position.
• Give reasons you know you are a strong fit for the role.
• Show gratitude for the consideration.
• Provide a final concise sentence, repeating your interest in the higher position.

5. Write the letter in a positive tone.

When composing your letter, review and edit it for a professional and upbeat tone. Be sure you are including positive language that communicates an optimistic approach and conveys confidence. Your word choice should be direct, simple, and humble. List your biggest accomplishments over the years you’ve been with the company, and mention without bragging the actions you’ve taken in your current position that have contributed to the company’s success. Gather and use statistical metrics to support your claims. This reinforces that you are a valuable employee.

6. Close with professionalism and gratitude.

Conclude your letter by expressing appreciation for your supervisor’s time. Reiterate your commitment and loyalty to the company. Thank them for their consideration and ask about the next steps you should expect. They may contact you to submit an official application or ask that you set up an interview time. Use a professional closing, such as “Sincerely,” or “Kind regards,” to end the letter and include your unique signature about your printed name.

Here is a promotion request email example to help you understand what sort of information is appropriate to include if your promotional letter requires electronic submission. It also may serve as a template you can use to format the email.

[Subject] Promotional Letter: Anthony Lima for Marketing Manager

[Salutation] Dear David Anderson, Hiring Manager,

I hope this email finds you well. I’m writing to you today to request you consider my candidacy for the recently vacated marketing manager position. I feel that my experience in my current role with the company and my contributions to its success qualify me for this promotion. 

In my ten years as a marketing associate with this company, I have 

• Collected data to inform marketing initiatives
• Directed 15 marketing campaigns that led to a 20% increase in revenue each time
• Led six different teams through planning, development, and launches for over 25 campaigns
• Raised customer satisfaction higher than 60% by making recommendations using my analytics
  

I am grateful for the teams I have worked with for their support in these efforts, and I acknowledge their contributions were crucial to the success of these endeavors and to the overall prosperity of the company. I also appreciate the leadership and guidance you have provided me with. 

The marketing manager position will demand more time, effort, and organization on my part. I am prepared for the new challenge and feel that the skills I have honed as a marketing associate will help me succeed. When our outgoing marketing manager was on maternity leave last year, I fulfilled her and led our team in successfully completing three marketing campaigns to satisfy our clients. 

I am grateful for your consideration, time, and continued support. I look forward to scheduling a formal interview at your convenience. 

Sincerely,
Anthony Lima
Marketing Associate
(212) 867-5309
alima7@company.com

Physical promotional letter template

Although more formal, a physical promotional letter contains much of the same information as an email, with slight format adjustments. Consider the following template and example for how to write a promotional letter:

[Your name]
[Your position]
[Your address]
[Your phone number]
[Your email]
[Date]

 

[Recipient’s name]
[Recipient’s job title]
[Business contact information]

 

Dear [Recipient’s Full Name],

Thank you for your time and attention to this message. This letter serves as my formal promotional consideration request for promotion to the role of [Job Title].

I have dedicated my efforts hoping an opportunity for career advancement would present itself within the company. Having been a dedicated employee for over ten years, I am invested in seeing the success of our company and look forward to the opportunity to contribute in a greater role. So far, my efforts to see the company succeed include:

• [Specific contribution to company success #1 with measurable data for support]
• [Specific contribution to company success #2 with measurable data for support]
• [Specific contribution to company success #3 with measurable data for support]
  

I know working in a dedicated team has led to these successes, and I would be remiss to not acknowledge the guidance and support you offer daily as a mentor. 

This new role will require renewed attention and more time, but I feel prepared to meet these demands. I understand this would leave my current position vacant, but I can already identify some trainable individuals who would excel in the role and maintain its success. 

I appreciate your thoughtful consideration for this promotion and I look forward to the next steps. Please notify me when it is workable to schedule an interview or submit further paperwork. 

With regards, 

[Your signature]
[Your typed name]

Taking the steps to know how to write a promotional letter can position you well for upward mobility and advance your career path. Tell us what your experience has been like working for your company.