Template · Free download

Promotion Letter Template

Promotion letter samples, an internal announcement email, a manager promotion request form, and pay checks for FLSA reclassification and pay transparency.

Get your free download

Company (optional)Your role (optional)

Send me new HR templates and the occasional PeopleOpsClub newsletter.

Free. By continuing you agree to our terms and privacy policy. We record your email and this download; marketing emails only if you tick the box.

What you get

Three promotion letters: standard, hourly to salaried manager, and acting (interim) promotion
An internal promotion announcement email and a two-line chat version
A promotion request and justification form for managers, with an approval routing table
A worked pay example with percentage increase and compa-ratio, and an hourly-to-salary conversion that avoids a pay cut
FLSA exempt reclassification tests, payroll effective-date rules, and pay transparency notes for New York and Colorado

Template preview

A preview of the structure. Download the PDF or CSV for the complete, ready-to-use version.

When to use this template

Use it when an employee moves to a job at a higher level: new title, broader scope, and usually a new pay band. For a pay rise in the same job, such as an annual merit increase, use the salary increase letter template. For a lateral move with no level change, a simple job change confirmation is enough.

Promotion details

Employee name and ID
Current title, level, and manager— e.g. Customer Support Specialist II, Level 3, reports to Jen Alvarez
New title, level, and manager— e.g. Customer Support Team Lead, Level 4, reports to Omar Haddad
Current pay— annual salary, or hourly rate and average weekly hours

Letter 1: Promotion letter to the employee

[Company letterhead] [Date] Dear [Employee name], Congratulations. I am pleased to confirm your promotion from [Current title] to [New title], effective [Effective date]. This promotion reflects [specific evidence, e.g. the way you led the migration to the new ticketing system and trained six new hires in the first half of 2026]. In your new role you will: - [Responsibility 1, e.g. lead a team of 5 support specialists] - [Responsibility 2, e.g. own the weekly escalation review with Product] - [Responsibility 3, e.g. set and report team SLA targets] You will report to [New manager name], [title]. Your annual base salary will increase from [$68,000] to [$78,200], an increase of [15%], starting with the pay period that begins on [Effective date]. [Your annual bonus target will be [10%] of base salary.] [Your FLSA classification remains [exempt / non-exempt].] All other terms of your employment stay the same. Your employment remains at-will. Please sign below to confirm you accept this promotion and return a copy to HR by [date]. Congratulations again, and thank you. [Manager name] [Title] Accepted: ______________________ Date: __________

Letter 2: Promotion from hourly to salaried manager (exempt)

Dear [Employee name], I am pleased to offer you a promotion from [Shift Lead, hourly] to [Warehouse Supervisor, 2nd Shift], effective [Effective date]. As Warehouse Supervisor, you will manage the 2nd shift team of [9] full-time associates, including scheduling, assigning work, training, and recommending hiring and discipline decisions. [Director name] will give your recommendations on hiring and firing particular weight. Your pay will change from [$28.00 per hour] to an annual salary of [$72,000], paid [bi-weekly] at [$2,769.23] per pay period. This role is classified as exempt under the Fair Labor Standards Act. That means you will be paid a fixed salary each week you work, and you will not be paid overtime for hours over 40. Your salary will not be reduced because of the quality or quantity of work in a week. Your last hourly timesheet will cover the period ending [date], and any overtime earned up to that date will be paid on [date]. Please sign and return this letter by [date]. If you have questions about the change from hourly to salaried pay, talk to [HR contact] before you sign. [Manager name] [Title]

Letter 3: Acting (interim) promotion

Dear [Employee name], While we recruit a permanent [Finance Manager], I am asking you to serve as Acting Finance Manager from [Start date] until [End date or 'the new manager's start date, expected in January 2027']. During this period you will receive an acting allowance of [$750] per month, paid through payroll, in addition to your base salary of [$84,000]. Your title in the HRIS will show 'Acting Finance Manager'. When the acting period ends, you will return to your role as [Senior Accountant] at your then-current base salary, and the allowance will stop. You are welcome to apply for the permanent role, and your acting performance will be considered. Please sign to confirm you accept these terms. [Name] [Title]

This is a preview — the full template continues in the download.

How to use this template

1
Manager submits the request form
The manager completes the promotion request with evidence, the proposed title, level, and salary, and the proposed effective date.
2
HR checks pay and classification
Confirm the new salary sits in the band, check internal equity with peers at the new level, and check whether the new job is exempt or non-exempt.
3
Approve, then set the effective date to a pay period start
Get sign-off from the next-level manager and finance. Align the effective date with the first day of a pay period so payroll does not need to prorate.
4
Tell the employee first, then send the letter
The manager tells the employee in a 1:1. The letter follows the same day and states the title, salary, effective date, and any change in overtime eligibility.
5
Announce it after the employee has signed
Send the announcement once the letter is signed. In Colorado, notify the colleagues the person will work with within 30 days of starting the new job.

Frequently asked questions

What should a promotion letter include?

The new title, the effective date, who the employee will report to, the main new responsibilities, the new salary and the percentage increase, any change to bonus, equity, or overtime eligibility, and a signature line. State that other terms stay the same and, in the US, that employment remains at-will.

How much of a raise should a promotion come with?

Many employers use 8% to 15% for a one-level move, then check that the result sits at or above the minimum of the new band and near peers at that level. Base the number on the new band, not on the old salary alone. Someone paid low in their old band may need more than 15% to be paid fairly.

How do you announce a promotion internally?

Send a short email after the employee has accepted: name, new title, effective date, two specific achievements, the new scope, and who should now go to them for what. Tell the team the same day. In Colorado, a post-selection notice to the people the employee will work with is required within 30 days.

What is a promotion request form?

A form a manager completes to propose a promotion. It records the current and proposed title and level, evidence of work already done at the next level, the proposed salary and where it sits in the band, any FLSA status change, the effective date, and the budget source. HR uses it to check equity and route approvals.

Does promoting an hourly employee to manager make them exempt from overtime?

Only if the new job meets all three FLSA tests: salary of at least $684 a week under the rule DOL currently enforces (higher in several states), payment on a salary basis, and exempt duties such as managing a department and directing two or more full-time employees. A new title alone does not change overtime status.