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Acting Promotion Letter

An acting promotion letter asks an employee to act in a higher, vacant post, for example while a manager is on long leave or until a permanent appointment is made. It is issued by HR on management approval and sets out the acting post, authority, acting allowance and what happens when the arrangement ends.

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[Company Logo][Company Name]

ACTING PROMOTION LETTER

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]
[Work Location]

Subject: Acting Charge of the Post of [Acting Post]

Dear [Employee Name],

Owing to [reason, e.g. the resignation of the incumbent / the extended leave of the incumbent], the post of [Acting Post] in the [Department] department is currently vacant. The management has decided to place you in acting charge of this post with effect from [Start Date] until [End Date] or until further orders, whichever is earlier.

Terms of the Acting Arrangement

You will perform the duties and responsibilities of [Acting Post] and report to [Reporting Manager].
You are authorised to [approve leave and attendance for the team / represent the department in management meetings] and to sign purchase orders up to [Amount]. Matters beyond this authority must be referred to [Reporting Manager].
You will receive an acting allowance of [Amount] per month, or as per the company's acting allowance policy, for the duration of the arrangement. It will not form part of your basic salary for PF or gratuity unless the policy states otherwise.
Your substantive designation remains [Designation]. On completion of the arrangement you will revert to your substantive post and the acting allowance will cease.
This acting arrangement does not by itself confer any right to permanent promotion. Your performance will, however, be taken into account in future selection for the post.
The arrangement will be reviewed on [Review Date].

We are confident you will handle this responsibility well. Please sign the duplicate copy of this letter to confirm your acceptance.

Yours sincerely,

For [Company Name]
[Authorised Signatory]
[Designation]

Accepted by
[Employee Name]
Date: [Date]

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What this template includes

The vacant post and the reason for the acting arrangement
Start date and expected end or review date
Delegated authority and any limits on it
Acting allowance or pay difference, referenced as a placeholder
Reversion to the substantive post when the arrangement ends
Statement that acting does not guarantee permanent promotion

When to use it

A department head resigns and the role is open until a replacement joins
A manager goes on extended medical or maternity leave
A senior employee is deputed to another project for some months
The company wants to observe a high-potential employee in a bigger role before deciding

How to customise this template

1Name the post and the reason for the vacancy clearly
2Set out which approvals the acting employee can and cannot give
3Insert the acting allowance as per your policy rather than an ad hoc figure
4Fix a review date so the arrangement does not continue indefinitely

HR tips

Inform the team and stakeholders who is in acting charge
Do not let acting arrangements run on for long without review
Record the acting period in service records; it helps future promotion decisions
Give the acting employee fair consideration if the post is filled permanently

Acting arrangements should follow the company's service rules or standing orders; review the allowance and reversion terms against applicable labour laws and policy before issuing.

For HR & hiring managers

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Frequently asked questions

What is an acting promotion?+

It is a temporary arrangement where an employee performs the duties of a higher, vacant post, usually with an acting allowance, until the post is filled or the incumbent returns.

Does an acting promotion become permanent automatically?+

No. Unless the letter or policy says otherwise, the employee reverts to the substantive post when the acting arrangement ends.

Is an acting allowance mandatory?+

It depends on company policy, service rules or settlements. Many organisations pay an allowance or the pay difference for acting in a higher post for more than a set period.

All 50 increment, promotion & career →

[Company Logo][Company Name]
PROMOTION LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]
[Work Location]
Subject: Promotion to [New Designation]
Dear [Employee Name],
We are delighted to inform you that, in recognition of your performance and contribution, you have been promoted to the position of [New Designation] in Grade [New Grade], with effect from [DD/MM/YYYY].
Consequent to this promotion, your annual Cost to Company (CTC) has been revised to ₹[Revised CTC] (Rupees [Amount in Words] only). The component-wise breakup is given in the enclosed Annexure. Statutory deductions such as PF and professional tax will apply as per law.
Letter · Word
Promotion Letter
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[Company Logo][Company Name]

INTERNAL PROMOTION LETTER

Ref. No.:: [Reference Number]
Date:: [Date]
IJP Reference:: [IJP Number]

To,
[Employee Name]
Employee ID: [Employee ID]
[Current Designation], [Department]
[Work Location]

Subject: Selection for the Position of [New Designation] through Internal Job Posting

Dear [Employee Name],

With reference to your application against Internal Job Posting [IJP Number] and the interviews held on [Interview Date], we are pleased to inform you that you have been selected for the position of [New Designation] in the [New Department] department.

Particulars	Details
New Designation	[New Designation]
Grade / Band	[New Grade]
Department	[New Department]
Work Location	[Work Location]
Reporting Manager	[Reporting Manager]
Release from Current Role	[DD/MM/YYYY]
Joining in New Role	[DD/MM/YYYY]

Letter · Word

Internal Promotion Letter

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[Company Logo][Company Name]
SENIORITY PROMOTION LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
Employee / Token No.: [Employee ID]
[Designation], [Department]
[Work Location]
Subject: Promotion on the Basis of Seniority to [New Grade / Cadre]
Dear [Employee Name],
In accordance with [Clause / Policy Reference] of the [Promotion Policy / Long-Term Settlement / Service Rules], and based on the seniority list published on [Date], you have completed [Number] years of qualifying service in the grade of [Current Grade].
Having fulfilled the eligibility conditions regarding conduct and attendance, you are hereby promoted to the post of [New Designation] in [New Grade / Cadre] with effect from [Effective Date].
Letter · Word
Seniority Promotion Letter
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[Company Logo][Company Name]
PROMOTION CONFIRMATION LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]
[Work Location]
Subject: Confirmation in the Promoted Position of [Designation]
Dear [Employee Name],
Please refer to our letter No. [Promotion Letter Reference] dated [Promotion Letter Date], by which you were promoted to the position of [Designation] with effect from [Promotion Effective Date], subject to a trial period of [Number] months.
Your performance during the trial period from [Start Date] to [End Date] has been reviewed by [Reporting Manager]. We are pleased to inform you that your performance has been found satisfactory, and you are hereby confirmed in the position of [Designation], [Grade], with effect from [Confirmation Date].
Letter · Word
Promotion Confirmation Letter
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[Company Logo][Company Name]

TEMPORARY PROMOTION LETTER

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]
[Work Location]

Subject: Temporary Promotion as [Temporary Designation] for [Project / Period Name]

Dear [Employee Name],

To meet the requirements of [Project / Branch Launch / Season Name], the management is pleased to promote you temporarily to the role of [Temporary Designation] for the period from [Start Date] to [End Date].

Particulars	Details
Substantive Designation	[Designation]
Temporary Designation	[Temporary Designation]
Temporary Grade	[Grade]
Period	[DD/MM/YYYY] to [DD/MM/YYYY]
Reporting To	[Reporting Manager]
Temporary Pay Component	As per annexure

Letter · Word

Temporary Promotion Letter

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[Company Logo][Company Name]
ACTING RESPONSIBILITY LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Work Location]
Subject: Acting Responsibility as [Acting Position]
Dear [Employee Name],
Owing to [reason, e.g. the extended leave of the present incumbent / the vacancy arising from the resignation of the previous post holder], the management has decided to entrust you with the responsibilities of [Acting Position] in an acting capacity, with effect from [Start Date] until [End Date] or until further orders, whichever is earlier.
During this period:
Letter · Word
Acting Responsibility Letter
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[Company Logo][Company Name]

SALARY INCREMENT LETTER

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]
[Work Location]

Subject: Increment in Salary

Dear [Employee Name],
Congratulations! In recognition of [Reason – e.g. your successful confirmation / completion of the Certification Name certification / your contribution to Project Name], we are happy to grant you an increment in your salary.

Particulars	Details
Current Gross Monthly Salary	₹[Amount]
Increment Amount (per month)	₹[Amount]
Increment Percentage	[Percentage]%
Revised Gross Monthly Salary	₹[Amount]
Revised Annual CTC	₹[CTC]
Effective From	[Effective Date]

The increment will be distributed across your salary components as per company policy, and a revised salary breakup is available from HR on request. Statutory contributions such as PF will be adjusted in line with the revised Basic.

Letter · Word

Salary Increment Letter

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[Company Logo][Company Name]

SALARY REVISION LETTER

Ref. No.:: [Reference Number]
Date:: [Date]

Private and Confidential
To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]

Subject: Revision of Salary

Dear [Employee Name],
We are pleased to inform you that the management has reviewed your compensation and approved a revision of your salary. Your annual Cost to Company is revised from ₹[Previous CTC] to ₹[CTC], effective [Effective Date].

Component	Previous Monthly (₹)	Revised Monthly (₹)
Basic Salary	[Amount]	[Basic Salary]
House Rent Allowance	[Amount]	[HRA]
Special Allowance	[Amount]	[Amount]
Gross Salary	[Amount]	[Amount]
Employer PF	[Amount]	[Amount]
Gratuity Provision	[Amount]	[Amount]
Monthly CTC	[Amount]	[Amount]
Annual CTC	[Previous CTC]	[CTC]

The revised salary will be reflected in your payroll for [Month YYYY]. Arrears from [Effective Date] to [Date], if any, will be paid along with the salary of [Month YYYY], subject to applicable statutory deductions.

Letter · Word

Salary Revision Letter

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Acting Promotion Letter

Preview of the letter

Subject: Acting Charge of the Post of [Acting Post]

Terms of the Acting Arrangement

What this template includes

When to use it

How to customise this template

HR tips

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Frequently asked questions

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