Free letter template · Word

Internal Promotion Letter

An internal promotion letter confirms that an existing employee has been selected for a higher role through an internal job posting (IJP) or internal interview process. HR issues it after the selection panel's decision and it covers the new role, joining date in the new team and the handover from the current role.

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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]

Before your release, you are requested to complete a structured handover of your current responsibilities to [Handover Person] in consultation with [Current Manager]. Your revised CTC and salary structure are given in the confidential annexure enclosed.

Your continuous service with the company will be counted without break. A role probation of [Number] months [will / will not] apply from the joining date in the new role. All other terms of your appointment remain unchanged.

Please confirm your acceptance by signing and returning a copy of this letter by [Date]. Congratulations on your selection.

Yours sincerely,

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

Accepted by
[Employee Name]
Date: [Date]

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What this template includes

Reference to the internal job posting and selection process
New designation, grade, department and location
Release date from the current team and joining date in the new team
Handover responsibilities to protect continuity
Revised compensation in a separate annexure
Acceptance by a fixed date

When to use it

An employee is selected through an internal job posting for a senior role
A vacancy in another department is filled by an internal candidate
An internal interview panel chooses one of several internal applicants
A team member moves to a higher role in a different location

How to customise this template

1Insert the IJP reference number so the letter links to the posting
2Agree the release date with both the current and new managers before issuing
3Add relocation support if the new role is in another city
4Attach the revised salary structure as an annexure

HR tips

Inform unsuccessful internal applicants personally before the announcement
Give the current manager a reasonable transition window
Do not reset probation unless your policy says so; state it clearly either way
Keep the selection panel notes on file in case of questions

For HR & hiring managers

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Frequently asked questions

What is an internal promotion letter?+

It is a letter confirming that an existing employee has been selected for a higher role through an internal hiring process, setting out the new role and transition terms.

Does an internally promoted employee serve a new probation?+

That depends on company policy. Some companies apply a short role probation, others confirm the employee directly. The letter should state which applies.

Can the current manager block an internal promotion?+

Most IJP policies allow the manager to agree a release date but not to block a selection. Check and follow your own internal mobility policy.

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]
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]
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
Letter · Word
Acting Promotion 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]

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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[Company Logo][Company Name]
PROMOTION ANNOUNCEMENT
Subject: Congratulations to [Employee Name] on Promotion as [New Designation]
From:
[HR Name] / [Department Head]
To:
[Distribution List]
Date:
[Date]
Ref. No.:
[Reference Number]
Dear Team,
We are pleased to announce that [Employee Name], currently [Current Designation] in the [Department] team, has been promoted to [New Designation] with effect from [Effective Date].
[Employee Name] joined [Company Name] on [Date of Joining] and has consistently delivered strong results. Some notable contributions include [Achievement 1], [Achievement 2] and [Achievement 3]. This promotion recognises that commitment and the trust the leadership team places in [his/her/their] ability to take on larger responsibilities.
New Responsibilities
Email template · Word
Promotion Announcement
Download .docx

Internal Promotion Letter

Preview of the letter

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

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

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