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Promotion Evaluation Form

A promotion evaluation form is used by the reporting manager and a promotion panel to assess whether an employee is ready for the next role. It records eligibility, performance history, competency scores and the panel's recommendation, giving HR a documented and consistent basis for promotion decisions.

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[Company Logo][Company Name]

PROMOTION EVALUATION FORM

Company:: [Company Name]
Promotion Cycle:: [Cycle / Year]
Form No.:: [Reference Number]

1. Employee Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Current Designation	[Designation]
Current Grade	[Grade]
Department	[Department]
Work Location	[Work Location]
Date of Joining	[Date of Joining]
Date of Last Promotion	[DD/MM/YYYY]
Reporting Manager	[Reporting Manager]
Proposed Designation / Grade	[Proposed Designation]

2. Eligibility Check

Minimum time in current grade completed ([Number] years)
Performance rating of [Rating] or above in the last two cycles
No disciplinary action pending or in force
Mandatory training and certifications completed
Approved position available in the proposed grade

3. Performance History

Review Cycle	Rating	Key Achievements
[Cycle 1]	[Rating]	[Achievements]
[Cycle 2]	[Rating]	[Achievements]
[Cycle 3]	[Rating]	[Achievements]

4. Competency Assessment for Next Role (1 = Not Yet Ready, 5 = Fully Ready)

Competency	Manager Score	Panel Score	Evidence / Comments
Functional / technical expertise	[Score]	[Score]	[Comments]
Ownership and decision-making	[Score]	[Score]	[Comments]
Leadership and people development	[Score]	[Score]	[Comments]
Communication and stakeholder management	[Score]	[Score]	[Comments]
Integrity and adherence to policies	[Score]	[Score]	[Comments]

5. Manager's Justification

Why is the employee ready for the proposed role? [Justification]
Areas needing development in the new role	[Development Areas]
Successor for current role (if any)	[Successor Name]

6. Panel Recommendation

Promote with effect from [DD/MM/YYYY]
Promote subject to a trial period of [Number] months
Defer and review in [Number] months with development plan
Not recommended at this time

Panel remarks	[Remarks]
Overall score	[Score]
Development actions agreed (if deferred)	[Actions]

7. Declaration

We confirm that this evaluation has been carried out objectively on the basis of documented performance and competencies, in line with the company's promotion policy, and without bias on grounds unrelated to merit. The contents of this form are confidential.

Reporting Manager
[Reporting Manager]
Date: [Date]

Panel Member
[Panel Member Name]
Date: [Date]

HR
[HR Name]
Date: [Date]

Approved by
[Authorised Signatory]
Date: [Date]

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What this template includes

Eligibility check on tenure, ratings and conduct
Performance ratings for the last two review cycles
Competency scoring against the next role's requirements
Manager's justification for the nomination
Panel scores and comments
Final recommendation with effective date or development actions

When to use it

During the annual or half-yearly promotion cycle
When a manager nominates an employee for promotion outside the cycle
For comparing several nominees for limited higher positions
To document reasons when a promotion is deferred

How to customise this template

1Replace the competencies with those in your next-level role profiles
2Set your own eligibility thresholds, such as minimum time in grade
3Add weightages if your promotion policy uses a scored model
4Decide who signs off: department head, HR head or a promotion committee

HR tips

Use the same form for all nominees in a cycle to keep decisions comparable
Ask for evidence, not adjectives, in the justification section
Share development feedback with employees who are deferred
Keep completed forms confidential and retain them with HR records

For HR & hiring managers

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Frequently asked questions

What should a promotion evaluation form include?+

Eligibility details, recent performance ratings, competency scores for the next role, the manager's justification, panel comments and a final recommendation.

Who fills the promotion evaluation form?+

The reporting manager completes the nomination and initial scoring, and a panel of senior managers and HR reviews and finalises the recommendation.

How do you decide promotion readiness?+

Look at sustained performance, whether the employee already shows the competencies of the next role, and the business need for that role, using a consistent scoring scale.

All 50 increment, promotion & career →

[Company Logo][Company Name]

PROMOTION RECOMMENDATION FORM

Company:: [Company Name]
Promotion Cycle:: [YYYY–YY] / Out of cycle
Form Ref.:: [Reference Number]

Section 1: Employee Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Reporting Manager	[Reporting Manager]
Date of Joining	[Date of Joining]
Work Location	[Work Location]
Current Grade	[Grade]
Time in Current Grade	[Years]

Section 2: Proposed Role

Proposed Designation	[New Designation]
Proposed Grade	[New Grade]
Proposed Effective Date	[DD/MM/YYYY]
Vacancy / new position	[Details]

Section 3: Eligibility Check

Form · Word

Promotion Recommendation Form

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[Company Logo][Company Name]

PROMOTION APPROVAL FORM

Company:: [Company Name]
Recommendation Ref.:: [Reference Number]
Date Submitted:: [Date]

A. Employee and Proposal

Item	Current	Proposed
Employee Name / ID	[Employee Name] / [Employee ID]	–
Designation	[Designation]	[New Designation]
Grade	[Grade]	[New Grade]
Department / Location	[Department] / [Work Location]	[Department] / [Work Location]
Annual CTC (₹)	[CTC]	[Revised CTC]
Effective Date	–	[DD/MM/YYYY]

B. Financial Impact

Increase in CTC: ₹[Amount] ([Percentage]%)
Impact on current year budget: ₹[Amount]
Within approved budget: Yes / No
Grade pay range for new grade: ₹[Min] – ₹[Max]

C. Approval Matrix

Form · Word

Promotion Approval Form

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[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]
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
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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]
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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Promotion Evaluation Form

Preview of the form

1. Employee Details

2. Eligibility Check

3. Performance History

4. Competency Assessment for Next Role (1 = Not Yet Ready, 5 = Fully Ready)

5. Manager's Justification

6. Panel Recommendation

7. Declaration

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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