Free form template · Word

Role Change Request

A role change request is an internal approval form a manager raises to change an employee's role, responsibilities or reporting line. It records the business justification, any grade or cost impact and the approvals needed before HR issues a formal letter.

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[Company Logo][Company Name]

ROLE CHANGE REQUEST FORM

Request No.:: [Reference Number]
Date Raised:: [Date]
Raised by:: [Reporting Manager]

A. Employee Details

Employee Name
Employee ID
Date of Joining
Work Location
Current CTC (₹ per annum)

B. Current vs Proposed Role

Particulars	Current	Proposed
Designation	[Designation]	[Proposed Designation]
Grade / Band	[Current Grade]	[Proposed Grade]
Department	[Department]	[Proposed Department]
Reporting Manager	[Reporting Manager]	[Proposed Manager]
Cost Centre	[Cost Centre]	[Proposed Cost Centre]
Team Size Managed	[Number]	[Number]

C. Justification

Reason for Role Change
Key New Responsibilities
Responsibilities Being Handed Over and To Whom
Proposed Effective Date

D. Impact

Change in CTC (Yes / No) and Proposed CTC
Budgeted (Yes / No)
Headcount Impact
Training Needed for New Role

E. Employee Consultation

Date Discussed with Employee
Employee's Response
Employee Signature

F. Approvals

Approver	Name	Decision	Signature and Date
Department Head	[Name]	[Approved / Rejected]	[Signature, DD/MM/YYYY]
HR Business Partner	[HR Name]	[Approved / Rejected]	[Signature, DD/MM/YYYY]
Finance (if CTC changes)	[Name]	[Approved / Rejected]	[Signature, DD/MM/YYYY]

Declaration

I confirm that this request is raised for genuine business reasons, that the employee has been consulted, and that the information above is accurate. I understand that the role change takes effect only after HR issues a written letter to the employee.

Requested by
[Reporting Manager]
Date: [Date]

Verified by
[HR Name]
Date: [Date]

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What this template includes

Current and proposed role compared field by field
Business justification written by the requesting manager
Grade, CTC and headcount impact for budget control
Confirmation that the employee has been consulted
Approval chain: department head, HR and finance
Effective date that HR and payroll will use

When to use it

A team is reorganised and an employee's responsibilities shift substantially
A manager wants to move a team member from individual contributor to team lead
A role is redesigned after automation or a process change
A reporting line changes because of a new department head

How to customise this template

1Match the approval chain to your delegation of authority matrix
2Add cost-centre codes if roles move between cost centres
3Attach the new job description as an annexure
4Set a rule for whether CTC changes need CHRO or CFO sign-off

HR tips

Discuss the change with the employee before raising the form
Do not use a role change to quietly reduce pay or status
Update the job description, KRAs and HRMS on the same date
Issue a formal letter to the employee once the request is approved

For HR & hiring managers

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Frequently asked questions

Who raises a role change request?+

Usually the reporting manager or department head raises it, and HR reviews it for grade fit, budget and policy compliance before approval.

Is employee consent needed for a role change?+

Significant changes to duties are best made with the employee's agreement and in line with the appointment letter. The form has a field to confirm consultation.

What is the difference between a role change and a promotion?+

A role change alters duties or reporting and may stay at the same grade. A promotion moves the employee to a higher grade, usually with a pay increase.

All 50 increment, promotion & career →

[Company Logo][Company Name]

DESIGNATION CHANGE LETTER

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

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

Subject: Change in Designation

Dear [Employee Name],

This is to inform you that, consequent to [reason, e.g. the restructuring of the Operations function / harmonisation of job titles across locations / your move to the Customer Success team], your designation has been changed as detailed below with effect from [Effective Date].

Particulars	Existing	Revised
Designation	[Current Designation]	[New Designation]
Grade / Band	[Current Grade]	[Revised Grade]
Department	[Department]	[Revised Department]
Reporting Manager	[Current Manager]	[Reporting Manager]

Letter · Word

Designation Change Letter

Download .docx

[Company Logo][Company Name]

ROLE UPGRADE LETTER

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

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

Subject: Upgrade of Your Role and Responsibilities

Dear [Employee Name],

In recognition of your performance and the growing needs of the [Department] function, the management has decided to upgrade your role with effect from [Effective Date]. The changes in the scope of your role are summarised below.

Area	Existing Scope	Upgraded Scope
Designation	[Current Designation]	[New Designation]
Grade	[Current Grade]	[New Grade]
Territory / Portfolio	[Existing Portfolio]	[Upgraded Portfolio]
Team Managed	[Existing Team Size]	[New Team Size]
Budget Ownership	[Existing Budget]	[New Budget]

Letter · Word

Role Upgrade Letter

Download .docx

[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

Download .docx

[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
Download .docx
[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]
CAREER ADVANCEMENT LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]
[Work Location]
Subject: Advancement to [New Career Level] in the [Career Track] Track
Dear [Employee Name],
We are happy to confirm that, based on the outcome of the [Talent Review / Career Assessment] held on [Date], you have advanced from [Current Career Level] to [New Career Level] in the [Career Track] career track with effect from [Effective Date].
The review panel noted the following strengths in your work during the assessment period:
Letter · Word
Career Advancement Letter
Download .docx

[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

Download .docx

Role Change Request

Preview of the form

A. Employee Details

B. Current vs Proposed Role

C. Justification

D. Impact

E. Employee Consultation

F. Approvals

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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