A promotion letter is a formal document that confirms an employee's new position within a company. It covers the details such as role changes, salary adjustments, and recognizing their achievements.
HR admin issues a promotion letter to an employee who is promoted to a new position/role within the organization. The promotion letter serves as a motivational tool and official record of the employee’s new status. It outlines any changes in compensation, responsibilities, and other relevant details.Â
HR admins
Managers
Employees (as potential recipients)
As an admin, to generate a promotion letter for your employees, you must ensure you have performed the following activities:
Configure the letter templates: Customize and set up standardized formats and content for the promotion letters.
Assign authorized signatories: Define and set up the authorized individuals or positions who will sign the promotion letter generated from the templates. The signatories can be the manager, CEO, or director.
Create letter template: Add essential elements such as company logo, contact information, recipient details, a clear subject line, specific address details, and an official signature.Â
The employee must meet or exceed performance expectations as determined by periodic evaluations.
A position must be available at a higher level, or a new position must be created.
Completion of a successful evaluation period where the employee’s performance is found to be satisfactory for promotion.
Discrepancies in promotion details (such as salary or job description) must be resolved before issuing the final letter.
Admin can track and monitor their employees' letter requests.Â
To generate a promotion letter, navigate to Employee > Admin > Generate Letter and perform the following actions:
On the Generate Letter page, click Prepare A Letter. A form opens.
In Step 1: General section, from the Letter Template dropdown list, select the Promotion Letter template. The Serial No. automatically displays.
From the Authorized Signatory dropdown list, select the required employee.
Note: If you cannot find the required employee, click the Edit icon to add the required employee to the dropdown list.
In the Remarks text box, enter the remarks, if any.
Click Next. Step 2: Select Employees section appears.
From the Generate For options, select Multiple Employees.
Note: If you want to generate the letter for an individual employee, select the Single Employee option.
From the Employee Filter dropdown list, select the required category. A list of employees appears.
Note: Use the + icon to add a required category to the dropdown list, if required.
Using the checkboxes, select the required employees.
Click Next. Step 3: Preview section appears. You can preview the promotion letter.
Enter the required information under the Text column for each employee.
Click Finish. The page displays a summary of the promotion letters.
Select the employees using checkboxes for whom you want to publish the letter.
Under Publish selected letters, select the Send as an email attachment/Publish to Employee Portal/Require Employee Acknowledgement options as per your requirements.
Click Download to download the letters for selected employees. A zip file downloads to your system.
Note:
You can click Download to download the letters for selected employees. A zip file downloads to your system.
You can also download, publish, edit, and delete each generated letter using their respective icons on every row in the list.
The promotion letter is generated and published in the employee’s ESS portal.
HR updates the employees’ records to reflect their new job title and salary
Employees download letters or Employees view documents on the mobile app
Admin views the number of letters generated
Only employees who have completed their probation period are eligible for promotion.
Promotion must lead to an increase in salary and/or benefits according to the company’s compensation structure.
Employees understand that a promotion is based on performance, business needs, and budget availability.
Depending on organizational growth and employee performance cycles.
The promotion letter must be kept confidential until officially announced.
The letter should be clear and concise, accurately reflecting the terms of the promotion.