Announcement Memo


Employee promotions are important moments that show your workers how much you value their dedication, skills, and leadership potential. There are a variety of different ways to announce the promotion of an employee. Smaller companies may announce promotions during meetings when all employees are present, but larger companies tend to use email.

  1. Announcement Memo
  2. Sample Announcement Memo
  3. Staff Announcement Memo
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Memos within the organization, such as in a newsletter; Formal letters; Online announcements; In-office speeches; Emails; Press releases; How you choose to make a promotion announcement will depend on the size and type of organization, the significance of the promotion and who you wish to inform. When should a promotion announcement be sent? The employee leaving announcement email is a great way to inform other employees about an employee’s departure. In addition to that, it’s an opportunity to thank the employee for their contribution and commitment to see to help the company grow. A Promotion Announcement Letter is a letter to let all employees know that a certain employee was promoted. This is very helpful because the other employees will know that this employee has a new position and new job responsibilities. This letter can be sent via email, distribute manually to each employee, or post it in the bulletin board of.

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  • Internal Promotion Announcement Email Template

    Use our MS Word template to quickly and easily craft an internal promotion announcement email.

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    Internal Promotion Announcement Email Example:

    Subject Line: Welcoming [Employee’s Full Name] to [Department Name]

    Hi all,

    I’m excited to announce the promotion of [employee’s full name] to the [name] department as our new [job title]! [His/Her] first day in [his/her] new position will be [date].

    In the past [number] years, [employee’s first name] has accomplished great things in [previous department]. [He/she] has [list accomplishments]. Now, [employee’s first name] will be bringing [his/her] expertise to our [new department] to [list responsibilities].

    If you have any questions about [employee’s first name]’s new role and how it will affect your working relationship, please don’t hesitate to contact [me/HR representative’s name].

    I hope you’ll join me in wishing [employee’s first name] the best of luck and welcoming [him/her] to [his/her] new role!

    [Your name]

    Things to Include in an Internal Promotion Announcement Email:

    • The name of the employee being promoted.
    • The employee's previous role and how long the employee has worked in that role, if desired.
    • The employee's new role and the responsibilities of that role.
    • When the employee will start their new role.
    • A summary of the employee's top achievements and accomplishments to explain the reason for the promotion.
    • A congratulatory statement with an invitation for the rest of your employees to offer their congratulations and best wishes to the promoted employee.


    How do you announce an internal promotion?

    If you have a smaller company, you may choose to announce promotions during meetings when all employees are present. If you have a larger company, you may want to use an internal promotion announcement email.

    How do I share news of a promotion?

    • Invite the employee you want to promote into your office for a face-to-face meeting and share the news with them.
    • Inform the former and new supervisors of the promotion.
    • Make an internal announcement to inform all employees of the promotion. This can be done in person or via email or office memo.
    • If the promotion will affect clients or shareholders, make an external announcement, and share the news on your company's web page and social media platforms.

    How do you write a promotion announcement for an employee?

    1. Decide whether to make the announcement via email or office memo.
    2. Address your staff members.
    3. Introduce the promoted employee and note their previous position.
    4. Briefly describe the promoted employee's new role and responsibilities.
    5. Explain the reason for the promotion.
    6. Congratulate the employee and invite the rest of the staff to do the same.

    Should promotions be announced?

    Yes. Announcing promotions tells your employees that you value dedication and hard work. Done right, it can also quell any feelings of jealousy and resentment among the workforce.

    What do you say when you promote someone?

    Offer your congratulations to the promoted employee and explain their new role and responsibilities. Let them know what their new salary will be and who they will be working with. You may want to offer your employee the option of accepting the promotion or not, particularly if it means relocating, either to a new department or to another branch.

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    What is a promotion announcement?

    Organizations announce promotions to recognize and honor employees who are being promoted, and to inform other employees of changes within an organization. They are generally made via email or announced in person.

    How to create a promotion announcement email

    Use these steps to write a promotion announcement:

    1. Decide if an email is the most appropriate method

    In most cases, an emailed promotion announcement is sufficient. If you have a small organization, you may wish to announce the promotion in person as well. When an employee is promoted to a C-level position, a public announcement may be in order. For example, you may wish to inform partner businesses, customers, stockholders and business organizations or media outlets.

    2. Address the recipients of the email

    Use salutations such as 'Dear [Name of Your Organization] Employees' or 'Dear All.' It should be clear that the email and its contents are meant for all employees.

    3. Introduce the employee being promoted

    Use the full name of the employee and announce the promotion. You can also include details such as how long the employee has been with the organization or in their previous role. Use positive language to indicate enthusiasm. For example, you might say that you are 'excited' or 'delighted' to announce the promotion, which will encourage employees to receive it positively.

    4. Describe the employee’s achievements and new responsibilities

    Write a few sentences about the achievements and contributions that contributed to the promotion. You may wish to include specific examples that portray the employee’s performance.

    Additionally, describe the employee’s new responsibilities and who the employee will report to in the new role. This can be helpful if the employee’s promotion will impact several employees and will tell employees what to expect as a result of this promotion.

    5. Close the email by encouraging employees to support the promoted colleague

    End on a positive note by encouraging colleagues to congratulate and support the promoted employee. This will instill confidence in the promoted employee.

    What to include in a promotion announcement email

    The following are components you should include in a promotion announcement email:

    • Congratulations to the promoted employee
    • Accomplishments that the employee has achieved thus far within the organization
    • Key factors that played a role in the promotion
    • A description of the employee’s new roles and responsibilities in the promoted position
    • Encouragement for other employees to congratulate the promoted employee

    Template of a promotion announcement email


    Use this template to guide you when you write a promotion announcement email:

    [Subject line: First and last name of the promoted employee, the title of their new position]


    [First paragraph: Use this paragraph to introduce the promoted employee. Include the title of their previous position as well as their new position title. Use a sentence or two to detail the employee’s time with the organization and your excitement regarding their promotion.]

    [Second paragraph: Describe what led to the promotion, the employee’s contributions to the company and the new responsibilities the employee will gain as a result of the promotion. If the employee will report to a different manager, include that information as well.]

    [Closing paragraph: Congratulate the employee and encourage other employees to do the same.]

    [Closing phrase]

    [Your name] Get composer.phar.

    [Your title]

    Example of a promotion announcement email

    Announcement Memo

    The following is an example of a promotion announcement email you can use for inspiration when creating your own:

    Subject: James Meyers, Director of Marketing

    Dear All,

    I am excited to announce the promotion of James Meyers from Marketing Associate to Director of Marketing. James has been with Smith Design for more than six years and has contributed greatly to his role as Marketing Associate by developing new business opportunities for Smith, particularly in the Tourism and Retail segments.

    James has more than 10 years of marketing experience in the print advertising industry, evidenced by his ability to consistently exceed the expectations of our customers. We have no doubt he will continue to brilliantly represent Smith and shine as our Director of Marketing.

    James will oversee the marketing teams and all Smith marketing initiatives going forward. He will report to me, directly.

    Let us all take a moment to congratulate James on his new promotion and wish him luck for the future.


    Sarah Gonsalves

    President of Smith Marketing Firm

    Promotion announcement FAQs

    The following are frequently asked questions about promotion announcements:

    How are promotion announcements made?

    The most common channels of delivery for promotion announcements include:

    • Memos within the organization, such as in a newsletter
    • Formal letters
    • Online announcements
    • In-office speeches
    • Emails
    • Press releases

    How you choose to make a promotion announcement will depend on the size and type of organization, the significance of the promotion and who you wish to inform.

    When should a promotion announcement be sent?

    A promotion announcement can be sent after the following:

    • The details of the promotion have been finalized, including salary, responsibilities and other details
    • The employee has officially accepted the new promotion
    • You have informed the promoted employee of when the announcement will be made
    • All management has been informed of the promotion

    Sample Announcement Memo

    What format should you use when writing a promotion announcement email?

    Use a professional format and your company logo if you have one. Use professional language and proofread before sending.

    Tips for sending a promotion announcement

    The following are tips for composing and sending a promotion announcement email:

    Staff Announcement Memo

    • Include the effective date of the promotion so all employees are aware of when to expect related changes.
    • Ensure that your grammar, spelling and facts are accurate.
    • Keep the promotion email as concise and relevant to the promotion as possible.
    • Start the promotion announcement email positively to convey the purpose and tone of the email.
    • Provide contact information for either yourself, the promoted employee or another related individual for questions.