The Art of Promotion Announcements: Tips, Templates, and Examples
Table of contents
- What is a promotion announcement?
- Why is announcing a promotion important?
- Crafting an effective employee promotion announcement
- How to write a promotion announcement
- Proper channels when announcing a promotion
- Five promotion announcement examples and templates
- Four best practices for effective promotion announcements
- Common mistakes to avoid in promotion announcements
- Recognize and celebrate promoted employees
When employees get promoted, sharing the news with the rest of the company isn’t just a formality. A promotion announcement is a perfect chance to publicly recognize and celebrate their achievements while keeping everyone in the loop about their new position.
Celebrating promoted employees shows your team that hard work pays off, which can boost morale. It also showcases your organization's culture and improves retention. Research from Gallup and Workhuman's report, "The Human-Centered Workplace: Building Organizational Cultures That Thrive," reveals that employees who get high-quality recognition are more connected to their company’s culture and less likely to leave.
Below, you’ll learn how to write a promotion announcement and get customizable templates you can use in your company.
What is a promotion announcement?
A promotion announcement is a public statement or message shared with your organization’s staff to recognize promoted workers and reveal their new roles. It keeps everyone informed about the organizational changes that come with promotions.
Common types of employee promotions include:
- Moving from an entry-level role to a leadership position
- Getting a new job title with higher pay
- Shifting departments to take on a role with different, more impactful responsibilities
Why is announcing a promotion important?
A promotion announcement is an opportunity to honor and celebrate success at work. This acknowledgment sends a message that the company values top performers, which can motivate others to excel in their roles.
Announcing promotions also fosters a culture of recognition. With increased employee recognition, productivity increases, and absenteeism decreases. You save money, too. A study by Gallup and Workhuman found that if a median business doubles the number of employees who feel recognized for their hard work, it can boost productivity by 9%.
The company can also cut absenteeism by 22% and save over $3.8 million in unscheduled absence costs.
Additionally, openly sharing news about who’s been promoted and why enhances transparency. You can use the announcement to demonstrate that promotions are based on merit rather than favoritism.
The announcements also keep everyone on the same page regarding changes in roles and responsibilities. Instead of hearing about promotions through rumors floating around in the workplace, everyone gets an accurate, official message at the same time. Clear, consistent internal communication eliminates confusion and misinformation.
Crafting an effective employee promotion announcement
How do you create a promotion announcement? What structure should you use?
Structuring your announcement
Below are the main steps you can follow to craft a clear, engaging, and informative promotion announcement:
- Start with a warm introduction: Open with a professional or celebratory tone. You can share that you’re thrilled or excited to share the news.
- Share key employee details: State the person’s name, current role, and a bit about their background to give context to the announcement.
- Mention accomplishments: Highlight the individual’s contributions and milestones. Also, mention leadership qualities to showcase why the person is being promoted.
- Explain the new role: Clearly outline the employee’s new title, key responsibilities, and start date.
- End with a call to action: Encourage the staff to help you celebrate the promoted employee in their new position.
Timing your announcement
Timing is crucial when sharing promotional news. Announce it too late, and people might start speculating, which can lead to misinformation and leave employees feeling out of the loop.
On the flip side, making an announcement too hastily might compromise the clarity and completeness needed to keep your team informed or properly celebrate the promotion.
Finding that sweet spot allows your message to land effectively.
The following tips will help you choose the right moment:
- Consider company events: An upcoming town hall, team meeting, or newsletter can be an excellent channel for promotion announcements.
- Don’t clash announcements with major company news: If you release them together, big organization updates can overshadow promotion announcements. Choose a time when the announcement will get the attention it deserves.
- Consider the promoted employee’s start date: Announce promotions close to the date they’ll take effect. This prevents an awkward gap between the announcement and the worker's start date.
How to write a promotion announcement
Want to make your promotion announcement effective? Below are the must-have elements when writing your announcement, whether you’re sharing the news formally or casually.
Employee introduction
Introduce the promoted employee to provide context for staff members unfamiliar with the worker. Mention the person’s full name, previous role, and how long the employee has worked for the company.
Highlighting achievements
Promotions must be purely based on merit to avoid the perception of favoritism. Use the achievement section to prove just that.
Mention the individual’s key accomplishments. Use specific examples of how the employee has significantly impacted a department or the company’s bottom line. If possible, use metrics to support claims. Not only will you showcase why someone deserved the promotion, but you will also paint a picture of what it takes to advance within your organization.
New role and responsibilities
Your announcement should explain what’s changing for the promoted employee and how it impacts the team. Mention the new position, briefly describe what it entails, and highlight key responsibilities. Address any shifts in reporting structure or team dynamics. For example, will the promoted employee now manage others?
Don’t forget to include the start date so everyone knows when these changes officially take effect.
Proper channels when announcing a promotion
Some communication channels are suitable for formal announcements, while others are great for informal updates. The audience you want to reach, inside and outside the company, will also determine the channel you use.
Internal communication channels for announcing a promotion
Internal promotion announcement channels are suitable if you want to keep people inside your company in the loop. Popular options include:
- Company email, intranet, or internal newsletters: They are suitable for formal and detailed promotion news. However, announcements via these channels may feel impersonal if not crafted thoughtfully.
- Team meetings, town halls, or video calls: These channels are great for more personal, face-to-face recognition. While they allow for immediate applause and congratulations, they might not reach remote employees or those who fail to attend the meeting.
- Slack or Microsoft Teams: They are perfect for quick, informal promotion news. People can react and comment on the updates, making the announcement feel more interactive. However, the platforms don’t provide the level of formality some promotions deserve, such as an employee’s advancement to the C-suite.
To maximize impact, tailor the announcement to your audience. If an employee in the IT department is getting promoted, for example, share the person’s specific achievements or contributions that resonate with the IT team.
External communication channels for announcing a promotion
Big promotions, like executive roles, might need a public announcement to keep investors, suppliers, or other external stakeholders informed. Suitable channels include:
- Social media platforms like LinkedIn and X are great for announcing employee promotions. The news can spread quickly because social media posts are easy to share. However, you only reach more people if you already have a large following.
- A blog post on the company website is an opportunity to discuss the promoted employee’s journey, accomplishments, and role in detail. The downside? Blog posts may not reach a wide audience unless promoted on other channels like social media or email.
- Press releases are best for high-profile promotions, especially those in leadership positions, because they are formal. However, they may be too formal to announce low-profile promotions.
Five promotion announcement examples and templates
Need some inspiration for crafting an effective promotion announcement?
Whether you’re sharing the news via email, team meeting, or the company’s newsletter, a ready-to-use promotion announcement example template simplifies everything.
Here are several customizable scripts you can use to recognize and celebrate those stepping into new roles:
Template 1: Formal promotion announcement email example
Subject: Exciting promotion announcement
Dear [Team/Department],
I am pleased to announce that [Employee Name] has been promoted to the position of [New Role], effective [Date]. Over the past [X years/months], [Employee Name] has consistently demonstrated excellence in [mention key areas of work or specific achievements], and their hard work, dedication, and leadership have had a significant impact on our [team/company].
In this new role, [Employee Name] will be responsible for [briefly mention new responsibilities and goals]. We are excited to see the continued contributions and leadership that [Employee Name] will bring to this position.
Please join me in congratulating [Employee Name] on this well-deserved promotion. I am confident that they will continue to thrive and make an even greater impact on our team’s success.
Best regards,
[Your Name]
[Your Position]
Template 2: Casual promotion announcement post example
🎉 Big News! 🎉
We are thrilled to announce that [Employee name] has been promoted to [New Role], effective [Date]. For [ Mention the employee’s tenure], [Employee name] has been a key player in [mention key achievements or areas of work], and we couldn't be more excited for what’s next.
Let’s all take a moment to congratulate [Employee Name] on this well-deserved promotion and celebrate their continued success! 🙌
#TeamSuccess #Promotion #WellDeserved
Template 3: Example of announcing a promotion during a team meeting
Alright, team, I’ve got some exciting news to share with you today! Please join me in congratulating [Employee name], who has just been promoted to [New Role], effective [Date].
[Employee name] has been with us for [X years/months] and has done an outstanding job in [Mention specific projects or responsibilities]. Their growth and dedication to [company/department goals] have made this promotion well deserved.
As [New Role], [Employee name] will now take on [Mention new responsibilities]. We’re excited to see how they’ll continue to lead and drive results in this new role.
[Employee name], congratulations! We’re all looking forward to the great things you’ll accomplish in this role!
Template 4: Example of announcing a promotion via company newsletters
Subject: Congratulations to [Employee name] on Their New Role!
Dear [Company name] Family,
We are excited to announce that [Employee name] has been promoted to [New role], effective [Date]. [Employee name] has been a part of our team for [X years] and has made significant contributions to [Mention key projects, accomplishments, or areas of work].
In this new role, [Employee name] will be responsible for [Mention new responsibilities and strategic goals]. Their passion, hard work, and leadership have made a significant impact, and we’re excited to see what they will achieve next.
Please join us in congratulating [Employee name] on this well-earned promotion!
Warm regards,
[Your name]
[Your position]
Template 5: Fun way to announce promotion
🎉 We’ve Got Big News! 🎉
Help us give a huge congratulations to [Employee name] on their promotion to [New position], effective [Date]! 🌟
[Employee name] has been an incredible asset to the team for [Mention tenure], always going above and beyond in [mention key contributions]. This promotion is a direct result of their hard work and dedication, and we are SO excited to see them grow into this new role.
Join us in celebrating this amazing achievement by dropping a congratulations message below or giving them a high five when you see them next! 🙌
Four best practices for effective promotion announcements
Whether it’s someone taking on a leadership role or simply advancing within their department, it’s a moment to celebrate and recognize their achievement. An effective promotion announcement can help you do just that. But how do you make it effective?
1. Announce the promotion at the right time
As soon as you finalize the promotion, share the news with the team. You want everyone to hear about it right away and straight from you, not through workplace gossip. If you wait too long, rumors or misinformation could start flying around, causing a lot of confusion.
2. Use inclusive language
According to the Linguistic Society of America (LSA) Guidelines for Inclusive LanguageOpens in a new tab, “inclusive language acknowledges diversity, conveys respect to all people, is sensitive to differences, and promotes equal opportunities.” In other words, it avoids terms and expressions that favor or are biased against any group of people.
Using inclusive language in promotion announcements is important because they acknowledge “that words matter, and that word choice can be used, intentionally or unintentionally, to include or exclude others. Using inclusive language communicates with people in a way that is respectful and brings everyone into the conversation.”
To use the right language and build an inclusive culture in your company, consider the following:
- Use the employee’s name rather than gendered terms
- Avoid assumptions or stereotypes
- Mind the historical context of particular groups in your word choice
3. Engage the audience
After announcing the promotion, you can invite employees to join in celebrating their promoted colleague. Whether it’s a quick round of applause in a team meeting, a congratulatory message on an email thread, or a shout-out on Slack, giving everyone a chance to participate can make the moment more meaningful.
Some employee promotions reward tenure. In that case, you can ask teams to help brainstorm thoughtful work anniversary ideas, such as custom gifts, to help celebrate the promoted employee.
4. Follow up with the promoted employee
Recognizing promoted employees through company-wide announcements may not be enough. When someone moves into an advanced role, learning new responsibilities, adjusting to a leadership position, or managing new team dynamics can be challenging. Regular check-ins make promoted employees feel supported as they navigate these changes.
Common mistakes to avoid in promotion announcements
Sharing promotion news is exciting. It’s one of the best ways to show employee appreciation and boost morale. Getting it wrong, however, can lead to confusion or missed opportunities to inspire your team. Here are some of the biggest blunders in promotion announcements:
1. Being vague
Promotion announcements with incomplete details about the role, responsibilities, or start date set the stage for confusion. If the leadership transitions are unclear, employees may wonder how the promotions affect them or whom to report to.
Make sure your announcement specifies when the promotions will take effect, who is being promoted, their new functions, and how the changes affect day-to-day workplace activities.
2. Overlooking team contributions
The spotlight should shine on the promoted employee. But don’t forget to give a shout-out to the team that supported that person along the way.
For example, you could say something like, “We also want to thank the [Team/department name] for helping [Employee name] grow into this role.”
It’s a small gesture that goes a long way in maintaining a positive team culture.
3. Taking too long to announce the promotion
Delaying promotion announcements can cause serious problems. Gossip might spread, causing uncertainties and confusion among employees. Worse, it might leave promoted employees wondering why it’s taking forever to share the news. You don’t want them feeling undervalued or thinking that you’re not fully confident in their promotion.
It’s best to announce promotions as soon as they are finalized so everyone is informed and promoted employees feel recognized.
Recognize and celebrate promoted employees
Celebrating promoted employees is one of the many languages of appreciation in the workplace. However, for these workers to feel recognized, the promotion announcement must be highly effective.
That means it should follow the right format and highlight specific details, including employee information, achievements, and new roles. Following best practices and avoiding common mistakes will also make your message more impactful. If you need some inspiration for creating an effective promotion announcement, ready-to-use templates make the process simple.
Want to make your promoted employees feel like their work is seen and valued? Learn how Workhuman® Social Recognition software® helps.