When you’re writing a promotion announcement email, you want to share the excitement with all your recipients. This type of email is actually a great opportunity to add some personality into your message and really connect with your team or company.
It’s important that every promotion announcement email is personal and relevant. The right email will encourage others to support the person being promoted — a strong step toward greater camaraderie in the workplace.
Read on to discover exactly how to write a winning promotion announcement email, along with 5 helpful samples you can use.
If you need inspiration, check Flowrite's smart promotion announcement email template. You can try it out below 👀
How to write a promotion announcement email
Before we dive into the email format and promotion announcement samples, there are three things we want to highlight:
1. It's time to show appreciation
Promotion announcements can sometimes feel, well, too formal. The lack of human touch and genuine gratitude can take the top off an otherwise jubilant occasion.
Remember that this promotion is something the person has probably worked hard for — and for a long time. It’s time to celebrate the victory with your team and remember to convey that their work is appreciated.
These — however small — acts play a crucial role in building a winning culture.
Don’t be afraid to use graphics, emojis, and color that align with your brand identity. These small acts can make a big difference in how authentic your gratitude feels.
Without any personalization, your promotion announcement could feel stiff, and the email could feel like more of an afterthought than the genuine recognition it is.
2. Highlight the opportunity for other team members
To nurture a positive culture in your company, it’s important to care about the goals of your teammates. Promotions are a great opportunity to do so.
Promotions are one of the most crucial parts of a professional career and something many strive for.
In order to attract and keep top talent at your company, it’s important to set an example of how it’s possible to get promoted inside your company. Highlight the accomplishments and results of your key players when they are promoted, to show the standard inside your team or company.
When done right, this can nurture healthy competitiveness, that motivates your people.
Although motivation is a great secondary purpose of promotion announcements, remember to really focus on this person’s accomplishments. Express why what they do makes a difference. You could even include some kind words from their colleagues or satisfied clients to include in the email.
3. Should you announce a promotion in a meeting or on Slack?
Let’s face it. Email is most often not the best channel for announcing a promotion if you want to make it personal. For big companies, it might be a must, but even then you should celebrate the promotion more personally, at least within your team or function.
Announcing a promotion in a meeting or in real life is most often the best approach (at least when announcing a promotion internally).
Alternative communications tools, such as Slack, can make announcing promotions much more engaging. People can react with emojis (we all love to get those 🔥 emojis) and comments in the thread, which play a big part in building your company’s culture — especially in remote working teams.
Encourage your team to celebrate one another’s wins. Every individual promotion is really a step forward for the whole company and its mission.
Promotion announcement email format
Let’s talk about the 3 key ingredients you’ll need when learning how to write a promotion announcement email. These are the most important areas to help you capture the right level of excitement while highlighting the recipient’s achievements.
1. Promotion announcement email subject
This is the first part of the email anyone will see, so it should fully capture what the email is about. A “Congratulations, [Name]” is a good place to start. You could also opt to include their new title, like, “Say Hello to Our New Team Supervisor, [Name]!”
In more formal contexts, a subject like that offers a warm welcome to their new department is a good place. For example, “Welcome [Name] to [Department]”.
If your culture permits, add a few emojis and dress up the email. A celebratory smiley face 🤩 or some sparkles ✨ can add some fun flair.
2. Promotion announcement email body
The body of the promotion announcement email should cover four points:
- Who is receiving the promotion
- What their new role is
- Their achievements that merited the promotion
- A heartfelt congratulatory message
You should begin by addressing who the recipient of the promotion is. For example, “I’m excited to announce [Name] will be our company’s new [Job Title]!”
Their achievements do not have to be a long-winded list. Spotlight their top 3 and add what they bring to the company, including how they’ll benefit the business in their new role.
This is again a spot to display what it takes to get promoted in your company, which will set expectations for others looking for their opportunity in the future.
3. How to end a promotion announcement email
The end of your email should have a congratulatory sign-off. Wish them well, and encourage others to congratulate them, too!
Promotion announcement email examples and templates
Now, let’s dive into the practical side of how to write a promotion announcement email. You can edit each promotion email example to suit your own needs, such as an internal promotion or employee promotion.
Each promotion announcement email template is easy to edit by replacing the information in the brackets. Remember to adjust the phrasing in each template to suit the formality of your company.
And don't forget to check out Flowrite's smart email templates, that use AI to turn words into ready-to-send emails. Try it out below:
5 promotion announcement email samples
1. Employee promotion announcement email sample
2. Internal promotion announcement email template
3. Promotion announcement email to staff sample
4. Multiple employee promotion announcement email sample
5. Group promotion announcement email sample
Promotion announcement email template with Flowrite
Flowrite is an AI-powered writing tool that helps you flow through your inbox by turning bullet points into ready-to-send emails.
It allows you to go from thought to text faster than before and saves you time, especially with repetitive emails you need to write day-to-day.
Created for the needs of those whose work depends on communicating effectively, Flowrite is available as a web app and browser extension.
Writing your perfect promotion announcement email is easy if you remember to focus on the recipient’s achievements and build excitement for their future.
As you write your email announcement, remind yourself what it felt like when you were promoted, and what kind of reception you would have appreciated from your team.
We hope the email examples help you next time you’re thinking how to write a promotion announcement email.
Most importantly, remember to be genuine. This may just be an email for you, but for the person being promoted, it’s a major life event and something they might have dreamt about for years.
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