Writing a Promotion Request Letter (with Sample)

A promotion request letter is written by an employee of a company who believes he or she has earned the right to a higher position in the company. Many companies look to their own employees to fill vacancies, so if an employee feels they are the right candidate, they need to make their wishes known to the appropriate people within the company.

It is important to choose a time when the company is doing well to request a promotion. If the management is downsizing, it’s better to wait for a time when the company is stabilized. It is also important for the employee to make the request after they have made a major contribution to the company.

Promotion Request May Not Be Granted!

Employees should remember that their promotion request may not be granted. There are many factors why promotions are given including the time of year and company growth. This doesn’t mean they shouldn’t make the request. It will put their name in the running when a higher position does become available.

Some guidelines to follow:

• State how their current position has taught the employee about the company and job and why they are justified asking for a promotion
• Include details about their work as justification for the promotion request
• Give only concrete examples that relate to the position requested
• Do not appear desperate, weak or beg for the position
• Write only one page
• Check for spelling, style and grammatical errors

Know The Guidelines

The employee should know the guidelines of the company for requesting a promotion before they send the letter. This will give them an idea of how to express their request in keeping with the company policies.

There may be a formal procedure for applying for an internal job promotion. It is also recommended for the employee to try to find out if there is a position open.

If so, they can write the letter with the aim of requesting a specific position and list their qualifications that fit with that particular position. If the promotion is granted, the employee should immediately send a letter of gratitude to the person or persons responsible.

Show Professionalism And Courtesy

Here is a sample promotion request letter. To show professionalism and courtesy, it should be formatted as a business-style letter and sent as a hard copy to show the seriousness of the request.

It can be sent by certified mail, so the sender has proof of when the letter was sent and received. The sender should keep a copy of this letter and any enclosures as well as any communication from the receiver.

Sample Promotion Request Letter

Patricia Deer
Project Manager
New Energy Company

May 03, 2019

Gregory Beers
Vice President
New Energy Company

Dear Mr. Beers,

I have been working on the  Energy Project for the past four years and have learned extensively about each aspect of the project. I would like to express my gratitude for being part of the team. 

I’m writing this letter to request a promotion to a higher position in the company. I believe I have learned well from you and my colleagues and am ready to head a project.

This company has made great strides in the field of sustainable energy, and I am proud to have been a part of the success. I have worked extensively in the area of communications and have greatly extended the profile of the company.

The details of my contribution are in the enclosed resume. I believe I can contribute even more in future projects as a leader. A promotion at this time would be a great motivator for me, as I would feel that my contribution was recognized as valuable.

I believe in the aims of this company and would like to help further its mission in a position of leadership. I am hoping for a positive response from you.

I have enclosed my resume to date with a list of my contributions to the Sustainable Energy Project as well as a letter of recommendation from the project head. I would be happy to discuss my request with you at a time of your convenience. I can be reached at 555-123-4567 or Name@email.com

Thank you for considering my request.


Patricia Deer
List of enclosures

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