Sample Letter: How to Ask for an Internal Promotion

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When new positions open up in a company, the human resources (HR) department often prefers to look at existing employees for the job before taking people from outside. Existing employees will already know the company culture and most likely have company loyalty. 

The best way for an employee to make it known within the company that they would like to apply for a promotion is to send a letter of interest.

This is a good opportunity for an employee to advance his or her career and bring this wish to the attention of their supervisors or managers. The letter will accompany the employee’s resume and should be very professional avoiding grammatical and spelling mistakes as well as inappropriate language.

send soon as possible!

The letter of interest should be sent as soon as possible after the employee hears that there is a position available. If they wait for some time before sending the letter, it tells the managers or HR person that they are not very interested in the position, and another employee who sent a letter immediately will be considered more favorably.

Employees should introduce themselves in the beginning of the letter and state their interest in a promotion. Even if they have been working in the company for several years, it is a good idea to reintroduce themselves to the person who is responsible for employing personnel in the company. 

The HR person should not need to read the whole letter to learn its intent. The letter should explain clearly why the employee feels they are a good candidate for the position and how they plan to handle the new responsibilities they will face.

state your qualities

The employee should state his or her qualities, skills and experience and explain how they will use these to further the goals of the company. If the employee has any certificates, degrees or licenses that make them a better candidate than other applicants, they should mention them. 

Also, if they have achieved any special accomplishments while working for the company, they should mention it. It is also important that the employee takes this opportunity to express loyalty to the company.

If the employee uses any coworkers or supervisors for reference, they should ask their permission first. The letter should end with a call-to-action. After thanking the HR person or manager for their time, the employee may suggest a time and date for a personal meeting to discuss their application further.

never use a demanding tone

The employee should never use a demanding tone or lie about their qualifications. They should only mention skills that relate to the position and not mention unrelated achievements. The employee should first read the job description of the position they want and state in the letter the qualifications that make them a good candidate for it. 

Finally, they should not give an ultimatum that they will resign unless they are promoted. None of these things will recommend an employee and may have the opposite effect.

Here is a sample letter of interest for a promotion. It should be written in formal business style and can be hand delivered or sent by certified mail depending on the size of the company.

sample letter of interest for an internal promotion

Company’s Name
HR Person or Manager’s Name
HR Person or Manager’s Title
Company’s Address
City, State, Zip Code

DATE

Employee’s Name
Employee’s Title
Employee’s Address
City, State, Zip Code

Dear Name of HR person or Manager,

It has been brought to my attention by NAME who is my immediate supervisor that the position of Manager for Recycling has become available, and I would like to express my interest in this position. 

I have worked for Environmental Solutions for the past five years and have focused most of my time on the recycling aspect of the company. I would like to take a leadership role in this area and believe that my knowledge and experience will be an asset to the department.

I have made many contacts around the city who are interested in purchasing our recycled products, and I am confident that if I were in a position of leadership, I could expand the possibilities even more. I believe Environmental Solutions is doing great work in the field, and I am proud to be an employee. I have always worked well with my coworkers and have helped train new employees for the past three years.

When the previous Manager for Recycling was away on sick leave, I was temporarily put in charge of the department and received commendation from my direct supervisor. I believe this company can grow to be an example to the nation in the area of sustainable living, and I would like to grow with it.

Thank you for your time and consideration. If it is convenient for you, I could meet you on DATE at TIME to discuss my qualifications further. I can be reached at 555-123-4567 or at Name@email.com.

Sincerely,

Employee’s Signature
Employee’s Name Printed
List of enclosures: resume

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