Letter to staff member confirming promotion
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This letter to staff member confirming promotion can be used to confirm a staff member’s promotion. It contains an option for you to include a salary increase along with the promotion. This template letter might also be called a confirmation of promotion letter or a promotion letter.
It is best practice to confirm a promotion in writing to ensure you have a proper record. You are also required by law to give staff who are employees or casual workers written confirmation of changes to certain core terms of work as soon as possible. This template letter gives you the option to tell your staff member that other terms and conditions of their employment have changed as a result of their promotion and to attach a copy of their amended employment contract.
Q&A
When should I use this document?
If your staff member accepts their promotion, you should use this letter to confirm it in writing. For employees and casual workers, if you are changing certain core terms of work (eg their pay or job title) as a result of the promotion, you are required by law to confirm the changes in writing as soon as you can, and within a month at the latest.
What does this document cover?
This letter confirms that your staff member has been promoted and provides the option for you to confirm a pay rise if their salary is also being increased. If other terms and conditions of your staff member’s contract are being amended as a result of the promotion, you can select to include a provision confirming that the new contract will be enclosed with the letter.
Why do I need this document?
If the staff member you have promoted is an employee or casual worker, you are legally required to confirm changes to their core terms of employment (including pay or job title) in writing. This letter will help you to do that.
If you are promoting a member of staff who is not an employee or casual worker, it is still best practice to record a promotion in writing to ensure you have proper records.
Where can I find out more?
For guidance on promoting staff, see our Q&A on Development opportunities and incentives.
For guidance on changing your staff members’ contracts, see our Q&A on Changing or adding to staff contracts.
If your staff member is receiving a pay increase but is not being promoted at the same time, use Letter to staff member confirming pay increase instead.
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