Best Internal Employee Promotion Announcement Email Template


By Mariya Postelnyak


An employee promotion is exciting news! But there are important logistics involved in sharing the update with your workforce. An internal employee promotion announcement email template can help you tick all the boxes.

An employee promotion announcement is a perfect time to recognize the hard work and achievements of your staff. 

But it’s not just about saying, “Congrats!”

You need to ensure that the rest of your workforce feels well-informed about the decision and any impacts resulting from the promotion. That’s why a well-crafted internal promotion announcement is crucial. 

In this post, we’ll teach you how best to announce a promotion and provide you with a ready-to-use internal promotion announcement template to implement across your business.

How to Announce an Employee Promotion

In general, an employee’s direct reports and team members should be informed about a promotion first. 

Seeing the announcement in a company-wide email might make close colleagues feel blindsided. This may cause dissatisfaction among the team and cast a shadow on the promotion altogether. 

  • Before sending out your promotion announcement, reflect on the size and culture of your organization.
  • If you have a larger company, it might make sense to send out a team promotion announcement first, and then an additional company-wide email.
  • In a smaller company, you might announce the promotion to close colleagues over a Zoom meeting and then proceed to share the news in an internal newsletter.
  • In both cases, you’ll want to include the announcement in an email memo. This is to make sure the news has reached everyone and the details are readily available.

Why Create and Send an Internal Employee Promotion Announcement Email?

An internal employee promotion announcement is designed to accomplish a few things:

  • Keep your workforce in the loop about key changes related to an employee’s new role. This includes the employee’s new role, their previous roles, and their accomplishments.
  • Promote peer-to-peer recognition, which is an important driver of high employee morale and engagement.
  • Show appreciation and recognition for employees who have gone above and beyond in their work.
  • Enable employees to voice their thoughts about a new promotion and send their well wishes.  

What to Include in the Internal Promotion Announcement Email

To make sure an internal promotion happens smoothly, it’s important to meet certain criteria for your employee promotion announcement email. Use the points below as a checklist when announcing a promotion:

☑️ Promoted employee’s full name.

☑️ Previous role and how long they’ve worked in that role.

☑️ The specific new role/title the employee is assuming.

☑️ A brief note on the employee’s new responsibilities.

☑️ The start date for the new role.

☑️ An overview of the employee’s key projects and accomplishments that led to the promotion.

☑️ A congratulatory message inviting the workforce to express their well wishes to the newly promoted employee.

What is in the Internal Promotion Announcement Email Template?

Aside from the email message itself, your internal promotion announcement should include elements and employee newsletter ideas that improve readability and engagement. Here are a few key components to keep in mind:

  • Engaging subject line with the employee’s name.
  • Clear header announcing the promotion.
  • Scannable layout with an informational hierarchy (key information at the top, secondary details below).
  • Brand colours and logos for consistency. 

To make sure you tick all the boxes when it comes to your promotion announcement, we recommend creating a standardized email template. 

By saving and reusing your template for each promotion, you’ll ensure consistency across all your communications. You’re also less likely to miss important details or make errors in your email because of the standardized format.  

Here’s an example of an internal promotion announcement template that you can create with ContactMonkey’s HTML email template builder:

Instantly download and use this HTML template!

How to Create an Internal Promotion Announcement Email Using ContactMonkey

Creating a reusable internal promotion announcement template is super easy when you have a reliable email tool. You can use ContactMonkey’s responsive email template builder to create internal promotion templates in minutes with just a few simple steps:

Step 1: Choose your responsive email template

ContactMonkey offers over 30 customizable internal newsletter templates. You can also build a template from scratch using easy drag-and-drop controls. 

Step 2: Add in your email text

follow our promotion announcement checklist to add all the key details about your employee promotion. 

Step 3: Embed comment boxes

ContactMonkey lets you foster dialogue across your internal emails with pulse surveys and feedback boxes. These are great to embed into your promotion announcement as they facilitate peer-to-peer recognition. 

Step 4: Add employer branding

With ContactMonkey’s email design tools, you can easily add, lock, and save branded elements across your email template. Set default colours, logos, and graphics to showcase your employer brand and ensure consistent messaging.

Step 5: Preview your email

ContactMonkey lets you check exactly how your email will appear on desktop and mobile devices. This helps ensure quality control and prevents surprises once the email reaches your employees.

You can even preview you emails designed for dark mode!

Step 6: Save template

Once you’re satisfied with the look and feel of your template, save it to your team template library. Anyone from your team will be able to access, use, and even collaborate on an email template. This is a great way to ensure brand guidelines are followed no matter who’s writing the email.

Step 7: Import, send, and track

ContactMonkey has Gmail and Outlook email integration. Once you’ve installed the plugin, you’ll be able to select and embed any of your ContactMonkey templates right from your inbox.

Remember: before sending your email, conduct a test send to make sure all is in order. Once you’re ready, hit “Send and Track” to collect a range of email analytics – from email opens and clicks to read times – and improve future email communications. 

When to Send the Internal Promotion Announcement Email

The best time to send an internal email promotion announcement is when your community is most engaged. 

When you send with ContactMonkey’s email tracking tool, you can see peak engagement times and then schedule your emails accordingly. 

The Campaign Comparison tool provides a visual breakdown of exactly when employees are opening, clicking, and engaging with your emails the most. 

Use the data to plan out your communications in advance and send emails at the right time every time! 

Automate Employee Promotion Announcement Emails With ContactMonkey

Employee promotion announcement emails are a great way to get your staff celebrating each other’s accomplishments! They’re also an important tool for ensuring employees have a smooth transition into their new role and colleagues can comfortably adapt to change. 

With ContactMonkey, you can create dynamic employee promotion email templates that promote peer-to-peer recognition!

Take advantage of reusable templates to send email announcements more quickly and ensure consistency across all your messaging. Book a free demo to see ContactMonkey in action!

Want to improve your internal communications and employee engagement massively?