• 5-minute read
• 5th February 2022

How to Ask for a Promotion at Work by Email

Hoping for a promotion at work? Take the initiative and ask for it yourself! While the best way to ask for a promotion is in person, many people find it easier to communicate their case beforehand in writing—particularly when working remotely.

This blog post will cover the following:

●  How to prepare to ask for a promotion.

●  The structure of a promotion request email.

●  Proofreading your promotion proposal.

Preparing to Ask for a Promotion

Asking for a promotion takes a great deal of thought and research. Don’t just jump in and start writing to your manager before following these steps:

1. Research your company’s policy on promotions from either an employee handbook or a member of human resources personnel.
2. Consider your strengths and weaknesses and, if appropriate, get an outside opinion on them.
3. Learn about current vacancies within the organization and consider if you could successfully fill one of them. Research the demands of the position you’re interested in and consider asking the person that’s leaving the job about the skills and experience needed.
4. If there isn’t a suitable vacancy available, is there a position you could suggest that expands on your current role and incorporates more responsibilities? Think about your career goals and make sure the role you’re suggesting will aid your own career progression as well as benefit the company.
5. Finally, get the timing right! Don’t try asking for a promotion while the company is downsizing or in a recruitment freeze. It’s also best not to bother your manager if they and the team are up against a tight deadline. The optimal time to ask for a promotion is when you’ve just completed an outstanding piece of work or brought in a new client.

The Structure of a Promotion Request Email

Now that you’ve done your research and preparation, it’s time to sit down and write that email. Follow this structure for the best result:

1. Create a Subject Line

As this is an email, there’s no need to use a formal letter heading. However, a smart subject line is a must. “Promotion request” would be perfectly adequate but be sure to include your current job title within the body of the email.

2. Start with a Professional Salutation

In most organizations, “Dear Mr./Mrs./Ms.” and the surname of your manager is an appropriate salutation. However, if your company is more relaxed, or if you have a friendly relationship with the recipient, feel free to use “Dear” followed by their first name.

3. Be Direct

Your manager might not have much time, so start the email with a sentence like “I am writing to request a promotion to the role of X.” This makes your intentions clear straightaway.

4. List Your Experience and Accomplishments

The main body of the email is where you should explain why you’re an excellent fit for the new role. If it’s a new role you’re suggesting, propose a job title and emphasize how your skills and experience could be put to use in this more responsible position.

Use a numbered list to detail your experience and accomplishments, including:

●  The length of time you’ve been working for the company (highlight your continued loyalty to the organization, which is why you’re seeking an internal promotion rather than looking elsewhere).

●  The targets you’ve either met or exceeded in your current role.

●  Examples of projects in which you’ve excelled.

●  Instances where you’ve gone beyond the requirements of the position (be sure to include examples of supervision, as this shows leadership quality).

●  Relevant courses and qualifications.

5. Plan Future Steps

Think like an employer. If you were to be appointed to the new role, who would take over your position and how would the transition be managed? Volunteer to help find a replacement for your role and manage the handover process. This demonstrates your leadership skills and relieves your manager of an extra task.

Ask about the next steps in the process. Request a meeting to discuss the details of the promotion request and to further discuss your options. Though it can be tempting to hide behind a screen, a face-to-face discussion is the best way to communicate your interests.

6. Thank the Recipient

Thank your manager for their contribution toward your ongoing career and for considering your request for promotion. Re-emphasize your intent for the new role.

Finish the email using a salutation such as “Sincerely” or “Yours truly.”

Proofreading Your Promotion Proposal

The final step in completing an important letter or email should always be to proofread it. It’s easy to miss errors when re-reading your own work, so why not use the services of a professional proofreading company? Our editors are on hand 24 hours a day to edit and proofread personal statements, emails, and much more. If you want to present the perfect proposal to land your dream job, submit a free trial document today!