Recommendation Letter For A Promotion (With Examples) - Zippia (2024)

When writing a recommendation letter for a promotion for your coworker, you should include your relationship with them, give specific examples of their professional skills, and write why they are the best candidate for the position.

Promotions are carefully considered, which means that having a strong recommendation can make a big difference in who’s selected. You don’t have to be a manager in order to recommend someone for a promotion, though it’s often the employee’s supervisor who does so.

Key Takeaways:

• Promotion recommendation letters can take the form of a personal reference or a business reference, as long as they explain why the person has the professional and personal skills to succeed in the new position.

• The first paragraph of the letter should include why you are writing the letter, who you are recommending, and what your relationship with the person is.

• Make sure to remain positive in your letter and only include things that will highlight the person’s abilities.

A promotion recommendation letter is exactly what it sounds like: a letter that recommends a particular person to be promoted. Recommendation letters for a promotion can take the form of either a personal reference or a professional reference, depending on the circ*mstances.

Promotion recommendation letters are typically written by the referee’s manager or supervisor and are addressed to the writer’s superior. As decisions for promotions are usually made in higher management, it’s an appeal that a particular person be selected for advancement.

What to include in a recommendation letter for a promotion

Being a professional letter, recommendation letters for promotion should include an explanation of who you are, why the person you’re referring is an ideal candidate, and your contact information. These letters have a standard format, which makes writing them both easier and harder.

1. Introduce yourself. Your letter will carry more weight for the reader when you establish who you are, your role in the company, and your relationship with the recommended person. You don’t have to go in-depth, but explaining more about yourself sets the tone for the letter.

2. Respond to the job qualifications. When writing about the applicant you’re recommending, you have to keep the job description in mind. Think about ways in which the person you’re recommending can meet or exceed the expectations and skills listed in the job description to distinguish them as a great applicant.

3. Give examples. Writing generalized comments about the person you’re recommending can give a good overview of their professional skills, but going into detail with specific examples will make them stand out. Talk about a time they rose to the occasion to finish a big project or surprised you with their industry knowledge; it’s all valuable to the person reading the letter.

4. Mention successes. Be sure to name any big successes the person you’re writing about has had, from leading a big project from start to finish or professional awards and certifications that are relevant.

5. Offer to continue the conversation. Let the person you’re writing to know that you’re willing to answer any follow-up questions or make clarifications on what you’ve written. These letters are short, so offering to take the conversation to email or a phone call will allow you to explain more about why the applicant is the best fit for the promotion.

   See Also

   UMBCThe only 3 things you should include in a cover letter (Hint: It's not your qualifications)Key Elements of a Cover LetterHow to Announce a Promotion With Examples (The Fun Way)

Promotion recommendation letters should follow a standard reference letter format: heading, intro, body, and conclusion. Following the basic layout of example letters is also recommended, such as the ones later in this article.

1. Heading. Include your name, address, phone number, and email at the beginning of your letter so the reader knows who it’s from. You’ll also need to include the date and the recipient’s heading with their name, role, company, and company address.

2. Introduction paragraph. Here you’ll include basic information like why you’re writing the letter, who you’re recommending, who you are, and what your relationship with the applicant is. You’ll want to pick two or three qualities of the person you’re recommending to highlight and state them here too for clarity.

3. Highlight the applicant’s qualities. The middle two or three paragraphs, depending on how much space you have, will explain the qualities you mentioned in the intro paragraph.

   This is where you can be detailed and specific about how the person you’re recommending is a good fit for the new position. Bring in anecdotes and emphasize how the candidate has been an asset to you or your team, if possible.

4. Conclusion. Make sure that when you conclude the letter you say directly that you’re recommending the person for the position. It’s also important to make it clear that you’re willing to further discuss the candidate’s qualifications and to include your conduct information.

Example letters of recommendation for a promotion

1. Example 1:

   Jane Doe
   123 Main St.
   Somewhere, State 12345

   September 20, 2020

   John Smith
   Head of Marketing
   Marketing Company
   123 Street Rd
   Somewhere, State 12345

   Dear Mr. Smith,

   I would like to recommend Sarah Smith for the position of Account Manager. I have supervised Sarah for three years in her role as Marketing Specialist and I have always been impressed with her work ethic and leadership skills. I know that she will be a responsible and reliable Account Manager.

   Sarah has one of the most impressive work ethics I have seen. She is consistently turning in projects and assignments early as well as always willing to lend a helping hand to me and the rest of the team. Her dedication to getting things done efficiently and thoroughly has been a great asset to my team.

   I believe Sarah’s strong leadership skills will also help her succeed as an Account Manager. She has a great ability to step up and take charge when needed to make sure projects get done on time. She is a great communicator and will be a skilled liaison between our team and our clients.

   I fully recommend Sarah for the position of Account Manager. I’d be happy to provide further information or clarification if needed.

   Sincerely,

   Jane Doe (signature)

2. Example 2:

   John Doe
   123 Anywhere St
   Town, State 12345

   September XX, 2020

   Kate Johnson
   HR Director
   ABC Sales
   123 Company St
   Town, State 12345

   Dear Mrs. Johnson,

   After working with Luke Smith for many years, I fully support his candidacy for the promotion to Sales Manager. I have watched him evolve from an intern to his current role as a Sales Associate and I know he is capable of taking on added responsibility. His communication skills and his dedication to the company are incredible and I support his career development.

   As a Sales Associate, Luke has impressed me with his communication skills, both with his team and clients. He is able to explain products and issues in ways that anyone can understand, something that has been a great help to the team. This goes for both his written and oral communication. Each week he sends me weekly updates to explain issues he faced and problems he solved throughout the week and I appreciate the effort and communication immensely.

   Luke has also shown great dedication to his professional development, both within and outside of the company. He takes any chance he can get to work with a new department or take one of the classes the company offers. Outside of that, he has worked to get industry certifications, like Certified Sales Associate, and other professional advancements.

   I wholeheartedly recommend Luke for the role of Sales Manager. Please let me know if I can provide further clarification or answer any questions.

   Regards,

   John Doe (signature)

3. Example 3:

   See Also

   5 Parts Of A Cover Letter (AKA How To Write A Good One!)

   Samantha Williams
   123 Main St
   City, State 12345

   September XX, 2020

   Tom Brown
   HR Director
   XYZ Company
   123 Street Rd
   City, State 12345

   Dear Mr. Brown,

   I am writing in support of Rachel Johnson’s candidacy for the position of Project Manager. I have worked closely with her for a few years and I am impressed by her proactive nature and excellent communication skills. I know she will succeed as a Project Manager.

   Rachel has a great ability to anticipate people’s needs and unexpected situations, so she is always prepared to tackle any issues that may arise. From planning out different scenarios to double checking with her supervisors, she is always taking the extra step to make sure everything is just right. It’s a great quality to have in a colleague and I know she will be an asset to her next team.

   When it comes to communicating, there’s nobody like Rachel. She can write a concise and informational report quickly, or plan and host a meeting with a 20-minute notice. She is especially effective at communicating across departments and making sure everyone understands their roles and what is expected of them.

   I fully support Rachel’s candidacy for the role of Project Manager. I’m happy to provide more information or answer any questions if needed.

   Kind Regards,

   Samantha Williams (signature)

While it’s important to cover the basics of a recommendation letter for a promotion, there are some other tricks you can use to make your reference more effective. Here are some tips to help your recommendation letter stand out from the crowd.

1. Be entirely positive. A recommendation letter is meant to be a vote in favor of the person getting the promotion and show your enthusiasm for why they are the best person for the job, so save your constructive criticisms or hesitations for another time. If you don’t feel like you can honestly do this, it’s best to decline to write the letter altogether.

2. Include specifics. Hiring managers are looking for more than vague descriptions about how the person is “pleasant to work with” or “a hard worker.” Give specific examples of their strengths and successes that will serve them well in this new role.

3. Make it personal. Hiring managers will be wary of a recommendation letter that seems too generic, so don’t be afraid to share details about the person and your interactions with them that will clearly set them apart from the crowd.

4. Highlight relevant skills. Make sure to point up how the candidate’s aptitude fits into the position in question. Someone may be excellent with math, but if they’re getting a job in communications, it may not be the skill to highlight.

5. Read the job description. While you may feel you’re familiar with the position the referee is applying for, make sure to find out exactly what skills are being prioritized so that you can customize your recommendation to fit it.

Recommendation for a promotion FAQs

1. How do you write a strong letter of recommendation?

   You write a strong letter of recommendation by being positive and giving examples of the person’s success that align with the job description. Recommendation letters should be nothing but positive and should even be described as “glowing.”

   Hiring managers aren’t looking to these letters for the full picture of what this person can do, they’re looking at whether or not other people say they should get the promotion or job.

   To make the greatest impact though, the positive things you write should align with the job description. This shows hiring managers that you believe the person would be a great fit for this particular job, which carries even more weight than general compliments do.

2. How do you justify an employee getting a promotion?

   You justify promoting an employee by sharing how their skills would be utilized in the new position.

   In your recommendation letter for a promotion, talk about how the employee would add to the team’s culture and how they have leadership skills that should be put to use by giving them a promotion.

   You can also talk about the person’s problem-solving skills and job expertise, as well as how they’re a hard worker, a team player, and always growing and improving.

3. What do you say when recommending someone for a promotion?

   Talk about the person’s leadership skills and other positive qualities when recommending someone for a promotion. Hiring managers want to know why they should promote this person, so don’t be afraid to be glowing in your recommendation.

4. What are three important things to mention in a letter of recommendation?

   When writing a letter of recommendation you should include your relationship with the person, specific examples of their work ethic, and mention any successes or achievements of theirs. This letter should be personal because some hiring managers may be wary of letters that are too generic.

5. Can someone besides the candidate’s direct supervisor write a recommendation letter for a promotion?

   Yes, someone other than the employee’s boss can write a recommendation letter for a promotion. Typically a supervisor is best positioned to select someone for promotion out of their direct reports, which is why the task often falls to them.

   However, coworkers, higher-level supervisors, and former supervisors can all write promotion recommendation letters. That being said, these letters are written by someone in the company recommending someone they work with to someone else in the same company.

Final thoughts

With these easy templates, you can write a recommendation letter in no time.

Just make sure to follow the format of the sample letters and include key points. For the most effective promotion recommendation letter, include positive remarks about the person you’re recommending and tailor your letter to the job description when possible.

Remember, these serve as reference checks for the person you’re recommending and you want to leave a positive impression on the person you’re writing to. There you have it. Now you have all the tools to write effective recommendation letters that will get your co-workers promoted in no time.

References

1. Coursera – How to Write a Letter of Recommendation (Template + Tips)

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