A letter of recommendation template for employee promotion is a formal document that endorses an employee’s readiness to move into a higher role within an organization. It provides firsthand insight into the employee’s performance, leadership, and growth potential — often influencing final promotion decisions.
When written well, it goes beyond generic praise to convey measurable results and professional integrity. Whether you’re a supervisor, HR manager, or executive leader, this guide walks you through how to craft a recommendation that communicates credibility and confidence.
We’ll cover essential components, expert writing tips, and ready-to-use templates for various workplace scenarios — empowering you to advocate effectively for deserving team members.
Key Elements of a Promotion Recommendation Letter
A structured recommendation letter ensures your message reads clearly and persuasively. Include these components:
Greeting: Address the appropriate decision-maker.
Example: “Dear [HR Director’s Name],” or “To the Promotion Committee,”Introduction: Identify yourself, your title, and your professional relationship to the employee.
Example: “I have had the privilege of supervising [Employee Name] as [his/her/their] manager for the past three years.”Body Paragraph 1 – Performance Overview: Highlight job performance, achievements, and contributions.
Example: “Under [Employee Name]’s leadership, our team exceeded quarterly goals by 25%.”Body Paragraph 2 – Leadership and Skills: Showcase qualities that make the employee a strong candidate for promotion — initiative, accountability, mentorship, and impact.
Closing Statement: Reiterate your confidence and invite further contact.
Example: “I wholeheartedly recommend [Employee Name] for this promotion and am available to discuss further at [Email Address].”Signature: Include your name, title, company, and contact information.
Check out more recommendation letter templates.
Do’s and Don’ts for Writing a Promotion Recommendation
✅ Do’s
Be Objective and Specific: Support your recommendation with measurable results or project outcomes.
Highlight Growth: Emphasize how the employee has evolved in their role over time.
Match Qualities to the New Role: Align your examples with the responsibilities of the promoted position.
Use Positive but Professional Language: Maintain enthusiasm without sounding exaggerated.
Keep it Concise: Limit to one page — focus on quality, not quantity.
❌ Don’ts
Don’t Be Generic: Avoid vague compliments like “hardworking” without evidence.
Don’t Compare Unfavorably: Focus on the candidate’s strengths, not others’ weaknesses.
Don’t Include Confidential Details: Exclude sensitive company data or internal metrics.
Don’t Sound Biased: Maintain professionalism — recommendations should read as fair and credible.
Don’t Forget Formatting: Sloppy layout can undermine the letter’s impact.
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Sample Templates
1. Supervisor Letter of Recommendation for Employee Promotion
When to use: Ideal for direct managers endorsing a team member for a leadership or senior position.
Subject Line: Recommendation for [Employee Name] – Promotion Consideration
Dear [Hiring Manager or Promotion Committee],
It is my pleasure to recommend [Employee Name] for the position of [New Position Title] at [Company Name]. I have had the privilege of managing [Employee Name] for [X years] in the [Department Name], where [he/she/they] has consistently demonstrated exceptional performance and commitment to excellence.
During this period, [Employee Name] successfully led several high-impact initiatives, including [specific project], which resulted in [quantifiable result]. [He/She/They] is proactive, dependable, and inspires confidence in colleagues through strong communication and problem-solving skills.
I have no doubt that [Employee Name] will continue to deliver outstanding results in the new role. Please feel free to contact me at [Email Address] for further information.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
2. Executive Recommendation Letter for Senior Promotion
When to use: Suitable for department heads or C-suite executives supporting a managerial promotion.
Subject Line: Strong Recommendation for [Employee Name]’s Promotion
Dear [Promotion Committee/HR Director],
I am writing to express my enthusiastic support for [Employee Name]’s promotion to [Position Title]. Over [his/her/their] tenure at [Company Name], [Employee Name] has continually exceeded expectations, consistently demonstrating strategic insight and leadership excellence.
[He/She/They] played a pivotal role in [key achievement], significantly improving [business outcome]. Beyond performance metrics, [Employee Name] has fostered a culture of collaboration, accountability, and innovation within the team.
I fully endorse [his/her/their] promotion and am confident [he/she/they] will continue to drive meaningful results for [Company Name].
Best regards,
[Your Name]
[Your Position]
[Company Name]
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3. Peer or Colleague Recommendation for Internal Promotion
When to use: For peers or team leads recommending a coworker within the same department.
Subject Line: Peer Recommendation for [Employee Name]’s Promotion
Dear [Manager’s Name],
I am delighted to recommend [Employee Name] for promotion to [Position Title]. Having collaborated closely with [him/her/them] for [X years], I’ve witnessed firsthand the expertise, integrity, and dedication [he/she/they] brings to every project.
[Employee Name] consistently exceeds performance expectations and is known for mentoring newer employees, streamlining workflows, and ensuring project success. [His/Her/Their] professionalism and forward-thinking mindset make [him/her/them] an asset to any leadership team.
Please don’t hesitate to contact me should you need additional insights regarding [Employee Name]’s qualifications.
Sincerely,
[Your Name]
[Your Title]
[Department Name]
Formatting Tips
File Format: PDF or DOCX preferred for formal presentation.
Font & Layout: Use Times New Roman or Calibri, 11–12 pt, single spacing with one-inch margins.
Length: Keep under one page.
Tone: Maintain a balance between warmth and professionalism.
Delivery: Send via email attachment or company intranet as per HR guidelines.
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FAQs
How do I write a professional letter of recommendation template for employee promotion?
Begin with your relationship to the employee, summarize key achievements, and explain why they’re ready for the promotion.
What makes a strong employee promotion recommendation?
Specific examples of leadership, measurable success, and initiative help make your recommendation impactful.
Can I write a recommendation if I’m not a supervisor?
Yes. Peers, mentors, or project leads can write recommendations — just emphasize collaboration and reliability.
Should I mention weaknesses?
Only if relevant and framed positively (e.g., how the employee has improved or learned from challenges).
Can I email a promotion recommendation letter?
Yes, especially for internal promotions. Use a clear subject line and professional email signature.
Conclusion
A letter of recommendation template for employee promotion is more than a formality — it’s a testament to an employee’s growth and capability. A thoughtfully written recommendation strengthens your company culture and helps talented professionals advance with confidence.
Explore more professional templates on MsCareerGirl.com to support your team’s success and leadership journey.
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