It's Monday morning, and your team is slowly trickling into the office (or logging onto Zoom with coffee in hand). You've got great news: your most dedicated team member, Laura, just got promoted. She's been quietly crushing deadlines, mentoring junior staff, and coming up with ideas that actually move the needle. You want to shout it from the rooftops… but instead, you're staring at a blinking cursor trying to write the new role announcement.
Announcing a promotion to staff isn't just checking a box on your internal comms to-do list; it's more like hosting a surprise party. You want the promoted employee to feel recognized and valued, but you also want everyone else in the room to be ecstatic (not awkwardly standing around wondering if they should clap). The tone, the timing, and even the platform you choose all play a part in how your message lands.
Handled well, a promotion announcement can inspire your team, spotlight your company culture, and boost morale across the board. Tackled poorly? It can create confusion, resentment, or worse, make the person you're trying to give kudos to feel like an afterthought. On this page, we'll walk you through what to include in a promotion message, and share handy tips for honoring the upward move. Plus, you will unlock some real-world examples that can be easily adapted to your style and team.
How to Announce a Promotion
Announcing a job promotion is a bit like revealing the winner of a reality show. Everyone's waiting for that big moment, and how you deliver it can either make the crowd cheer or leave them crickets-ing. So, let's dive into how to announce a job promotion in a way that makes everyone feel like they've won something.
Choose the Right Channel
Picking the best channel to announce a promotion is key to making sure the news reaches everyone in the most impactful way. Depending on the size of your team and company, here are some options to consider:
- Team meetings (great for small, tight-knit teams) – You can quickly share the promotion during a routine gathering, whether in person or online, allowing you to keep everyone in the loop.
- Messaging platforms (perfect for remote or hybrid setups) – If you can't gather everyone in one place, use your internal messaging platform like Slack or Microsoft Teams. It's casual, fast, and gives teammates a chance to react in real time.
- Email announcements (ideal for larger companies with broader reach) – Sending an email lets you keep both internal and external stakeholders like clients or partners informed about some changes in the department.
- Company newsletter (best for follow-ups) – If you already delivered the news elsewhere, a newsletter shoutout is a great way to reinforce it. It keeps everyone aligned and helps not to get lost in the shuffle of daily communications.
- Website or social media posts (great for external visibility) – spreading the word about the promotion on your company's website or social media channels is a great way to broadcast the news to a broader audience, including potential customers, job seekers, and industry followers.
Select Appropriate Tools
Choosing the right tools to announce a promotion can make all the difference in how the message is received and remembered. Whether you're aiming for a polished, professional look or something more playful and engaging, there are plenty of user-friendly platforms to help you deliver the news in style.
Tools like Canva and Adobe Spark are ideal for creating custom visuals like internal newsletters, social media shout-outs, or even printed materials. If you're looking to add some movement and energy, Giphy and GIF Maker make it easy to whip up fun animated graphics. And for more in-depth storytelling, video editing apps like Adobe Premiere Rush or InShot can help you create short clips that feel personal and sincere.
If your company uses Slack, OrgaNice birthday and anniversary bot is a powerful all-in-one solution that effortlessly blends celebrations into your daily workflow. Think of it as a tireless HR assistant, as it automatically keeps track of promotions, birthdays, work anniversaries, and other milestones, and sends out considerate, well-timed messages to the team.
Since it operates right inside Slack, where everyone's already communicating, it fits naturally into the rhythm of your workday. This makes it a breeze for colleagues to jump in with a quick congratulatory note or emoji and keep the good vibes flowing.
But OrgaNice goes beyond just celebrations. It keeps your org charts tidy and up to date, automatically reflecting changes like promotions, team shifts, and new roles. With built-in reminders and detailed reports, it ensures you always have accurate employee data at your fingertips.
Struggling to come up with the perfect message? OrgaNice has your back with a built-in library of pre-written, customizable templates that make it easy to send heartfelt congratulations in just a few clicks. These templates take the pressure off crafting the perfect note, so you can focus on celebrating your colleagues' dedication and success.
The cherry on the top is that you can try it free for two weeks, and after that, it's just $1.25 per user per month, with discounts available for annual subscriptions.
Identify the Perfect Timing
Timing plays a critical role in making a promotion announcement effective. Declare it too late, and speculation may arise, leading to confusion and misinformation among employees. To prevent this, choose a time when the promotion can be clearly communicated, ensuring there's no gap between the announcement and the employee's new role.
Ideally, promotions should be disclosed mid-week, like Tuesday or Wednesday, when employees are focused and receptive to positive news. You'd better avoid busy times, such as the end of the quarter or major company events, which could take attention away from the promotion. Furthermore, be mindful not to clash the promotion announcement with other significant company updates, as larger news can overshadow the praise and diminish its impact.
What to Say in a Promotion Announcement
When someone on your team gets promoted, it's like they've just unlocked a new achievement – a well-deserved recognition for all their hard work and commitment. Whether they've been with the company for months or years, a staff promotion announcement is the perfect moment to highlight their contributions and celebrate their growth. It's not just about the new title, but about acknowledging the value they bring to the team.
So, if you don't know what to say when announcing a promotion, take a look at these key elements that will enable you to celebrate the individual and motivate everyone around them.
1. Warm Congratulations
It's crucial to begin your announcement of promotion with a straightforward and sincere congratulation. You should keep it clear, warm, and professional, since your goal is to honor the employee's advancement and show that their efforts have not gone unnoticed.
If you're looking for an efficient way to begin, consider phrasing the opening like this:
"We're happy to celebrate an exciting milestone: Jordan Lee's promotion to Senior Product Designer."
2. Basic Details about the Employee
After the initial promotion congratulations, it's important to share some general information about the promotee. This helps everyone understand the context of the promotion, especially if the promoted team member is not well-known across the entire company. Include their full name, previous job title, and how long they've been with the company to give a clearer picture of their journey.
For instance, you can add something like:
"Jordan joined the company three years ago as a product designer."
3. Employee's Career Story
A great way to make a promotion announcement message personal and impactful is to share the colleague's journey. It's essential to mention their achievements, milestones, and key contributions that led to this promotion. Highlighting specific successes not only validates the promotion but also encourages others to follow in their footsteps.
For reference, here's an example:
"During his time with us, Jordan has continually grown in his role, taking on increasingly complex design challenges and delivering exceptional results. His keen eye for detail and user-centered approach have consistently elevated the quality of our product designs.
We were particularly impressed by Jordan's leadership in redesigning our flagship product's user interface last year, which resulted in a 30% improvement in user satisfaction and a significant reduction in customer support inquiries."
4. New Role and Responsibilities
Next, it's essential to explain the details of the employee's new role. Make sure to highlight their updated responsibilities and how their promotion will contribute to the team's goals and the company's success. You should also clarify any changes that may arise from this promotion, such as who will step into their previous position or if the employee will be transitioning to a different department or office.
Be specific about the start date of their new role, so everyone knows when the changes will take effect. Providing this information helps the team prepare for the transition, manage expectations, and gives them the chance to ask questions or clarify any uncertainties with management ahead of time.
Here's a sample to guide you:
"Starting on [Start Date], Jordan Lee will take on the role of Senior Product Designer, where he will be responsible for leading the design of key product features, collaborating with cross-functional teams, and ensuring a seamless user experience.
He will also play a pivotal role in mentoring junior designers, helping to shape the direction of our product design strategy. We look forward to seeing how Jordan continues to drive innovation and elevate our products in his new capacity."
5. Call to Team Celebration
To wrap up the announcement, you should encourage other team members in the company to join you in congratulating the employee. This helps build a strong recognition culture and create a sense of community, making the promotion feel even more special.
If you're sharing the news via email or other written forms where in-person congratulatory moments aren't possible, suggest alternative ways for colleagues to send their well-wishes. You can incite them to reach out via Slack, email, or even a quick message on the company channel.
Take a look at this example:
"Let's all extend our congratulations to Jordan on his well-earned promotion to Senior Product Designer!"
How to Write a Promotion Announcement [6 Tips]
So, you've got a promotion to announce – exciting stuff! But before you hit "send" or gather everyone in the meeting room, you might be wondering: "How do I acknowledge my colleague's promotion in a way that's both professional and makes the employee feel like the rockstar they are?" Here's a breakdown of multiple rad tips on how to announce a promotion to the team with style, warmth, and just the right amount of flair.
Add a Personal Touch to Your Announcement
When writing a promotion announcement, don't just focus on the job title and new responsibilities. People love hearing the story behind the achievement! Thus, you'd better share specific examples of the employee's journey. Perhaps they spearheaded a major project that exceeded expectations, introduced a new system that streamlined workflows, or mentored a team member who's now thriving.
Keep in mind to highlight how they've grown in their role over time or any standout moments, whether it's stepping up to solve a tough problem or consistently delivering results under tight deadlines. Besides, remember to mention personal qualities like their creativity, leadership, or work ethic.
Keep It Consistent in Length and Format
While every promotion is unique, it's important to maintain consistency in how you announce them. Avoid sending a quick, 60-word message for one promotion and a lengthy, four-paragraph congratulation for another. Inconsistent announcements can make employees feel undervalued, especially if one person's achievement seems to get more attention than another's.
To ensure fairness and clarity, consider creating a standard format for all promotion announcements. This way, everyone's appreciation feels equally important. You can even include these guidelines in your promotion policy and use templates to keep things uniform, ensuring that each employee is celebrated in a similar way.
Get Creative with Promotion Shoutouts
Don't hesitate to infuse some creativity into your celebratory messages. Depending on your company's culture and team dynamic, you can make the news more engaging by:
- including a fun anecdote or inside joke (about the person's journey or achievements);
- using visuals (e.g. a custom graphic, meme, or team photo);
- organizing a virtual or in-person event (maybe hosting a casual team gathering, or exploring virtual celebration ideas, such as holding an online team trivia game centered around the employee's journey);
- writing it in a unique format (like a faux press release, award speech, or even a short poem) ;
- creating a short video (with shout-outs from coworkers or clips of the person in action);
- asking team members to join in (they can send short congratulatory messages or even share their favorite moments working with the promoted employee).
Give Key Team Members a Heads-Up
Before making the official promotion announcement across the company, it's better to take a moment to inform the employee's immediate team or closest collaborators in advance. This can be done through a brief team meeting, a quick one-on-one, or a short message in a private channel.
Giving this early notice shows respect for those who work most closely with the person being promoted and helps them process the change without feeling caught off guard. It also allows for a smoother transition by giving the team time to ask questions, adjust responsibilities, or prepare for changes in reporting lines or workflows.
Create Space for Employees to Voice Questions
After announcing the promotion, it's of paramount importance to make sure everyone feels comfortable reaching out if they have any questions or concerns. People might have mixed feelings about changes in team structure, responsibilities, or leadership, so giving them the opportunity to ask questions can help clear up any confusion.
You might consider offering a casual Q&A session, where employees can join in to ask about the transition, or simply make yourself available for one-on-one conversations. It's also helpful to let them know they can get in touch through email or Slack if they prefer to ask privately.
Use the Moment to Set Expectations for Others
A promotion announcement is not only a time to recognize one individual's achievements but also an opportunity to subtly communicate what success and growth look like according to your employee recognition program. By highlighting the qualities and actions that led to the promotion such as leadership, collaboration, or exceptional problem-solving, you provide a clear benchmark for others.
This approach helps your team understand the specific behaviors and results that are valued, motivating them to align their efforts with these expectations. For example, if initiative and the ability to drive results were key to the promotion, employees will be more inclined to take on responsibilities and show proactive leadership in their projects.
