How to write a proposal to promote an employee

Updated March 23, 2017

Whether it's an employee you supervise who carries out his duties effectively, or if it's you who deserves a promotion, prepare an organised proposal for the promotion request. Any promotion must be justified with supporting facts; therefore, have proof that the employee has indeed gone above and beyond the responsibilities of his position. Include this information in your proposal.

Gather or create documents with facts that support your promotion proposal. Examples include printouts that chart the employee's higher-than-average output, written positive reviews from satisfied clients, and/or any field-related awards or honours she has received.

Write the cover letter to accompany the documents and propose the promotion. Open by greeting your employer formally by name ("Dear Mr. Green"). Write a brief introductory paragraph explaining your letter's intent--to request the promotion of a specific employee. Name the employee, and name the exact position you believe he should fill. If you believe a position should be created for this employee, state so in this paragraph, and give the position a title.

Write the body of the cover letter. Begin with a "Benefits" heading in bold. Write a four- to five-sentence paragraph that focuses on how the company, not the employee, will benefit from this promotion. Use supporting statistics from your enclosed documents on the employee's past performance to demonstrate how those skills will help her further aid the company.

Write an "Experience Overview" heading in bold. Write a four- to five-sentence paragraph that sums up the employee's achievements in his current position. Point out any accomplishments that were not covered in the "Benefits" section. Include extra training or development courses he may have taken since being hired.

Write a two- to three-sentence concluding paragraph and indicate how you will next be contacting your employer in order to discuss your proposal. Thank the employer for his time and for considering this outstanding employee and how he may further assist the company.

Present all of the materials, in bindings or in a folder, to your employer.


Do not include salary information or salary requests in the initial proposal. Salary negotiation comes at a later time.

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About the Author

Kara Page has been a freelance writer and editor since 2007. She maintains several blogs on travel, music, food and more. She is also a contributing writer for Suite101 and has articles published on eHow and Answerbag. Page holds a Bachelor of Music Education degree from the University of North Texas.