This article is part of The Ascender, the Highrise platform for articles and resources.

Step-By-Step Guide to Writing a Thank You Letter for Promotion

Andrew Langat
June 8, 2023
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“We learned about gratitude and humility - that so many people had a hand in our success." - Michelle Obama

"I couldn't stop smiling;" "I was grateful;" and "It was an amazing experience." These are likely responses from the lucky ones who get a chance to be promoted up the company ranks.

If you have been promoted before, you can identify with these words.

Getting job recognition or a promotion is a great feeling – and expressing gratitude is essential.

As part of professional development, this often comes with more responsibilities, a new job title, money, and status. This can leave you feeling quite motivated in your new responsibilities.

You can express gratitude for the guidance and the fantastic opportunity to serve in the new position.

A well-written thank you letter — from our heart — can show your appreciation for the new opportunity to the management team, colleagues, and other supporters, and it can also help you build relationships and make a good impression on a new team.

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What Is a Thank You Letter for a Promotion?

A thank you letter expresses your appreciation and gratitude for a job promotion. Following a recent promotion, you can write a thank you note to upper management to express your appreciation.

When you receive a promotion that offers additional growth opportunities, new skills, and a potentially higher salary, it's important to show gratitude by sending a thank-you note to those who helped you attain it.

You can write this letter to:

Expressing appreciation by thanking them for their support in your professional growth and development is humbling and the right thing to do.

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Writing a Thank You Letter for Promotion (A Step-by-Step Guide)

To write a good thank you note or letter, you need to word it respectfully, using a suitable format to show your sincere gratitude. Keep the letter brief but ensure you express appreciation for the amazing opportunity. Remember that this letter chiefly is to express appreciation.

Pro-tip: We recommend a handwritten note.

Here are seven steps for writing a thank you letter:

1. Address the right person

At the top of your letter, address the right person with a proper salutation. An example is "Dear Sir Name" or "Dear Last Name." If you are acquainted well with the person, you can address them on a first-name basis, but if not, stick with Mr., Ms., or another proper title.

2. Express your gratitude for the promotion

In the first paragraph, state your reasons for writing the letter and get to the point quickly. Notifying the addressee of the topic of your correspondence is crucial.

Refrain from altering the intended message, omitting vital details, or including extraneous information. It is imperative to maintain the same level of formality in the rewritten text as the original message.

Example: "Thank you so much for the recent promotion. I am truly humbled to have been given this opportunity to serve in this new position."

3. Appreciate the opportunity

Express your gratitude towards the person who assisted in getting you the promotion or its approval. Include a sentence conveying your enthusiasm for this. You can write a few sentences for this purpose.

Example: "I appreciate the opportunity to work on the new role. This offers new growth and a chance to serve the company better."

4. Get into some specifics

When thanking someone, be specific about what you appreciate. Elaborate on what was helpful or remind them of a particular moment.

It is beneficial to note examples where the recipient assisted you in your career path before obtaining the promotion. This can include when they advocated for you or aided you in developing your skills. Personalizing your letter in this manner, instead of sending a generic thank-you note to all recipients, can be effective.

Example: "I would like to thank you for having helped me in my previous role. I particularly appreciate how you went above and beyond in explaining how to improve my presentation skills."

5. Give assurances

You must inform the recipient that you will strive to maintain high-performance levels in your next new role and position. Reassure them that you are committed to exceeding their expectations and earning their trust.

Having taken up new leadership responsibilities or challenges, you can assure your boss that you will not disappoint them and that you look forward to bringing more success to the company.

Example: "I want to assure you that once I assume this new leadership position, I will work with cross-functional teams to ensure we realize the company vision."

6. Thank them again

This will remind them that you feel honored for having more responsibility bestowed on you and that you are extremely grateful for the recent promotion. Restating your appreciation ensures your message is well-received.

7. Sign off

Below your last paragraph, sign off appropriately and add your name. An example is "Sincerely, [Your Name]."

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A Sample Thank You Letter {Template}

Dear [Mr./Ms.] [last name],

I am grateful for the recent promotion to [new job title]. I am truly honored and excited about this new position. I appreciate all your support and confidence in my abilities, which have significantly impacted my success and professional development.

Since I began working in my previous position, I have benefitted from your active role in [specific action your manager took that helped you get the promotion]. Your guidance, kind words, frank advice, and mentorship have been invaluable, allowing me to [list of ways your manager has helped you]. With this new position, I am eager to bring my best skills and qualities to the table, and I look forward to helping the company succeed.

Once again, thank you so much for your continued support. I sincerely appreciate everything you've done for me. Working with you is always a pleasure.


[Your first name] [your last name]
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Why Is it Important to Write a Thank You Letter?

Sending a thank-you letter after a promotion is essential. It shows appreciation to those who contributed to your success and can positively impact your future. Moreover, it's a thoughtful gesture that can benefit you and your employer.

In these digital ages, handwritten notes are often overlooked. But writing a thank-you letter for a promotion can strengthen your relationship with your supervisor and show appreciation for their support. It's also a great way to acknowledge the contributions of those who helped you succeed. While not necessary, a handwritten note demonstrates more value, humility, effort, and hard work.

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Tips for Writing a Good Thank You Letter

1. Keep it brief

Avoid using too many informal or uncomfortable expressions when writing a letter of appreciation. Keep it concise and focused on one thing you are most grateful for. This will make your message more effective and to the point.

2. Have proper timing

To express your sincere gratitude, you must send your letter within one to two days of receiving your promotion or pay raise.

This demonstrates your genuine appreciation and indicates that you didn't write the letter as an afterthought.

3. Be professional

You must maintain a professional tone when communicating with others. Refrain from using language or phrases that may cause discomfort or make the conversation too informal.

This can entail the use of slang, non-standard diction, and colloquialism.

4. Customize your letter

When writing a letter, personalize it instead of treating it as an afterthought. Avoid using the same words for every letter you write and instead include specific examples of the person's contribution to your success.

For instance, if you plan to write thank-you letters to your manager and mentor, remember that they likely supported you differently. Be sure to highlight these differences and give concrete examples of how they helped you.
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What Mistakes Should You Avoid in a Thank You Letter?

To write an effective thank you letter for a promotion, avoid including specific details that can compromise your professionalism and reduce the impact of your message. Focus on expressing gratitude clearly and concisely. Here are some mistakes you can avoid:

1. Focusing only on yourself

Show appreciation for someone's contribution to your success instead of taking full credit for your accomplishments when expressing gratitude.

2. Insincere appreciation

To maximize the impact of your letter, it's crucial to convey true sincerity and genuine sentiment. If you appear insincere, your recipient may interpret your letter as a mere formality, reducing the likelihood of a positive response. Write with sincerity and genuine appreciation instead of just fulfilling an obligation to avoid this.

3. Specifying aspects

When writing about your promotion that includes a raise, it's best to avoid mentioning specific amounts or percentages, especially if there is a chance that others may see your letter. This way, you can keep the details of your raise private and avoid any potential awkwardness with colleagues or teammates who might stumble upon your letter.

4. Grammar and spelling errors

Sending a thank you letter free of spelling and grammar errors is essential. Such errors convey a lack of attention to detail and carelessness, which are not the impressions you want to make.

Proofread your thank you letter thoroughly before sending it out. Relying solely on spellcheck is not enough; consider asking a friend with a sharp eye for detail to review it as well. This way, you can be sure that your thank you letter represents you in the best possible light.

5. Getting addresses wrong

To avoid confusion and errors, it's crucial to ensure that every name is spelled correctly when personalizing letters. Misspelling a word can come across as unprofessional and even offend the intended recipient. Always double-check to make sure you're getting everyone's name right.

6. Not viewing it as a priority

Understand that a thank-you note shouldn't just be another item to tick off your to-do list. Instead, it's a meaningful gesture that requires time and effort to craft a thoughtful message. Take the time to create a sincere note that will express your gratitude in the best possible way.

Inspiring, isn’t it ? Want to learn more about connecting self-awareness to professional development? Get in touch today.

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Let Highrise Teach You This Plus More

Getting a promotion means that you have proven to be a valuable asset. This can motivate you as you embark on your new responsibility.

For many, it is a lifelong dream, and writing an appreciation note for the new role is a powerful way of showing that you are self-aware.

At Highrise, we work with growth-minded individuals to help them develop skills for enhanced self-awareness, negotiation, and managing-up. Learn more about our coaching and leadership development program and select an option that best suits your needs.

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Andrew Langat
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Andrew Langat is an experienced content specialist in Leadership, Productivity, Education, Fintech, and Research. He is an avid reader and loves swimming as a hobby. He believes that quality content should be actionable and helpful.