Guidelines : Announcing

Announcing Raises, Promotions, or Transfers to Your Staff

Guidelines and Alternate Phrases

• Announce the promotion or transfer, including new position title, effective date, and reporting line.
• We are pleased to announce….
• Jack Jordan will be assuming the new position of vice president of marketing, effective May 1, reporting directly to Michael Crock. We are so pleased to have him take the reins of leadership for our eastern division.
• Barbara Stedman has recently assumed the position of director of human resources, reporting directly to Michael Treadwell.
• We are pleased to welcome Harvey Malone to the position of controller, effective October 15. Harvey will be reporting to the vice president of operations here in Atlanta.
• Briefly outline the new responsibilities so others in the department will know how their tasks relate to those of the promoted employee.
• Highlight some of the past accomplishments that led to the promotion or transfer.
• As you may remember, Marla has led our team to record sales on the Fusia products for the last two years.
• In past positions, David has developed policies and procedures on personnel issues and negotiated client contracts for gas purchases.
• Harold comes to us from United Ferris, where he held several internal auditing positions.
• Carol led the effort to restructure our European division, a turnaround that within three years resulted in a 428 percent increase in gross revenue.
• My personal regards to Jackie as she assumes this position in the style of her many past successes.
• Myrl has had many successes. In her first year here, she was instrumental in…. During the last two years, she has successfully completed….
• Show confidence and pride in the announcement, as if bestowing a reward for work well done. Your announcement may serve as motivation for other employees.
• We are so pleased to provide these opportunities for advancement for such high achievers as Chris.
• We look forward to great things from Sylvia in this new job. She is an idea waiting to happen.
• Our eyes are on Phil. We’re expecting even more successes in this new position.
• We have every confidence Joanna will do great things in this capacity.
• We are watching eagerly as David establishes new client contacts in this region.
• We have great expectations for Marla as she assumes this new role.
• Our support is with you, Marilyn, as you forge ahead into these uncharted waters of Waverly accounts.
• We look forward to his leadership in this new position.
• We welcome his creativity with this new assignment.
• I’m anticipating great things from John with this challenge.
• John, welcome and good luck.
• Our best to you, Marla, as you assume the reins of this new challenge.
• The opportunities and the challenges are great. We wish Foster well.
• The challenges and the rewards are there–we’re excited about what Rob can do and wish him well.
• With great confidence, we want to express our best wishes to Seiko as she masterminds our division’s future success.

Example 1: Letter for announcement of promotion

Memorandum

TO: All Employees

FROM:

DATE:

SUBJECT:

We are pleased to announce the promotion of Donna Sizemore to vice president of marketing for our European operations, effective September 1. In this new position, Donna will be reporting directly to Richard Chambers.

This assignment will involve a “ground-up” challenge, with a plethora of opportunities to excel in a totally new arena. Donna will be setting up distributorships in England, Spain, Sweden, Portugal, and Italy for our automotive products. Then she will be opening retail centers for the remainder of our product lines, with all the accompanying responsibilities that entails.

Donna has proven her mettle, even in a weak and unstable economy, having come to us 15 years ago as an eager sales rep fresh out of the University of Texas. Her career has taken her through several positions throughout the eastern and southern divisions as local, regional, and divisional manager.

Please join me in offering your congratulations and support to Donna in this new challenge. We’re expecting her to take Europe by storm.

Sincerely,

Example 2: Announce the employee promotion

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

To All Employees:

We are very pleased to announce the August 1 promotion of Darrell Ray to vice president of human resources development, reporting directly to me.

Darrell has been with us for the past 10 years, serving in varied capacities in the personnel area. He joined us when we had only three stores open in the area and has successfully taken us through the “swamps” of opening an additional 22 stores. Darrell has worn all kinds of hats during these past years, developing personnel policies, compensation packages, and training courses. The training courses, as those of you who’ve been trained know, have received excellent evaluations and have enabled us to move forward with new stores at an almost unheard-of pace.

In his new position, Darrell will be coordinating all personnel and training functions for all geographical divisions. His number-one priority will continue to be recruitment for senior executive positions as we continue our expansion and reach our goal of becoming the largest eyewear manufacturing and retail operation in the world.

Please join me in congratulating Darrell on his accomplishments and his promotion. We’re looking forward to even greater leadership from him in this new position.

Sincerely,

Example 3: Announcing promotion

Memorandum

TO:

FROM:

DATE:

SUBJECT: Promotion of Pam Myers to Senior Systems Analyst

We are pleased to announce Pam Myers has been promoted to senior systems analyst, effective October 1, 19–. Pam’s first project will be designing and implementing the purchasing-control system.

As a graduate of the University of Arizona, Pam came to us as a computer programmer. She has since participated in all aspects of developing the security-control system, the capital-accounting projects, the vehicle-registration system, and finally, the plant accounting year-end system.

With pride, we look forward to other contributions from Pam in her new role. Please join me in congratulating her.

Example 4: Employee transfer letters

Memorandum

TO: All Employees

FROM:

DATE:

SUBJECT: Sandra Aarons Promoted to Director of Public Relations

Sandra Aarons is promoted to director of public relations, effective March 5. We are looking forward to having Sandra take over the reins of our public relations offices.

The folks at Lake East Hospital have long been aware of Sandra’s excellent work. In her 12 years as head of public relations at Lake East, Sandra carried us through the early years of our heart transplant program and organized the most successful blood drive in the county’s history. Under her watch, the hospital’s volunteer force has grown by over 250percent. And, of course, she instituted the popular “Meet the Wizards” days with players from the Toledo Wizards.

As director of public relations, Sandra will coordinate the public relations efforts of Lake East, Lake Central, and Lake West Hospitals. She will report to the CEO’s of each hospital.

Congratulations Sandra! We anticipate many more successes in your new position.

Example 5: Acceptance letter for employee promotion

Memorandum

TO:

FROM:

DATE:

SUBJECT: Horace Claycomb—New Chief of Product Development

We would like to welcome Horace Claycomb as our chief of product development, effective April 23. He now reports to the executive board.

When Horace came to us from Pennsylvania University, he was an engineer in our research division, working on what was at the time the most cutting edge chip technology in the industry. After eight years in research, he moved to the product development division. As a project coordinator for the last six years, he has led us through the introductions of our three biggest selling computers.

We have come to expect great things from Horace. I know you will join me in congratulating him on his promotion.

Guidelines: Approving

Approving Raises, Promotions, or Transfers for Your Staff

Guidelines and Alternate Phrases

Announce the good news immediately.

• We are pleased to approve your request for a merit increase of $3,000, effective with the May pay period.
• Thank you for bringing your most recent contributions to my attention. After talking with several of our other divisional managers to determine the “norm,” I agree your past performance has been exemplary. Therefore, I’m happy to be able to say we plan to increase your monthly salary by $450, effective immediately.
• Jason, I am happy to say I’ve been given approval to go ahead with your promotion to….
• We have the go-ahead on your transfer. Effective Monday, May 6, you will assume the role of….
• Give the effective date, the salary, major new responsibilities, and any new reporting lines. Make clear any trial period with the new responsibilities, mentioning date and review standards for the permanent assignment.
• Of course, we will want to review your performance after the first six months to see if the new projects are indeed contributing significantly to our operations. Specifically, we will be looking at….
• After the first three months, you and I can review how you think the new job supports or frustrates our efforts in the field. To be completely satisfied with this new trial arrangement, I will want to see a 20 percent increase in….
• Show confidence and pride, rather than obligation, in granting approval; bestow the promotion and/or raise as if it were a reward–which it is. Don’t sound begrudging or matter-of-fact. Remember, although employees will not be unhappy to receive a raise or promotion, they have other needs to be met, including the need for recognition and security. Approve with elaboration and with commendation for a job well done, specifically mentioning one or two of the most important contributions or skills acquired, but remember that effusive flattery sounds insincere.
• Your participative management skills are just what we’ve needed in that department for the past two years.
• Particularly, we’ve appreciated your attitude through the difficulties last year. We think this shows the kind of perseverance we need in an executive headed for senior rank.
• Your employee record says you have continued to upgrade your skills on various machines, and we want to commend you on your farsightedness in this preparation for advancement.
• I’ve noted your ease in dealing with difficult customers, particularly on the Pullman and Monroe accounts. We think these interpersonal skills deserve recognition.
• Your past work in the Bilton research has indeed been valuable in our total efforts.
• Your ability to exceed quota by such a large percentage for the past 12 months has been outstanding.
• Your attitude, your flexibility, and your timing have been excellent on past projects.
• End with a statement of goodwill that expresses wishes for a good future working relationship and/or more accomplishments. Express confidence for the employee’s future.
• You have a great future here, Joan.
• We know you will meet the needs in this new department, whatever they may turn out to be this next year.
• Keep up the good work and let us hear of your successes.
• We’ll be eager to read your first reports.
• We have every confidence you can turn this project around.
• We feel you are the right person for the project, and we will be behind you all the way.
• We are thrilled to place you in this new role.
• We are eager to keep you happy with Belco.
• We are pleased to be able to reward your efforts in this way.
• We are always willing to pay for such excellent performance.
• This increase is a positive step for both you and us. We value your contributions.
• We look forward to your long and rewarding career here at Fullerbrook.
• This promotion is one you deserve. Thank you for your commitment to a job well done.

Example 6: Approving position request

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Brenda:

We are pleased to say we have decided to ask you to assume the position of director in our Orlando office, with the accompanying salary increase of $12,000 annually.

Your past work has confirmed your ability to put customer needs above that of internal workings and changes in staffing. Specifically, your ability to land the Monroe contract has allowed us to increase our billings by more than eight percent during the last few months alone, and the possibilities with that arrangement are limited only by our creativity as managers.

We appreciate your ability to identify new markets and your determination to forge into them with confidence. This promotion and increase, we hope, will confirm to you our plans for your continued advancement in the company. You have our solid support with your new responsibilities.

Sincerely,

Example 7: Letter to employee for approving raises

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear J.W.:

I am pleased to agree to your assuming the additional responsibilities for supervising Teeben Heather Associates, effective July 1. Robert McNair will report directly to you after that date. You will continue to manage the western division, which includes responsibility for the ongoing work in Alaska and in Canada.

We suggest you continue to keep your office in Seattle. Your compensation will be $78,000 annually, with the normal scale for bonuses.

As we have discussed most recently in my office, your record is exemplary; the early completion of the Ferguson facilities has put us ahead of our projections by more than $500,000.

We welcome you to the new challenge and have complete confidence in your abilities to increase our profits by at least 14 percent, as our marketing projections state. We’re looking forward to your first quarter.

Regards,

Example 8: Approval letter for position

Memorandum

TO:

FROM:

DATE:

SUBJECT: Approval to Assume Administrative Assistant Position

With pleasure I’d like to approve your request to assume the position of administrative assistant, effective March, 1, 19–, with a salary increase of $2,000. You will continue to report to me.

After you settle into the job with the duties outlined in your memo, I’ll also be asking you to assume other tasks to help with routine correspondence from my office. I also think your suggestion that we contact Cindy Hoffman to assume the typing, filing, and duplicating tasks is a good one and will ask that as your first duty you contact Cindy about her interests. In the event she is unavailable or uninterested in the move, please arrange to contact Personnel for their recommendations in hiring a replacement.

Thanks for reminding me what significant contributions you have made to the department during the past two years. I do particularly value your initiative in restructuring the filing system and also your willingness to relieve the surveyors of the “routine” matters as you have had the time. As I mentioned in your last performance appraisal, you are the kind of dependable employee we’d like to keep.

Example 9: Approving

Memorandum

TO:

FROM:

DATE:

SUBJECT: Project Coordinator Promotion Granted

I am pleased to approve your promotion to project coordinator in the ecology group, effective May 1. Your salary will increase to $32,000, the standard starting salary of a project coordinator.

In your new position you will report to Ben Jerrell, director of the ecology group. You will be responsible for researching and writing publishable quality reports on the projects he assigns.

As with all project coordinators, we will conduct a review every four months for the first year and an annual review each subsequent year. We are looking for precision and comprehension in your research skills and uniform quality in your writing. Since most of our projects are on tight schedules and budgets, we also encourage efficient use of time and resources.

We appreciate your contributions as administrative assistant. Your talent for finding needs within the company and meeting them is just the sort of initiative we are looking for in our employees. Now that you have created a Web site for our company, I can’t imagine what we did without one. The site is responsible for 20percent of our contacts. And the many hours you spent providing technical support to the ecology and transportation divisions when we switched to new software was exceptional.

We have every confidence that your performance as a project coordinator will be equally exceptional.

Example 10: Approving Letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Tim:

After speaking with Maria Fuentes, I am happy to tell you that we have approved your raise. Effective January 1, you will receive $300.00 more per month.

Maria and I agree that your work with us in the past three years has been uniformly excellent. We appreciate you bringing your impressive list of accomplishments to our attention. In particular, your reorganization of our sales districts has helped us realize over $53,000 in savings yearly.

Your attention to detail and eye on efficiency are qualities we value in our employees. Maria tells me that she relies on your talents to keep the department running smoothly. We hope you will see this raise as a sign of our commitment to keeping you at Martin Sanders for a long time to come.

Cordially,

Guidelines: Disapproving

Disapproving Raises, Promotions, or Transfers for Your Staff

Guidelines and Alternate Phrases

• Begin on a positive note; acknowledge the request and thank the employee for his accomplishments, initiative, new idea, or at least interest in assuming new responsibilities.
• Thank you for offering to help us out in the Detroit area. From all appearances, we need something to happen there fast.
• I appreciate your writing to let us know of your interest in transferring to our new location at the end of the summer.
• We received your letter outlining the ways you would like to contribute to our success here at Glamore and Associates.
• Thank you for being so candid with your expectations about your future responsibilities here at Bryan-Westin.
• Thank you for forwarding your résumé and information packet with the summary of your accomplishments here.
• We are always pleased to receive new ideas from employees for ways to grow–even if that might involve a complete restructuring as you outlined.
• Give adequate reasons for declining a raise or promotion. If the employee’s performance is deficient in some areas, point those areas out in a positive way and tell him/her specifically how he/she can improve and what your standards of measurement are. If “no money” is the claim, be convincing. Be careful with this reason, however, so you don’t start financial-problem rumors that may create panic among the ranks. If you have no freedom to grant raises because salaries follow pre-existing guidelines, explain that.
• All promotions have been put on hold for the next six months.
• I simply have no more budget to work with this year.
• We feel a promotion at this time would be premature–that is, until you have gained more experience with the System AZ2 and are able to make service calls unaccompanied.
• The review committee has already decided they would like to bring someone in from the outside to get a new perspective on our expansion efforts.
• We believe we need someone in that position who can travel extensively at a moment’s notice.
• We have decided transfers to the new office should first be offered to our qualified employees with at least 10 years’ service here.
• The rumors you’ve probably heard are true. We simply are being forced to freeze our salaries at the current level.
• Meet the employee’s need for recognition in another way, if possible, such as a title change or participation in another employee benefit program.
• State under what conditions you may change your mind about the decision. Promise later review or state circumstances that may alter the present situation. If, on the other hand, you would like to see the employee leave, tactfully wish him success in “finding something that may give you the opportunities you deserve.”
• I’ve identified one particular area that we need to work on in the next few months: problem-solving with customers.
• I have decided the promotion would be inappropriate primarily for one reason–the increased customer contact necessary in that position. There have been some past problems with difficult customers, and I’d like us to work on further improvement in that regard.
• While your telephone skills are certainly adequate, I think organization would be a problem with the increased coordination required for scheduling. Why don’t we spend some concentrated time on improving your organizational skills?
• Should you receive this additional training, please bring that to our attention.
• If the new product gets the go-ahead, we will be in touch again and resume these discussions about how you can work with us then.
• If we do have a vacancy that calls for the skills that you can bring to the job, we will be happy to discuss this kind of promotion then.
• Commend the employee for his or her past contributions to the company, or personal strengths or skills.
• Thank you for your past contributions to our efforts here in Harrisburg.
• We think you’ve done a fine job for us over the past two years.
• We’ve noticed and appreciated your contributions in your present position, an important one in our estimation.
• Thank you for serving the organization so well in your current position.
• Your skills have been just what we’ve needed in your present position. Thank you for your energy and enthusiasm for the tasks there.
• We certainly have been impressed with your past performance.
• We appreciate your loyalty.
• We appreciate your willingness to learn new things and contribute in any way we need you.
• We value your eagerness to learn and grow in the job.
• We are pleased to have you working with us here at Capital Associates.
• Thank you for your contributions to our past growth.
• Thank you for sharing your technical expertise with us.
• We appreciate your new ideas and your willingness to discuss them with us.
• We have the same objectives in mind–satisfied employees and profitability. Thank you for helping us achieve both.
• Thank you for your outstanding work in coordinating our workshops.
• We are so pleased to know of your commitment to our success here. We want to work toward helping you grow into the jobs you feel are in line with your interests.
• We continue to be very pleased with the excellent service you’re giving our customers. Thank you for that effort.

Example 11: Disapprove the raises request

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Flo:

Thank you for writing to let us know of your interest in assuming the position of regional sales director. Should I assume the frustration involved in landing the new Hico account generated that itch to move? Seriously, we appreciate the difficulty of that account and your fine effort in closing the sale.

We are hesitant, I’m afraid, to put you in the newly created regional sales director position for several reasons. The position, as we envision it, will require extensive managerial skills because of the scattered sales force, the demands of a brand-new market, and the difficulties we’ve had in finding distributors in the region. Although you’ve certainly been an excellent sales rep for us, we believe we need someone with several years’ management experience in this new spot.

If you are interested in assuming a managerial role, I’d suggest you let your immediate supervisor know that and then avail yourself of our in-house management training programs. We think it’s essential that all our managers complete the Victor Profile program. After you’ve acquired this additional training and find you’re still interested in a supervisory position, bring that to our attention again.

We appreciate the outstanding sales record you continue to build here at Glaydon.

Sincerely,

Example 12: Rejection letter sample

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear John:

A few days ago you asked me to consider promoting you to assume the position vacated by Tom Post. We appreciate your interest in the growth of the company and in your own managerial skills and development.

In order to assure myself that our annual review of responsibilities and compensation had been done properly, I asked two other managers individually to help me look at your compensation package in relationship to your responsibilities, your performance, your results, and the way you support the company’s goals. Then they were to compare their findings with the compensation of select peers, subordinates, and superiors.

We all independently came to the conclusion that you are well compensated within the WAC structure, which we are satisfied is a good one. We are pleased with your progress but do not feel that adding other responsibilities would be appropriate until the $3.5M backlog is reduced. This reduction in backlog will be a grand achievement as far as we’re concerned. If you think that we have overlooked some other valuable contributions on your part and would like to pursue this further at the end of the year, I’ll be glad to do so.

Thank you for your willingness to persevere with a difficult situation.

Sincerely,

Example 13: Reject promotion request letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Chuck:

We’ve spent much time in the past few weeks reviewing your situation and your request for a promotion, and we do appreciate your interest in understanding how you fit into the company’s goals.

The principal objectives we have for your current position are outlined below:

• To find a sufficient quantity of steel to meet our requirements and to do this at the lowest possible price
• To see the plant continues to function at our optimal requirements
• To report clearly to management what we are doing to increase productivity and reduce cost

The importance of your position to the company will be measured by your effectiveness in meeting the above criteria. It’s important to both you and the company to know whether you can function effectively on that basis and if you plan to devote your best efforts to do so.

Please let us know your thoughts about this immediately so, if you are unwilling to continue in your present position, we can develop alternate plans to see these very important functions are carried out.

Sometime in the future our emphasis may change, and we will look for greater expansion and diversification. I can’t predict when that may be, but we are now satisfied our present operations are under good control and are giving us all the return we can expect.

I’ll look forward to having your response about continuing in your present position. We hope you’ll agree this position still holds a challenge for you. We have seen your management skills grow and appreciate your past efforts.

Sincerely,

Example 14: Disapproving promotion request letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Marietta:

Thank you for being patient while I reviewed your request for promotion to administrative assistant in the executive suite.

I want to commend you on your efforts to participate in all the training courses offered in-house for clerical staff. Continuing education is a must for all of us to be adequately prepared in this high-tech industry. Accordingly, we feel strongly whoever assumes the position of admininstrative assistant must have a CPS certification. Such recognition assures us and our customers all of our projects will be handled with the utmost professionalism.

If somewhere in your personnel file we have overlooked a notation of your CPS certification, please call that to our attention immediately. Should you make plans to work toward that certification, let us know when you have completed and received that designation.

We are very pleased with the fine work you’re doing in your current job and have had nothing but glowing commendations from your present supervisor. Because of this excellent performance, we would like to ask you to consider transferring to the purchasing department to learn a new area of the business. If such a transfer interests you, let Bill Hargroves (ext. 3456) know immediately.

Cordially,

Example 15: Reject position request

Memorandum

TO:

FROM:

DATE:

SUBJECT: Administrative Assistant Position

Thank you for reminding me what significant contributions you have made to the department during the past two years. I do particularly value your initiative in restructuring our filing system and also your willingness to relieve the surveyors of the “routine” matters as you have had time. As I mentioned in your last performance appraisal, you are the kind of dependable employee we’d like to keep.

As you know, however, we have not hired any new employees in the past three months due to economic conditions in the industry as a whole. Likewise, money budgeted for raises has been frozen until we see some turnaround in contract sales. But in light of your present skills and duties, I’d like to change your job title to Administrative Assistant, without all the additional duties outlined in your memo, and, I’m sorry to say, without a raise at this time. Even though your assuming such tasks would relieve surveyors of routine paperwork, I’m afraid with such a sluggish economy their increased time would not necessarily lead to increased business.

Please do know, however, I have noted your accomplishments and plan to give these added responsibilities and commensurate raise further attention. Perhaps when business picks up so we hire an additional three surveyors, we can then assign you additional duties and hire extra secretarial help as you outlined.

Guidelines : Accepting

Accepting Raises, Promotions, or Transfers

Guidelines and Alternate Phrases

Thank the boss for the promotion or transfer.

Express confidence in your ability to do the job.

I’m looking forward to making a difference in the bottom line.

I already have some ideas I’m eager to discuss with you–ideas I think can pay off handsomely in the months to come.

My previous jobs have brought me just the experience needed to tackle this new project.

Express appreciation for the new opportunity.

Thank you for your confidence.

This new opportunity will be a life-changing experience. Thank you.

You have placed great confidence in me with this promotion; I won’t let you down.

I am grateful to you.

Example 1: Letter of thanks to boss for promotion

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Sheila:

Your letter came in today’s mail, and I just want to express my appreciation for your confidence in my abilities. I’m eager to take the new challenge as director of Region 6.

Already I’ve spent some time talking with various reps in the area about what support they’d like to see from headquarters. As we discussed, I’m eager to see what changes I can make there.

Please know I appreciate this opportunity you’ve given me.

Cordially,

Example 2: Transfer acceptence letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Sarah:

I was pleased to get your message. I am anxious to take on the challenges in my new position as ecology project director.

In the last few weeks I have been working on several changes which will result in significant reductions in our research expenses. My goal is to get our research spending down by 45percent without sacrificing the technology we’ve come to rely on.

Thank you for your faith in my abilities. I can assure you, I won’t let you down.

Cordially,

Example 3: Letter for accepting transfer

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Garcia:

Thank you for granting my transfer to the finance department. I look forward to contributing to the IRS software project. The expertise I gained working with government computer contracts in the procurement department will serve me well on the IRS project.

I appreciate the confidence you have shown in my skills by giving me these new responsibilities. I am ready to give 110percent in my new position!

Sincerely,

Example 4: Thanks letter for raise

Memorandum

TO:

FROM:

DATE:

SUBJECT: Thank You for the Raise—Future Plans

I appreciate you approving my raise. This shows me that Maxwell Technologies is willing to make an investment in me. I want you to know that I am also eager to make an investment in Maxwell.

I have several ideas for streamlining our accounting procedures that I would like to discuss with you. Also, I am in the process of looking into offering direct deposit for our permanent employees.

Thank you, Sandy. This is an important step in my career.

Example 5: Thanks for promotion

Memorandum

TO:

FROM:

DATE:

SUBJECT: New Special Projects Coordinator Position—Prospective Projects

I was happy to get your letter approving my promotion to special projects coordinator. Although my work as administrative assistant was important to the company, I am certain I have more to offer beyond clerical tasks.

The flexibility of this new position is just the thing I was looking for. As I told you, I have several projects in mind, such as starting a company library, designing a Web site, and organizing all our community projects under one community outreach office.

The true benefit of this new position is that I will also be open to hearing other employees’ ideas, fostering the concept that Krestwell and Anderson is a responsive and innovative firm. I am certain that our best resources for remaining competitive are right here under our own roof. Thank you for supporting me.

Guidelines : Requesting

Requesting Raises, Promotions, or Transfers

Guidelines and Alternate Phrases

• State your reasons; then ask for the raise, promotion, or transfer. Elaborate on why you think the request is appropriate, emphasizing your qualifications, accomplishments, assumed responsibilities, and goals in light of the decision-maker’s standards for evaluation. Try to quantify past results–sales increases, new accounts serviced, increased productivity, reduction in costs, new employees trained and supervised, new skills acquired, and so forth. If you can’t claim any such accomplishments, base your request on the very monotony of the job, its risks, or its significance to the company.
• I want to take this opportunity to outline some of my past accomplishments here at Fairfield and to suggest expanded responsibilities for this next year.
• I want to review my contributions in the current job and to inform you of my interest in transferring to a new position in our Ohio division.
• This past year has afforded me the opportunity to increase my territory with 42 new accounts, resulting in a total sales volume increase of 160 percent. In light of this extra effort, I want to suggest a salary increase for this coming year.
• The very monotony of this task makes money my only reward; therefore….
• Due to chemical exposure, I feel I cannot continue to risk health problems for my present salary. If the salary were higher, possibly I would reconsider….
• I have completed my graduate business degree during this past year at night school and now feel I’m ready to put these new ideas into practice for the company.
• As you know, my department has shown a steady increase of about 12 percent each quarter for the last two years.
• In my present position, I’ve handled two similar projects–development of the Management Leadership Program and the Strategic Planning for Non-financial Managers–both of which required the exact skills this new effort will require. I think I can bring to the job creativity in course design, course facilitation skills, and the contacts necessary to encourage senior management support of the programs.
• I’ve worked with Bob Newman for the past six months, observing his management style and interaction skills, and I think I’ve gained sufficient depth to take on a department of my own.
• My present job has become routine and therefore offers no further challenge for me to develop my skills.
• I think I’m ready to contribute to the company’s goals in a much bigger role because of my increased exposure to….
• Don’t ask for a raise/promotion because someone else received one. Such a request falls into the category of playing little red schoolhouse, where David asks teacher to give him a “B” because Jerry got a “B.” Someone else may have received a promotion or raise because his work far exceeded yours; to be told such wouldn’t be pleasant.
• Don’t ask for a raise/promotion based on financial need. Because supervisors cannot very well verify true needs (even needs related to heavy medical expenses, etc.), they will often react against heartstring manipulation.
• Don’t whine: “But I’ve been doing this same old job and everybody else gets the best projects.” Or, “But you promised me last year if I…so I am…so why don’t you….”
• Focus your request on the company’s standards for measurement. In other words, what do they value in an employee and do you possess that skill or trait?
• I have the energy and perseverance such a job requires.
• As you may know, I’m single and, thus, travel and long hours will be no problem for me.
• I can be tough when the occasion calls for such decisions and can handle the unpleasant tasks this job will require.
• If you have knowledge of the field and appropriate salary levels, name a specific raise amount. Be sure you request the highest figure in your range; often people “have not because they ask not.” At least this amount establishes a point of negotiation.
• Since I’m the only engineer who has worked with similar designs and since this project will result in an approximate savings to the company of over $50,000 next year, I’d like to suggest a salary increase of….
• I think an increase of $3,000 would signify your appreciation of these contributions.
• May I suggest an increase of 15 percent for next year?
• From my random survey of other corporations in the industry, a salary of $50,000 is not at all out of line for these responsibilities.
• With an increase of, say, ten percent, I could be more positive about working the extra hours this project will entail.
• Although my present salary is slightly higher than what the new job offers, I’m willing to make that adjustment for an opportunity to advance and to gain skills in this new area.
• May I suggest $45,000 as a beginning salary–all of which I should be able to generate myself from increased sales during the next six months.
• Emphasize the symbolic meaning of the promotion or raise rather than your need for the money.
• Such added responsibilities and appropriate salary will, of course, allow me to feel as though I’m contributing significantly to the company’s growth.
• This increase will confirm to me that you value my past contributions here at Metcalf.
• This promotion will support the comments I’ve received from other staff working with me on the project.
• This salary increase would solidify in my mind the future opportunities for advancement with Huffco.
• This transfer, with the accompanying raise, will confirm your commitment to groom me for advancement within the company, as we have discussed on previous occasions.
• The extra money will be useful, of course, but beyond that, I would look upon the raise as your expression of intentions about my future here at United.
• Don’t threaten with another offer unless you’re sure the boss wants you to stay. Your threat of resignation may be the supervisor’s easy way out of financial strain or may make way for another, more competent rising star. If you do have another offer or feel you have no future with the present company, present your case as a “problem” about which you need your boss’s advice. You leave room for your boss to say either he can meet the offer or he can’t meet the offer but can promise thus-and-so for the future. Then you can make your final decision with all the cards on the table.
• I’d really like to stay because I enjoy what I do and appreciate our working relationship, but you know how hard it would be to turn down a $4,000 raise.
• Mention anyone you have trained as a replacement to minimize the decision-maker’s hesitancy about a disruption in the current operations. Or suggest the responsibilities of your present job are up to date and ready to be assumed by someone else.
• Alice Whitaker has been involved in the Hellman project from start to finish and is fully capable of completing it.
• I’ve trained Harriet Brownstone in all the duties of this job, and she is eager to assume this responsibility should you give the promotions your approval.
• With as little as two to three weeks’ notice, I can fully train my replacement.
• Bob Parkins has become thoroughly familiar with the job and could replace me quite easily.
• With perhaps a month’s training, Sheila Stowers could assume the responsibilities here.
• I’ve been working with Carole Jackson for the past year in developing the skills my present job requires. I think she is fully capable of taking on this work.

Example 1: Sample letters for requesting promotion in job

Memorandum

TO:

FROM:

DATE:

SUBJECT: Accomplishments and Request for Additional Responsibilities

In the past two years my responsibility to provide secretarial support to 18 surveyors in the Technical Services Department has been a growth experience. In addition to performing the routine typing, filing, and duplicating tasks, I have had opportunities to contribute in significant ways to develop skills in other, related fields:

• Discovered improper expense reporting ($3,400 over a two-year period) for a surveyor who, upon management investigation, was terminated.
• Have gradually learned to handle routine inquiries from branch offices, saving surveyors many interruptions during the day. The average surveyor now must respond personally to fewer than three to five calls a week.
• Restructured the filing system and cut retrieval time for the average document from 10 minutes to less than a minute.
• Have become thoroughly acquainted with the expense-reporting and cash-advance system so I now prepare such forms for six of the 18 surveyors.
• Organized a priority system for typing and filing required by the various surveyors; surveyors have commented on the system’s fairness and effectiveness.

Therefore, in light of these contributions and newly acquired skills, I’d like to request a promotion to a newly created position of Administrative Assistant. This new position would allow my continued career growth and also relieve surveyors and Mack Albert of much routine paperwork that cuts into their more important assignments.

In this new role, I’d like to assist or be totally responsible in the following areas:

• Assist in preparing the vice-presidential monthly summary
• Prepare the weekly job-status reports
• Make travel arrangements–including setting up a system to handle reservations, making cash advances, and filing expense reports for all 18 surveyors
• Prepare time sheets and vacation schedules
• Distribute and follow up on FECs
• Assist new employees in job orientation

I’d like to suggest a $3,000 raise as appropriate for such responsibilities. As mentioned during my last performance review, you recognize productivity and initiative; I would value such a promotion as evidence of your confidence in me on these points.

Of course, I’d be willing to train a replacement. In fact, I would like to suggest Cindy Hoffman (Marketing), who has worked with me temporarily during peak work loads. She has all the necessary typing, filing, and duplicating experience to handle those aspects of my present job.

Do I have your approval to assume these new duties–along with others you may want to add–thus increasing the effectiveness of our total department’s operation?

Example 2: Application letter for promotion

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Chip:

I want to let you know I am very much interested in the negotiations with MLB. Should this contract come through, would you please consider me for that project? I understand the assignment will require a four-month stay on site at MLB headquarters in New York.

As you know, I’ve had experience on the System 347 with six other accounts, amounting to annual billings this past year of $2,455,000. Additionally, my department has trained three other reps on this system and has successfully rotated them into the field operation.

One of my personal goals is to gain more general experience in interaction with senior people from our various accounts. Incidentally, Bob Stewart emphasized this same strategic planning on behalf of the company in making all of our middle management people “generalists” during the next few years.

May I suggest a raise of $3,000 for this promotion, bringing my total salary to $63,000?

Bob Fillimore, who has been working with me here on the six accounts mentioned above, is ready to take the reins here–and he is fully qualified, I might add.

Sincerely,

Example 3: Request letter for raise in job

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Seidmantz:

As a media specialist for the past two years with our Hargrove offices, I’ve found opportunity to contribute in new ways to our field groups.

As you will remember, I was hired simply to write press releases and respond to inquiries from the media and the public about environmental issues. During these two years, I’ve written more than 500 press releases and answered innumerable inquiries in a fashion that has, in my opinion, created a favorable impression for Hargrove.

But in addition to these assigned responsibilities, I’ve assumed the role of scriptwriter and producer for our training department. To address the need to get adequate explanation of employment benefits to the field quickly, I’ve developed three videos now in use. All of these have received very positive comments from our staff managers, who’ve experienced a reduction of approximately 50 percent in new-employee training time because of these videos.

In light of these additional responsibilities and achievements, I’d like to suggest a change in title (Media and Training Specialist) and an increase of $4,000 in annual compensation. I see no need at the present time to hire additional staff to assist me in the media area.

Your approval of this arrangement will confirm to me Hargrove’s appreciation of the employee’s willingness “to find a need and fill it.” I’m thrilled to be given such opportunities for growth and am confident these new training efforts are contributing directly to our productivity in the field.

Sincerely,

Example 4: Transfer requesting letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Achievements and Request for Transfer

In my last four years working in the procurement department, I have handled a budget of over 20 million dollars yearly. In addition, I initiated a review of current contracts that uncovered and eliminated over $200,000 in unnecessary spending. Currently, I handle all the government software contracts, and am contributing to the proposal to ensure their renewal through 2001.

At this early stage in my career, my first priority is to expand my knowledge. I feel ready to take on new responsibilities and learn new skills. I achieved all I can in procurement. Despite the fact that the procurement department cannot offer any increased responsibility, I would like very much to stay with the company. Therefore, I am requesting a transfer to the finance department.

I am interested in–and qualified for, I might add– their software development contract with the IRS. As my degree is in finance, I will be able to build on skills learned in college. I could contribute to the team working on software development with my knowledge of government contract regulations.

I would like to suggest a salary increase of $4,000 to go along with this transfer and increased responsibilities. Such an increase would solidify my future at Maxwell Logan and reaffirm your commitment to groom young professionals for advancement within the company.

I don’t foresee any interruption in the day-to-day workings of the procurement department if I transfer. Lily Reynolds, who is working on the contract proposal with me, is fully prepared to take over my current duties.

Example 5: Request letters for promotion

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Sanders:

In the past two years, I have worked very hard to be more than just an administrative assistant at Maxwell Technologies. I have taken the initiative to institute a number of projects that go beyond the scope of my assigned duties:

• I researched the possibility of creating a web site for Maxwell Technologies, contracted Pete’s Web Design, and worked with their programmers to develop a web site. Our site recorded 500 hits in the last three months.

• In conjunction with our insurance provider, National Health, I organized a CPR/first aid course for employees and their family members.

• During the company-wide switch over to new software, I worked an average of 60 hours per week providing technical support to the ecology and transportation divisions.

• I converted unused storage space into a library where we can organize and preserve company publications and publications important for our research to make them available company-wide. We currently have over 200 volumes catalogued and organized on the shelves.

In light of these additional initiatives, I would like to request a promotion to project coordinator and a corresponding raise in salary. I feel I am fully capable of handling the responsibilities this new position would entail. Since coming to Maxwell Technologies, I have earned 45 hours of credit toward my business degree and become familiar with all of our ecology research projects while carrying out administrative tasks for project coordinators.

I hope my past work shows the kind of effort I regularly put forth above and beyond what I am asked to do. This promotion would signal the companies desire to encourage such initiative.

Sincerely,