De Promotion Mail format - without hurting feelings - CiteHR
Dinesh Divekar
Business Mentor, Consultant And Trainer

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Dear Humanagers, I need the Expert Guidance regarding the below subject.
SUBJECT: De-promotion mail to Employees.
Last year we have appointed a manpower in Top Most Level & due to his poor performance we have planned to de-promote him. So we need to send a De-promotion mail to him but at the same time we don't want to hurt him by this mail.
Kindly guide me regarding this.

Dear Shantha,

You could have searched this forum for the rough format of the draft for demotion letter. Anyway, you may use the following draft:



Mr _________

____________ (Employee No)

Revision of Designation

1. You have been appointed in this company _____ (designation) with effect from ______ (date). On completion of _____ months, management of this company reviewed your performance. Considering your performance rating, it has been decided to revise your designation as _____ from ____ (date). Your new designation falls in the category of ____ grade/level/employee band. Therefore, you will be entitled for the benefits of this grade/level/employee band.

2. With the revision of your designation, management has decided to revise your salary. Your revised salary break up is as below:

Basic: ___

Da: ____

HRA: ____

3. Notwithstanding the revision of this designation, other terms and conditions of your employment remain same as per your appointment order No ________ dated ________.

Authorised Signatory

For _________


Note: - please strike off the unwanted details.


Dinesh Divekar

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