Promotion Changes: Should HR Update Appointment Letters for Employee Promotions?

Hi to all members, I need a clarification: If any employees get a promotion or designation change, should we make the changes in the appointment letter as well? What are the steps and what changes should HR make for the employee's promotion?

Regards,
Mahi

There is a specific protocol that must be followed for documentation purposes. The promotion letter you write to the recipient signifies the formal start to the employee's new designation and duties/goals set as standards, and as such must contain certain information about the job responsibilities.

Job Promotion Letter

It is a letter that is written formally to announce that an employee has been promoted. This letter is called a JOB PROMOTION LETTER.

You should start writing it as: "I'm pleased to inform you that you have been promoted/designated as ____________ of the _________ department of (Company Name with address)." Continue by explaining the nature of the jobs that would be undertaken. In connection with the same, also include the salary agreed upon, which should be effective the consecutive month following the joining month.

The letter should suffice the above factors along with the closing line congratulating the employee on future endeavors being mutually beneficial and associated long-term.

This is the formal letter of promotion given to employees, and its format differs from company to company based on their standards required for that person to be allied by the organization.

Regards

You can use the attached file to issue to him. This needs to be issued to the employee, and keep a duplicate copy signed by him for your record.

Regards

Understanding Appointment Letters and Designation Changes

An appointment letter is a document that should reflect the designation of the employee at the time of their appointment. For example, if you appoint a person as an assistant, the appointment letter should inform them that they are appointed as an assistant. Thus, their designation as of the date of appointment will remain as 'Assistant' only.

Assuming that they are promoted after three years to the position of an officer, it does not alter the status of the employee with effect from the date of their appointment because on the date of appointment, they were only an Assistant. However, in all subsequent communications meant for them, they should be addressed as 'Officer'.

Regards,
B. Saikumar
Mumbai