HR Templates Promotion Letter Format
Promotion Letter Format for Sri Lankan Employers
Free promotion letter formats — with a salary revision or designation-only — drafted for Sri Lankan companies, in Word and PDF.
A promotion letter records a change in an employee’s designation — and usually their remuneration — while the rest of the employment terms continue unchanged. It matters more than it looks: the designation and salary history you certify later in service letters and salary confirmations comes from these letters, and EPF, ETF and APIT must be applied to the revised salary from the effective date.
Keep it short and precise: the new designation, the effective date, the revised remuneration if any, the new reporting line, and a statement that all other terms of employment remain unchanged. If your company maintains the Form F service record required for shop and office employees, update it with the same details.
Two formats are provided: a promotion with a salary revision, and a designation-only promotion.
Promotion letter — with salary revision
New designation plus revised basic, allowances and gross, with a note that statutory contributions apply to the revised remuneration.
[Company Letterhead]
Date: [DD Month YYYY]
Ref: [HR/PRO/____]
[Employee Full Name]
[Current Designation], [Department]
Dear [First Name],
PROMOTION TO [NEW DESIGNATION]
We are pleased to inform you that, in recognition of your performance and contribution, you have been promoted to the position of [New Designation] in the [Department] department, with effect from [Effective Date].
Your revised gross monthly salary will be LKR [Amount], comprising a basic salary of LKR [Amount] and allowances of LKR [Amount]. Statutory contributions (EPF/ETF) and APIT will continue to apply on the revised remuneration.
In your new role you will report to [Supervisor Name / Designation]. All other terms and conditions of your employment remain unchanged.
We congratulate you on this promotion and wish you continued success with the Company.
Yours faithfully,
.................................................
[Name of Authorised Signatory]
[Designation]
[Company Name]
[Company Seal]
Promotion letter — designation only
A change of designation and reporting line with remuneration and all other terms unchanged.
[Company Letterhead]
Date: [DD Month YYYY]
Ref: [HR/PRO/____]
[Employee Full Name]
[Current Designation], [Department]
Dear [First Name],
PROMOTION TO [NEW DESIGNATION]
We are pleased to inform you that, in recognition of your performance and contribution, you have been promoted to the position of [New Designation] in the [Department] department, with effect from [Effective Date].
In your new role you will report to [Supervisor Name / Designation]. Your remuneration and all other terms and conditions of your employment remain unchanged.
We congratulate you on this promotion and wish you continued success with the Company.
Yours faithfully,
.................................................
[Name of Authorised Signatory]
[Designation]
[Company Name]
[Company Seal]
What to include in a promotion letter
- The new designation and department
- The effective date of the promotion
- Revised remuneration, if any, split into basic and allowances
- The new reporting line
- A statement that all other terms and conditions remain unchanged
Common mistakes employers make
- No effective date. Payroll, EPF and APIT all key off the effective date — never leave it implied.
- Forgetting statutory knock-ons. EPF/ETF contributions and APIT change with the revised salary; make sure payroll picks it up from the same date.
- Not updating the service record. The promotion should appear in the employee’s Form F service record and future service letters.
- Restating the whole contract. Only state what changes; re-issuing full terms invites accidental variations.
Related templates
Frequently Asked Questions
What should a promotion letter include?
The new designation and department, the effective date, the revised remuneration (if any) split into basic and allowances, the new reporting line, and a statement that all other terms and conditions of employment remain unchanged.
Do EPF, ETF and APIT change when an employee is promoted?
The rates don’t change, but the amounts do: EPF and ETF contributions and APIT must be calculated on the revised remuneration from the effective date of the promotion, so make sure payroll picks up the new salary from the same date stated in the letter.
Does a promotion require a new employment contract?
Usually not. A promotion letter recording the changed terms — designation, salary, reporting line — read together with the original appointment letter is the standard approach. Only substantial restructuring of the role calls for a fresh contract.
Why does the effective date matter so much?
Payroll, EPF, ETF and APIT all key off it, and the designation and salary history you later certify in service letters and salary confirmations comes from it. Never leave the effective date implied.
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