Promotion to Store Manager, Sara Kovacevic, Bellbird Coffee

Promotion letter template with the new title, pay and start date in one table

A promotion letter has to be warm enough to read like good news and precise enough to work as a variation to the contract. This one names the new title and who reports in, puts $78,000 next to the old $66,300, fixes the start date, and lists the duties that move with the job.

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Bellbird Coffee Co
3 Ferrier Street, Ashford ยท people@bellbirdcoffee.example

18 December 2026
Private and confidential
Sara Kovacevic, Supervisor
Bellbird Coffee, Southbank store

Promotion to Store Manager, Southbank, from 11 January 2027

Dear Sara, I am pleased to offer you the position of Store Manager at the Southbank store from Monday 11 January 2027. You have run that floor through two refits and a supplier change, and the team asked for you by name, which is the part I would frame if I were you.

Term
From 11 January 2027
Position
Store Manager, Southbank store
Reports to
Noel Tiang, Area Manager
Direct reports
Four baristas and two shift supervisors
Base salary
$78,000 a year, up from $66,300
What changes besides the title
You hold the roster, the weekly order and the cash reconciliation, and you sit in the monthly managers meeting. Your three month review in the role is 11 April 2027. Hours, leave and notice carry over unchanged.

To accept, sign below and return this letter by 6 January 2027. Call me before then if you want to talk any of it through.
Yours sincerely, Marguerite Bellbird, Director

Accepted by Sara Kovacevic
Date
:

Section by section

What each section is for, so you can keep the ones you need and drop the rest.

Letterhead and addressee
Bellbird Coffee Co masthead letterhead, 18 December 2026, private and confidential, to the supervisor at the Southbank store.
Subject
Promotion to Store Manager, Southbank, from 11 January 2027.
Why her
Two refits, a supplier change and a team that asked for her by name.
The new terms
A table of position, reports to, direct reports and base salary against the old figure.
What changes besides the title
A callout: roster, weekly order, cash reconciliation, managers meeting, a three month review and the terms that carry over.
How to accept
Sign and return by 6 January 2027, with an invitation to call first, and the director's sign off.
Signature block
One party, accepted by the employee, with a date line.

How to adapt this document

For a promotion that comes with a change of location as well, add a row for the site and a line on any travel allowance and how long it runs, because a promotion and a relocation argued about together is worse than two clear letters. For a promotion into a role covered by a different classification in an award or agreement, add a row naming the classification and the rate it sets, so the employee can see the offer sits above it rather than merely above their old pay. For an acting or temporary promotion, replace the start date row with a start and end date, say what happens to the pay when the period ends, and state in the callout that the substantive role is held open, which is the clause people forget until the acting period is over.

What makes this document work

The reason is a sentence about work, not a compliment

You have run that floor through two refits and a supplier change, and the team asked for you by name. A promotion letter that opens with a description of what the person actually did is the one they keep, and it also records why the decision was made.

Old pay and new pay are in the same cell

The base salary row reads $78,000 a year, up from $66,300. Showing both figures removes the arithmetic the employee would do anyway, and it puts the size of the step on the record, which matters at the next review as much as it does today.

The duties that move are listed separately from the title

The callout says she holds the roster, the weekly order and the cash reconciliation, sits in the monthly managers meeting, has a three month review on 11 April 2027, and that hours, leave and notice carry over unchanged. A new title with undefined duties is the source of most promotion regret.

Questions people ask

Does a promotion need a new employment contract?

Not always. Where pay, title and duties change but the employer and the fundamental terms stay the same, a variation letter like this one is usually enough, signed by the employee. A new contract is worth issuing when the employment type changes, for example from casual to permanent, or when clauses such as notice or restraints need to change.

Should a promotion letter be signed by the employee?

Yes. The signature is what turns an announcement into an agreed variation. This letter asks for it back by 6 January, five days before the role starts, so the record exists before the first day in the new job rather than after it.

Can there be a probation period on a promotion?

A review period in the new role is common, and this letter sets one at three months to 11 April 2027, but it is not probation in the legal sense. The employee's service is continuous and their existing entitlements do not restart, so avoid the word probation unless the contract genuinely creates one.

What if the employee wants to negotiate?

Invite it before the deadline, as the closing paragraph here does. A promotion discussed after acceptance is a grievance, while one discussed before it is a negotiation. Give a real window, name who to call and make clear that asking will not withdraw the offer.

Should the letter mention the pay rise as a percentage?

Only if the percentage flatters the offer. Here $66,300 to $78,000 is a step of about 17.6 per cent, which the figures already show. What matters more is naming the extra responsibility beside the extra money, because that is the comparison the employee will make in month three.

Do the other staff need to be told?

Yes, but separately and after acceptance. This letter is private and confidential, and an announcement to the team is a different, shorter note that gives the new title, the start date and who to go to for what. Never announce before the letter is signed.

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Sources

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