Example Letter #1
Because you do so much so well, I regret having to report that management has denied my request to raise your position from a Level 8 to a Level 10. They explained that company policy does not permit an employee to advance two levels at the same time. They agreed to consider advancing you to a Level 9 after the first of the year if the department maintains its present level of production. Rest assured I will do everything I can to get this promotion for you.
Example Letter #2
Thank you for your patience while the tenure committee considered your possible promotion to associate professor. We all agree that you have made significant contributions to the Biology Department in your teaching, and we congratulate you on being voted "Teacher of the Year." After reviewing your curriculum vitae, however, we have decided to withhold the promotion to Associate Professor until a later date.
While you have several promising research projects in progress, the committee would like to see more refereed publications before granting Associate Professor status. We will be happy to reconsider your request for advancement next year, if the number and quality of your publications increase. Again, we salute your contributions to our department and wish you continued success in your professional endeavors.
Example Letter #3
I am very pleased that you joined our staff last year. Your work has been first rate, and you are a pleasure to work with. Because of that, it is all the more difficult to deny your promotion. We hired another qualified individual to fill the position you wanted. I am sorry. Rest assured, though, that your efforts are not going unnoticed. Continue working as hard and as efficiently as you have and you will achieve your career goals. I do appreciate your efforts.
Example Letter #4
You have been with the company longer than any other staff member, and all of us genuinely appreciate your exemplary work in the front office. However, you have reached the highest salary level allowable for secretarial staff.
Ms. Doe has suggested that I discuss with you the possibility of training you for an administrative position. I know in the past you have chosen to remain in your present job, but I am confident that you would also enjoy the challenge of a new position. Whatever you decide, I look forward to our continued association.
Write Your Letter Step-by-Step
Express appreciation for the employee's strengths.
Explain why the promotion or raise is being denied.
Suggest what the reader can do to receive the raise or promotion, or explain what other problems in the company (such as budget problems) must be overcome before the raise or promotion can be granted.
End on a positive note.