A tactful letter denying an expected or hoped-for promotion or raise can convey the news to the reader without alienating him or her. The letter should not include any promises for the future that you are not willing or able to keep.
1. Express appreciation for the employee's strengths.
- I appreciate your work on the development team. You have helped us stay focused on final products.
- Your effectiveness as the network troubleshooter is valued by every data entry person on the network.
- Jane, thank you for meeting with me to discuss the possibility of promoting you to a management position. Your dependability in the front office is greatly appreciated.
- Your work this past year to bring the entire office "on-line" has helped improve efficiency and cut down on paperwork. I have greatly appreciated the extra hours you have put in to get the job done.
- You are my most productive worker in our Quality Assurance Division. Your knowledge of each instrument and every procedure is an exceptional asset to the division.
- Your attendance record is the best in the entire division. I appreciate your faithfulness and commitment to Doe's.
- appreciate your desire to move up in the agency
- appreciate your interest in understanding how you fit into
- appreciate your work on the development team
- appreciate your interest in the growth of the company
- appreciate the extra hours you have put in to get the job done
- appreciate your faithfulness and commitment to Doe's
- appreciate your dependability
- attendance record is exemplary
- effectiveness as the network troubleshooter is valued by
- genuinely appreciate your contributions
- have made a definite impact on
- helped improve efficiency and decrease paperwork
- helped keep us focused on final products
- in your own managerial skills and development
- knowledge of every procedure is an exceptional asset to
- noticed and appreciated your contributions in your present
- one of our most appreciated
- review your request for promotion to
- thank you for meeting with me to discuss the possibility of
- thank you for being patient while
- thank you for serving the organization so well in your current
- value your work and want to encourage your career advancement
- your work this past year to bring the entire office
2. Explain why the promotion or raise is being denied.
- However, because of your continued inability to complete assignments on time, the board has chosen to delay your promotion for six months.
- Although you deserve a raise, budget shortfalls have required us to freeze the salaries of everyone in the company.
- Since our management training group is currently overfilled, I do not anticipate that we will begin a new training group until sometime next year.
- We would like to reward such efforts with a promotion. However, during the past two years Doe's has endeavored to decrease the number of middle management positions. In checking with Mr. Doe, I learned that because of this policy, no vacancies currently exist and no new positions will be created.
- However, your performance evaluations also document your continued difficulties in getting along with your co-workers. Until you can resolve these problems, a promotion to supervisor of Quality Control will not be considered.
- After discussing your request for a bonus with management, we decided that your "sick days rebate," which you receive every year, already compensates you for your perfect attendance record.
- after lengthy discussion with your supervisor
- after discussing your request for a raise with
- after carefully weighing both the advantages and disadvantages
- all promotions have been put on hold for the next six months
- all promotions have been put on hold for the next
- already compensates you for your
- although you deserve a raise, budget shortfalls limit
- are able to make service calls unaccompanied
- because of your continued problem with
- board has chosen to delay your promotion
- central reason for our decision was that
- company policy has been to reduce all middle management positions
- current funding levels have necessitated a freeze on promotion
- decided that a promotion would not be in the best interests of
- feel strongly that whoever assumes the position of
- feel that a promotion at this time would be premature
- for the rest of this fiscal year
- if you plan to devote your best efforts to
- importance of your position to the company will be measured by
- in hopes of treating everyone fairly
- no vacancies exist and no new positions will be created
- performance evaluations also document your continued difficulties
- request for position audit cannot be approved
- set caps on all salary increases
- should have a CPS certification
- simply have no more budget to work with this year
- to know whether you can function effectively on the basis
- until you have gained more experience with the system
- until you can resolve these problems
- would like to reward such efforts with a promotion
- your effectiveness in meeting the above criteria
3. 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.
- If, during the next six months, you can complete each project within the deadline, the board will reconsider your application.
- When our new software begins selling and our revenues increase, we will be able to demonstrate our appreciation of your efforts by offering you a merit increase.
- I will put your name in my file as a possible candidate for next year's group. However, as I mentioned in our meeting, most employees are chosen for the management training course only after they have worked for us ten years or more. In the meantime, you may want to consider enrolling in our computer specialist course.
- As an alternative, she suggests that I submit your file to the annual "Best Employee" contest, requesting that you receive a bonus for your excellent work. Could you meet with me next Tuesday at 10:00 a.m. to go over your file?
- If you can resolve these problems, I would be happy to reevaluate your request at your next review. Have you considered discussing this issue with Dr. Winthrop in Personnel?
- Of course, the management will review all raise requests in another six months. If they reach a different decision then, I will certainly let you know.
- happy to reevaluate your request at your next review
- have a vacancy that calls for the skills that you can bring to
- hope to expand and diversify
- if the new product gets the go-ahead
- if they reach a different decision
- if you can complete each project within the deadline
- if you would like to discuss our decision further
- may want to consider enrolling in our computer specialist course
- next month we should be back on schedule
- offering you a merit increase
- please bring any new developments to our attention
- request can be reconsidered when Mr. Doe returns from
- requesting that you receive a bonus for your excellent work
- should you receive this additional training
- skill and knowledge is vital to our functions here
- sometime in the future our emphasis may change
- submit another request in
- think we have overlooked some other valuable contributions on
- want to ensure that employees follow our guidelines
- when our new product begins selling and our revenues increase
- will be able to demonstrate our appreciation of your efforts
- will be happy to discuss this kind of promotion then
- will be in touch again and resume these discussions
- would like to pursue this further at the end of the year
4. End on a positive note.
- John, you are a valuable employee, and I appreciate the fine work you do in my department.
- I am confident that you will demonstrate your ability to perform your work on schedule.
- Thank you again for your good work. I commend you for your desire to advance in the company.
- I look forward to working with you on your file so that you can be recognized for your excellent contributions to the company.
- In the meantime, please be assured of my continued appreciation for your work.
- an important position in our estimation
- applaud you for having done a fine job for
- appreciate the commendable work you do in
- appreciate your past efforts
- appreciated your contributions in your present assignment
- are a valuable employee
- commend you for your desire to advance in the company
- confident that you will be able to demonstrate to the board your
- nothing but glowing commendations from your present supervisor
- please be assured of my continued appreciation
- recognized for your excellent contributions to the company
- seen your management skills grow
- skills have been just what we have needed in your present
- thank you for serving the organization so well
- thank you for your energy and enthusiasm for the tasks
- thank you, again, for your good work
- thank you for your past contributions to our efforts here at
- very pleased with the fine work you are doing in your current
- when funds permit, we will reevaluate your request for a raise
- willingness to persevere in a difficult situation
- would like to ask you to consider transferring to
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