Identifying Your Audience
Evaluate your qualifications. Before applying for a promotion, you need to be sure that you qualify for the position. If you don't meet the minimum requirements, it is unlikely that a glowing recommendation or otherwise impressive resume will get you the job. Applying for a position without meeting these requirements makes the applicant look foolish and overly ambitious.
Identify the requirements of the new position. Perhaps the most important thing you need to do is go over the requirements and desired experience of the new position. At the same time, you need to identify what qualities your potential new supervisor is looking for in the ideal candidate. Knowing this will help you gear your letter specifically toward the demands of the position. If there is one, read the job listing of the position very carefully. Note every qualification desired and experience required. If you know someone in a similar position, ask them exactly what the new position entails. If you know someone who already works under your potential new supervisor, ask them what kind of attributes their boss likes as well as any other information that might benefit you when writing the application.
Confirm your current supervisor's support. Applying for a promotion is not a confidential process and will involve discussion with and/or a recommendation from your current supervisor. It is best to know their feelings about your move before you proceed blindly down the path. Speak to them to explain why you want to make the move and to earn their support.
Identify the decision-maker. Although you might be applying for a promotion within an organization you work for or are familiar with, you might not be familiar with the specific individual, branch, or program within that organization. Since you might be applying for a promotion to a new division, you need to spend time investigating whoever will be reading your application for promotion. Consider: Read up on your new potential boss and find out what they are like, what their education and experience is, and what their employment record is like. Even if they don't make the hiring decision, your research will give you a better idea about who they are. The new supervisor may not always determine the promotion. In this case, identify who will be making the decision, how the process will work, and key factors that will determine the decision. Approach your current or new potential supervisor and let them know your interest. Ask them about the position and tell them about your qualifications. Be confident and energetic. Odds are they are at least involved in the hiring process for the position.
Writing Your Cover Letter
Understand the purpose of your cover letter. You application for promotion is intended to secure a promotion for yourself. Fundamentally, your application for promotion should sell yourself as a competent, successful, trustworthy, and extremely capable person. After reading your letter for promotion, your boss should have no question in his or her mind about your merits and your ability to succeed after being promoted.
Use a cover letter. Your cover letter is a chance for you to show your personality and add "color" to the facts presented on your resume. They allow you to tell your story your way and explain away any concerns your superiors might have about your qualifications or history. Most companies use standard application forms for in-house promotions, so the cover letter is crucial to making your application stand out.
Present your intention. Perhaps the first line in your letter should be your statement of intention. The statement of intention will clearly explain the intent of your letter. Often times, statements of intention should state your interest in a promotion followed by a statement of where you heard about the position. Consider: ”Please accept this as my letter of application for the position of General Manager of Sports X advertised on the Sports X website.” ”I am writing to apply for a promotion from Assistant Manager to General Manager of Sports X.” Your exact wording can and may vary, depending on the specifics of the position.
Identify yourself and note you are a current employee. The next step in writing your letter of application for promotion is to identify yourself. This is your opportunity to introduce who you are to the potential boss (if you are not already familiar to him or her). In this part of the letter, you want to be clear, concise, professional, and confident. Consider: State your full name and current position. “My name is Thomas Higginson and I am currently an Assistant Manager for Sports X located in Mobile, Alabama. You can include any other information that identifies you and your relationship with the company, such as the amount of time you’ve worked there or the branch you're currently working at. Try to be short and concise with this section. Don’t use it as an opportunity to list your qualifications and experience, but rather just simply identify yourself as a current employee.
Explain why you want the promotion. One of the most important things to answer is the question of why you want the promotion. Answering this question successfully will signal to the hiring supervisor that you are a serious candidate for promotion. Make sure to express: How previous experience at the company has prepared you for a promotion. How the promotion will help you realize your career goals. Why, based on your experience at the company, you as an individual are uniquely qualified. If you have been recommended by a supervisor for promotion, mention this here.
List your education, experience and qualifications, briefly. Now that you’ve identified and explained yourself, you can launch into an explanation of your experience and qualifications. Make sure to construct sentences that clearly and concisely explain your experience and qualifications. Shoot for no more than one to two paragraphs about your qualifications. At the same time, your explanation should be one that demonstrates how your experience and qualifications make you the best candidate for the job. Explain how your education has provided you with the intellectual background for the desired promotion. Explain how your experience with the company has prepared you for this promotion. Explain how your unique mix of education, experience, and qualifications make you the best candidate for the job.
Provide evidence of your success. Perhaps the most important thing in applying for a promotion is to show that you have been successful in your current position and that you are ready for new responsibilities and challenges. Ultimately, you need to show that you are highly qualified and are the right person for the job. If your promotion is a natural, linear promotion, be prepared to provide evidence that you've mastered your current position and are familiar with the new position's responsibilities. Point out any awards or recognitions you've received. If your promotion is non-linear, be prepared to demonstrate you are qualified. For example, if you have experience with people from the division you're applying to, point it out. If you are a natural leader or manager, provide evidence. For example, highlight a time when you took lead on a project and led a group to success.
Identify how your promotion will benefit the company. Now that you’ve explained your qualifications, you can get a little more creative and assertive and let your potential boss know how you will complement the division or business, and help them meet their goals. This is really the sales part of your letter of application for promotion, so try to be smooth and persuasive without appearing as arrogant. Enumerate specific skills that will enhance the operation. Explain your goal for the job and explain how your previous experience at the company will help you meet that goal. Discuss your work philosophy.
Formatting the Cover Letter
Provide your contact information. At the top of the letter, you need to provide your contact information. There are a number of approaches to providing your contact information. Ultimately, though, the contact information is extremely important as it will allow the person making the hiring decision to know who you are and to contact you. Consider: Include your full name and address. Position the contact information on the left hand side Reserve phone number and email for a header, footer, or for the last paragraph of the application letter.
Date the letter. At the top of the letter, you need to provide a date. The date should be the date you are writing and/or sending the letter. The date lets the reader know when you wrote the letter and if it is timely for the reason you wrote the letter. The location of the date may vary: On the right hand side at the top of the letter. On the left hand side under your contact information. The date should never be centered.
Compose your application using the block or semi-block style. Although there are different styles, and you can use the paragraph-indented approach, it is recommended that you use a block or semi-block style. This comes across as more professional and is easier to read. Do not indent your paragraphs Make sure each text block is clear, concise, and focused. Block paragraphs should be single spaced and separated by one line.
Use a salutation. You should start your letter off with a salutation. The salutation is intended to introduce you to the reader and to address the reader directly. It is also intended to establish a cordial and professional relationship between the potential employer and the applicant for promotion, if a relationship does not already exist. Address the reader in the most specific way possible, such “Dear Mr. Walters.” Avoid phrases like “To Whom It May Concern” unless you have no other information. Salutations can vary, depending on the purpose of the letter of application and the audience. They might include, “Dear,” “To whom it may concern,” or “To the committee.” Avoid being too informal. Don’t use informal salutations like “Hi,” “Hey,” or even “My Friend.”
Close the letter and sign it. The last part of the letter is the closing. In order to be successful, you really need to craft a letter with a strong closing. A strong closing can have the impact of making sure your potential or current employer will continue to think about you as a leading candidate even after they have finished reviewing your application. If space permits, quickly revisit the top reasons why you are the best candidate for the job. Don’t repeat, but remind the reader. Demonstrate your enthusiasm again. End the final paragraph with a sentence such as “Thank you for your time and consideration. I look forward to hearing about your decision in the future.” Provide a professional closing phrase such as “Sincerely yours.” Sign letters by hand, if you can. Electronic signatures are permissible, but hand signatures demonstrate more interest and commitment to securing the position.
Print your application. Using high quality ink and bright white paper, print your paper. Your printed letter should be free of streaks and your paper should be unwrinkled, and clean. If your paper is not clean, you’ll give the impression that you are unprofessional or sloppy.
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