Endorsing a colleague for a promotion is a defining leadership action. It signals a commitment to the individual’s career growth, the team’s strength, and the broader organization. A thoughtful, well-supported recommendation does more than offer praise; it presents a strategic case for advancement based on the employee’s value.
Prepare Before You Recommend
Before advocating for an employee’s advancement, conduct the necessary groundwork. The initial step involves a private conversation with the potential candidate to gauge their interest in a promotion and confirm their readiness for increased responsibilities. This prevents a situation where you champion an unwilling or unprepared individual.
This preparatory phase is also for gathering concrete evidence. Go beyond general impressions by collecting specific data points that illustrate the employee’s accomplishments. Review past performance appraisals, project completion records, and any documented metrics that show their impact. You can also solicit confidential feedback from other supervisors to build a comprehensive view of their performance.
Craft a Compelling Recommendation
Focus on Specific Achievements and Metrics
When writing the recommendation, vague statements are far less impactful than concrete, quantifiable achievements. Instead of saying a person improved a process, state that they “developed a new workflow that reduced project turnaround time by 15%.” This approach provides decision-makers with tangible evidence of the candidate’s contributions.
Quantifying achievements helps to paint a clear picture of the employee’s business impact. Reference data from sales figures, customer satisfaction surveys, or efficiency improvements. If an employee took charge of a weekly newsletter, mention that their efforts led to a measurable increase in employee engagement.
Align with the Higher-Level Role’s Requirements
A powerful recommendation directly connects the candidate’s skills and accomplishments to the needs of the higher-level position. Obtain the job description for the role and use it as a guide. Map the employee’s proven abilities to the qualifications listed, explaining how their past successes indicate future performance in the new role.
For example, if the promotion is to a project manager position, highlight instances where the candidate has already demonstrated strong organizational and leadership skills. You could describe a time they successfully coordinated a complex project or stepped up to guide teammates. This alignment shows you have thoughtfully considered both the candidate’s strengths and the company’s needs.
Highlight Soft Skills and Leadership Potential
Beyond technical skills, a promotion requires interpersonal adeptness and leadership. Your recommendation should include anecdotes that showcase these less tangible qualities. Describe situations where the employee demonstrated exceptional problem-solving, mentored a junior colleague, or communicated effectively during a crisis.
Emphasizing their potential for future growth is also a strong tactic. Promotions are an investment in an individual’s future contributions. Use phrases that convey confidence in their ability to handle increased responsibility and to continue developing within the organization.
Keep it Professional and Objective
The tone of the recommendation should remain professional and objective. While your support is the purpose of the document, it should be grounded in factual evidence and business outcomes. Avoid overly emotional or casual language, as this can undermine the credibility of your assessment.
Structure the document in a clear, professional format, whether it’s an email or a formal letter. Start by stating your relationship to the candidate and the purpose of your writing. Proofreading the document is a final step to ensure it is polished and error-free.
Navigate the Formal Process
Once the recommendation is crafted, the focus shifts to delivering it effectively. The first consideration is identifying the correct recipient. This may be the candidate’s direct manager, a department head, an HR business partner, or a senior leader, depending on the company’s structure.
The format should align with your company’s culture. A formal email is an effective method, allowing you to attach a more detailed letter if necessary. In a less hierarchical organization, scheduling a brief meeting to discuss your recommendation can be powerful, but a written record is advisable.
Timing is another factor. Aligning your recommendation with formal performance review cycles or the opening of a specific, higher-level position can increase its impact. Submitting an endorsement when the company is actively discussing talent and succession planning ensures it receives immediate attention.
Follow Up After the Recommendation
After submitting the recommendation, follow up discreetly to ensure your message was received. Avoid persistent inquiries that could be perceived as pressure. A simple confirmation of receipt is sufficient, allowing the formal process to unfold.
Continue to champion the candidate by offering to help them prepare for subsequent steps, such as promotion interviews. You can provide mock interviews or help them articulate their own achievements. This ongoing mentorship demonstrates a genuine commitment to their success.
If the promotion is not granted, handle the outcome with grace. Reiterate your support for the employee and work with them to identify areas for development. Frame the decision as a delay, not a final verdict, and help them create a plan to strengthen their candidacy for the next opportunity.