What a promotion letter is — and how to change terms cleanly
A promotion letter records an employee’s move to a higher role, with any new terms that come with it. It is a positive letter, but it is also a variation of the employment contract — so it must be precise about what is changing and from when.
In Kenya a change to an employee’s terms should be agreed and put in writing; section 10 of the Employment Act requires written particulars of employment and that changes be recorded. A promotion typically changes the job title, the reporting line, and often the salary. Spelling these out avoids the common dispute where a person “acts” in a senior role for months without the title, pay, or clarity ever being formalised.
Be clear about what does not change, too: unless you say otherwise, all other terms of the original contract continue. A single line to that effect keeps the promotion clean and stops an employee arguing that unrelated terms were altered.
What a promotion letter should include
- ◆The current and new job titles
- ◆The effective date of the promotion
- ◆The new reporting line, if it changes
- ◆The revised salary and benefits, if any, and when they take effect
- ◆A statement that all other contract terms remain unchanged unless varied in writing
- ◆A note that a revised job description will follow, where relevant
Common mistakes to avoid
- ✕Promoting in title only, with no clarity on pay or reporting line
- ✕Letting someone “act” in a role indefinitely without formalising it
- ✕Not stating the effective date, which creates back-pay arguments
- ✕Forgetting to confirm that other terms continue unchanged
Questions
Does a promotion need to be in writing in Kenya?
A promotion changes the agreed terms of employment, and the Employment Act requires the particulars of employment — and changes to them — to be recorded in writing. A promotion letter is the clean way to do that.
Can I promote someone without a pay rise?
Yes; a promotion can be a change of role and responsibility without a salary change, though it is uncommon. Whatever the case, state the position clearly so expectations are aligned.
Is a promotion letter a new contract?
Usually it is a variation of the existing contract, not a brand-new one — the original terms continue except as varied. For a very different role you might issue a fresh contract; otherwise a promotion letter that references the existing contract is enough.
When should the promotion take effect?
State an explicit effective date. Vague timing (“from next month”) is the main cause of back-pay disputes. The salary change should take effect from the same date unless you say otherwise.
What if the employee is only acting in the role?
Then it is an acting appointment, not a promotion — say so, and state whether an acting allowance applies and for how long. Don’t leave “acting” open-ended.
This tool is free to write and preview, and gives you an editable draft — adjust the wording to your situation. Downloading a clean PDF without the small watermark is KES 50 in Kenya (a one-off) and free elsewhere. It is a template, not legal advice; for a contested or high-value matter, have an advocate or HR professional review the letter before you issue it.