How to reply to a promotion email

Updated November 12, 2026

Reply the same day, and say thank you first. Then accept, ask for the details in writing, or ask to talk about pay and scope. Do not leave the offer open overnight if you want it. Keep your tone warm and short. If you reply all, thank the person who backed you in public.

Reply

Same day. Good news deserves a fast answer, and a quick reply tells your manager they chose well. Take extra time only for the terms, not for the thank-you.

What your reply should say

1. Thank them by name and say what the promotion means to you.
2. Say yes, or say you want to talk about the details first.
3. Ask for the new title, pay, start date and duties in writing.
4. Offer to talk about the handover of your current work.

3 replies you can copy

Pick the one that matches what you want to say, copy it, and change everything in [brackets].

Hi [Name],

Thank you for this opportunity, and for your support over the past year. I am delighted to accept the [new title] role.

Could you send the details in writing, including pay and start date? I would also like to plan the handover of my current work with you.

Thanks again,
[Your name]

Hi [Name],

Thank you so much. I am excited by the offer of the [new title] role.

Could we go through what the job covers, who I would report to, and what the pay change is? Once I have those details in writing, I can confirm quickly.

Thanks,
[Your name]

Hi [Name],

Thank you for the promotion. I am glad to take on the [new title] role and I am committed to it.

I would like to talk about the compensation. With the added work on [duty], I was expecting [number or range]. Could we speak this week?

Thanks,
[Your name]

Already late? Send this instead

For when you are a few days late or more. Own the delay in one line, then do the job.

Hi [Name],

Thank you for the promotion offer, and I am sorry for my slow reply. I am very happy about it.

I would like to accept the [new title] role. Could you send the details in writing so we can plan the start date and the handover of my current work?

Thanks again,
[Your name]

Mistakes to avoid

• Replying all to a team announcement with a long speech. A short thanks is enough.
• Accepting without the new pay and title in writing, if they were not stated.
• Forgetting to thank the people who helped you get here.
• Raising unrelated complaints in the same email as your thanks.

Questions people ask

Can I negotiate after a promotion offer?

Yes, you can ask about pay and scope, ideally before you accept. Be warm, point to the added duties, and propose a number or range. Say it in one clear message and offer to talk. If the title or duties are vague, ask for them in writing before you celebrate publicly.

Should I reply to the whole team?

Reply to the sender first. If the news went to a group, a short thanks to the group is fine, but keep it to two lines. Do not reply all to private pay talk. If the offer is already clear, a thank-you and a yes is enough. Start asking questions once you have a written offer in hand.

More reply guides

• How to reply to a performance review invitation
• How to reply to a weekend email from your boss
• How to reply to your manager asking you to take on extra work
• How to reply to an email moving your deadline up
• How to reply to a colleague who copied your boss on a complaint
• How to reply to a new team member's introduction email

How this page was made

Written by Westward, who make Orbit, as starting points you edit before sending. The replies use placeholders, not real people or real mail. Nothing here is legal, tax or medical advice; for contracts, money or health, check the document or ask a professional. All reply guides.