# Promotion announcement prompt: free ChatGPT template > Announce a promotion to the team: who, what role, from when, and what the person did to earn it, using only facts you can back up. Source: https://learn.ynteractive.com/content/prompts/promotion-announcement-prompt · Updated 2026-10-02 · Free from Stepthrough (https://learn.ynteractive.com) [Hiring and HR](https://learn.ynteractive.com/content/prompts#job-hiring-and-hr) · [Recruiting](https://learn.ynteractive.com/content/prompts#industry-recruiting) · [Operations](https://learn.ynteractive.com/content/prompts#industry-operations) · Works in ChatGPT, Claude, Gemini and Copilot Updated October 2, 2026 · By [Robert Breen](https://learn.ynteractive.com/content/about) Use this when someone has been promoted and the team should hear it from you, not by rumor. A good announcement states the change plainly, names real contributions and says what happens next, such as who takes over their old duties. This prompt writes it from the facts you supply. It leaves out pay, performance ratings and anything private, and it won't praise the person for things you didn't mention, which would feel invented to the team. **Have a professional review it.** This prompt helps you draft, not decide. Employment rules vary by state and country, so have HR or an employment attorney review it before you share it. ## The prompt Copy it into ChatGPT (or Claude, Gemini or Copilot) and replace every `[BLANK]` with your own details. It uses the four parts from [Prompt Writing 101](https://learn.ynteractive.com/content/prompt-writing-101-role-context-task-format): Role, Context, Task and Format. Copy prompt ```text Role: You are a manager at [COMPANY] writing a promotion announcement to the team about [NAME]. Context: [NAME]'s change is [ROLE CHANGE], effective [DATE]. Specific things they did that led to this: [CONTRIBUTIONS]. How their old duties will be covered: [COVERAGE]. What changes for the team, such as who reports to whom: [TEAM CHANGES]. Do not mention: [LEAVE OUT]. Task: Write the announcement. Open with the news in one sentence, including the role and date. Describe the contributions in two or three sentences, using only the ones I listed and no superlatives. Explain how the old duties will be covered and what changes for the team. Close with a line inviting people to congratulate them. Never mention pay, ratings or anything on my leave-out list. Format: Plain text email under 200 words, subject line with the name and new title, short paragraphs, warm but not gushing, no emoji. ``` ## Fill in the blanks **`[COMPANY]`** The organization or team name. **`[NAME]`** The person's name. **`[ROLE CHANGE]`** Old title to new title, such as "analyst to senior analyst". **`[DATE]`** When the change takes effect. **`[CONTRIBUTIONS]`** Real examples of their work, with specifics. **`[COVERAGE]`** Who takes over what, and from when. **`[TEAM CHANGES]`** Reporting lines, meeting changes, or "none". **`[LEAVE OUT]`** Topics to keep private, such as compensation. ## Example, filled in **A made-up example** from the free lesson [Turn an Interview Debrief into a Scorecard and a Candidate Follow-Up (Recruiting & HR)](https://learn.ynteractive.com/content/chatgpt-interview-debrief-scorecard). Willow Bend Physical Therapy is the made-up clinic from the recruiting lessons. The owner announces a front-desk lead's promotion to office manager. The person and examples are invented. Copy example ```text Role: You are a manager at Willow Bend Physical Therapy writing a promotion announcement to the team about Gwen Alvarez. Context: Gwen Alvarez's change is front desk lead to office manager, effective November 2. Specific things they did that led to this: rebuilt the appointment reminder process so fewer visits were missed, trained the last two new hires on the scheduling system, and ran the move to the new phone system. How their old duties will be covered: Tariq will lead the front desk starting November 2, and Gwen will help him for two weeks. What changes for the team, such as who reports to whom: the front desk and billing staff will report to Gwen. Do not mention: pay or anything about the other candidates. Task: Write the announcement. Open with the news in one sentence, including the role and date. Describe the contributions in two or three sentences, using only the ones I listed and no superlatives. Explain how the old duties will be covered and what changes for the team. Close with a line inviting people to congratulate them. Never mention pay, ratings or anything on my leave-out list. Format: Plain text email under 200 words, subject line with the name and new title, short paragraphs, warm but not gushing, no emoji. ``` ## What a good answer looks like - Sentence one: Gwen becomes office manager on November 2. - Exactly three contributions: reminders, training, the phone system. - Tariq and the two-week handover named. - Nothing about pay or other candidates, and no "best employee we've ever had". ## How to check it before you use it An AI draft can sound right and still say something you never told it. Use the habit from the [Reply Faster lesson](https://learn.ynteractive.com/content/chatgpt-reply-to-customer-emails): check every promise, name, date and number against what you gave it before anything goes out. - Show Gwen the draft before the team sees it. Surprises in announcements are rarely welcome. - Check every date and every name, including who reports to whom. - Make sure the contributions are true and that she is comfortable with them being public. - Have HR confirm there is nothing in the wording that conflicts with how the role was posted. ## Practice it in the free lesson **[Prompt Writing 101: Role, Context, Task, Format](https://learn.ynteractive.com/content/prompt-writing-101-role-context-task-format)**: Ask ChatGPT for the same customer email twice, once vaguely and once with a four-part prompt, and see exactly why structure gets a better answer. You do every step yourself in a practice copy of ChatGPT, and nothing touches your real accounts. [Start the free lesson](https://learn.ynteractive.com/modules/prompt-writing-101) Also useful: [Turn an Interview Debrief into a Scorecard and a Candidate Follow-Up (Recruiting & HR)](https://learn.ynteractive.com/content/chatgpt-interview-debrief-scorecard) ## Terms used here [Brand voice](https://learn.ynteractive.com/content/glossary/brand-voice) · [Plain-text email](https://learn.ynteractive.com/content/glossary/plain-text-email) · [Human in the loop](https://learn.ynteractive.com/content/glossary/human-in-the-loop) ## Related prompts - [Employee recognition message prompt](https://learn.ynteractive.com/content/prompts/employee-recognition-message-prompt): Write a short, specific thank-you to an employee for the team chat or a huddle: what they did, why it mattered, in your voice… - [Internal announcement prompt](https://learn.ynteractive.com/content/prompts/internal-announcement-prompt): Announce a change to your team in under 150 words: what changes, when it starts, what each person does and who to ask, plus the… - [New hire onboarding checklist prompt](https://learn.ynteractive.com/content/prompts/new-hire-onboarding-checklist-prompt): Build an onboarding checklist from before day one to day 30: every task with an owner and due date, gaps marked Not stated, and… ## More hiring and hr prompts - [Reference check questions prompt](https://learn.ynteractive.com/content/prompts/reference-check-questions-prompt): A reference call script aimed at the gaps the interview left: role confirmation, an example per must-have, probes for weak… - [Resume screen against requirements prompt](https://learn.ynteractive.com/content/prompts/resume-screen-against-requirements-prompt): Check one resume against your must-have requirements, with a quoted line as evidence for each, personal details ignored and the… - [Shift schedule announcement prompt](https://learn.ynteractive.com/content/prompts/shift-schedule-announcement-prompt): Announce a new or changed shift schedule clearly: what changes, for whom, from when, a schedule table, what stays the same, and… [All free prompt templates](https://learn.ynteractive.com/content/prompts) · [AI glossary](https://learn.ynteractive.com/content/glossary)