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How To Write A Cover Letter For An Internal Position Or Promotion (with Examples)

By Kate Swindlehurst and Experts
Jan. 18, 2023

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Summary. When writing a cover letter for an internal position or promotion you should have an explanation of how you are qualified for the position. Make sure to highlight your notable achievements and your hard and soft skills that are relevant to the position. You should also express gratitude to your employer for your previous experience and opportunities with the company.

Once you’ve been at a job for a year or two, it’s natural to want to apply for another position within the same company. This can be an opportunity to learn new skills, get a promotion, or simply do something you’d enjoy more.

When you find a position you’re interested in, you’ll likely still need to apply just like everyone else, which means you shouldn’t neglect your cover letter. In this article, you’ll find tips on how to write a cover letter for an internal position or promotion and an example letter you can use as a reference for your own.

Key Takeaways

  • Put just as much effort into this cover letter as you would when applying to an external position — don’t assume you’ll automatically get any favor just because you already work at the company.

  • Be specific about why you’d be a great fit for this role and how you’d help the company by working in that new capacity.

  • Your cover letter should only be one page long, so include only the necessary details.

How to Write a Cover Letter for an Internal Position or Promotion

How to Write a Cover Letter for an Internal Position or Promotion

In order to craft a stand-out cover letter that will stand out among the pile of other applications, it will be crucial to understand the specific elements that should be included. Those include (in order of appearance):

  1. Date of submission

  2. Employer/hiring manager/recruiter name (whoever will be reading the cover letter) and professional information.

  3. Information regarding the specific role and department that you’re applying for.

  4. Detailed (but brief) explanation of your current role, previous experience, and notable achievements at your employer’s company. Be sure to highlight both “hard skills” (technical skills) as well as “soft skills” (interpersonal communication skills).

  5. Explanation of how you’re uniquely well-suited to the demands and requirements of the role you’re applying to (given your previous experience with the company).

  6. Expression of gratitude to your employer for your previous experience with the company up to this point, and for the opportunity to be considered for the role you’re now applying for.

  7. Information regarding how the recipient – i.e, the hiring manager or your employer – can get in touch with a trusted referral (be sure to confirm with that referral beforehand that he or she is willing to have their information included in your cover letter).

  8. Your name (and signature if you’ll be handing in a physical copy of the cover letter).

Okay – now that we have a basic idea of the specific components that should be included in your cover letter, let’s now walk through a quick example of what a completed cover letter for an internal position ought to look like.

How to write a cover letter

Cover Letter Example for an Internal Position or Promotion

Keeping in mind all of the themes that we’ve already outlined above, here’s a cover letter sample for an internal position or promotion:

August 21, 2020

Marissa Swarts
Human Resources Manager
Swarts & Sons Enterprises

Dear Mrs. Swarts,

I’m excited to submit my candidacy for the role of Content Strategist in the company’s Marketing department.

I began my employment with Swarts amp; Sons in August 2018 as an Assistant Copywriter. I have spent the last two years honing and broadening my abilities and learning a great deal from my managers within the department. I believe that the job requirements of the Content Strategist role that you’ve outlined on the company website match the skill set I have developed during my tenure with the company.

I’ve contributed to a wide range of valuable projects for the company. Beginning in February of 2019, I spearheaded the new blog strategy which has become the primary format for blog post drafting and publishing across the entire Marketing department. Additionally, I helped launch a department-wide training program on basic SEO practices in May 2019. This program has boosted our company’s website traffic by as much as 25%.

If you’re interested in learning more about my experience and accomplishments within the company, I encourage you to reach out to my supervisor, Edwin James (edwin.james@swartsandsons.com). I have worked closely with Mr. James over the course of the last two years, and he would be glad to answer any questions that you might have about my suitability for the Content Strategist role.

Thank you very much for your time and for the opportunity to be considered for this position. It’s been a great privilege working with Swarts amp; Sons, and I look forward to continuing to grow within the company.


Andy Axelrod

Tips for Writing a Promotion or Internal Cover Letter

As you prepare to draft your cover letter for an internal position or promotion, make sure you keep the following tips in mind:

  • Don’t assume. Don’t expect that you’ll be chosen solely on the basis of the fact that you have experience within the company you’re applying to. If you’re keenly interested in a job opening, there’s a very good chance that a large number of other internal (as well as external) applicants are too. Make the effort to put your best foot forward with a polished application and cover letter.

  • Be truthfully self-promoting. By drafting and submitting a high-quality cover letter, you have a golden opportunity to communicate the specific reasons why you’re the ideal candidate for the role in a way that doesn’t sound braggy. Talk about your skills and accomplishments without stretching the truth but also without being self-deprecatingly modest.

  • Don’t take your cover letter lightly. In many cases, it (along with resumes) will be a key factor in a hiring manager’s decision regarding which applicants are qualified to advance to theinterview stage.

  • Stick to a classic, professional format. Adhering closely to a tried-and-true cover letter template (like the one we’ve outlined above) will help you to create a cover letter that will grab the eye of any hiring manager without making them work too hard to figure out how your letter is laid out.

  • Remember brevity is important. Hiring managers and HR employees tend to be very busy people, and it’s one of their job requirements to review dozens (and sometimes hundreds) of job requirements.

    With that in mind, you should make it your goal to be concise, and to provide them with all of the information that they need (and to portray yourself as a valuable asset) in as few words as possible. If the length of your cover letter exceeds one full single-spaced page, you’ve included too much information.

  • Don’t lie. You should never lie on your cover letter or resume, but this is especially important for a cover letter for an internal position or promotion.

    Hiring managers can’t always verify your claims of what you did at another company, but they can easily verify it at their own organization, and if you’re caught lying, you risk losing the promotion and your current position.

Writing a cover letter could very well be the determining factor that propels you to the next phase of your career. By following the cover letter tips outlined above, you’ll have a much higher chance of being noticed and granted the professional opportunities that you’re after.

You’ve already proved your own capabilities to yourself throughout the course of your employment or your internship – your cover letter is your chance to prove it to your boss.

How an Internal Cover Letter Differs From a Standard Cover Letter

Now, it’s important to understand from the outset that the process of drafting a cover letter for an internal position or promotion will differ in some important respects from that of a cover letter that’s submitted by an external applicant.

In the case of a cover letter for an internal position or promotion, the hiring manager will very likely already be (at least somewhat) familiar with the applicant’s background and experience, which makes it very important for the applicant to record details as truthfully as possible.

In the latter case, an employer will be largely unfamiliar with the applicant’s professional profile, so there’s always the chance that the applicant might risk exaggerating (or fabricating) some of the information that’s included. This leads to an understandable wariness in the minds of many hiring managers when they’re reviewing the qualifications of an external candidate.

It’s also important to bear in mind that internal applicants have some significant advantages over external applicants in the review and hiring process. As an internal applicant, you’ll be able to:

  • Draw on specific contributions that you’ve already made to the company

  • Include references who are (ideally) trusted acquaintances of the hiring manager

  • Understand what the company values and use that to your advantage

These factors make it much more likely that your application will be favored – and ultimately selected – during the hiring process.

Cover Letter for Internal Position FAQ

  1. Do you write a cover letter for an internal position?

    Yes, you should write a cover letter when applying for an internal position. Writing a well-crafted cover letter helps distinguish you as a strong candidate for promotion among your competition and allows you to formally apply for the position.

    Your cover letter should discuss your experience, qualifications, relevant accomplishments, and interest in the new role.

  2. How do I write a cover letter for a promotion?

    When writing a cover letter for a promotion, be sure to explain your interest in the job and what your qualifications are for the position. Although your hiring manager may already know your accomplishments and experience, it’s a good idea to reiterate them all in one document to demonstrate your readiness for a new position.

    • Additionally, you should include your knowledge of the company’s mission, needs, and the growth you have experienced in your current position thus far.

      Including these things reminds your employer that you have a history with the company, that you have directly contributed to its success, and that you are invested in its mission and goals.

    • Craft your cover letter for promotion exactly as you would a regular cover letter, but be sure to add the prior mentioned specifics to demonstrate the value of promoting an internal employee versus hiring an outside candidate.

    • The first paragraph should begin with a statement of interest regarding the position. Here you can summarize your career goals and any stand-out qualifications or accomplishments.

    • Your second paragraph should discuss your qualifications and experience in more detail by including figures and data when possible.

    • Your third paragraph should expand on your improvements in your current job since joining the company. Be sure to tie these to the open position at hand.

    • Your final paragraph should remind the hiring manager of your interest and include a next step in the hiring process. Don’t forget to express your gratitude before signing off with a formal closing.

  3. How do you start a promotion cover letter?

    Start your promotion cover letter by saying, “I would like to formally apply for the [job title] position in the [department].

    When you send a cover letter internally, it’s assumed you have discussed the position at hand with your current or new hiring manager.

    They may anticipate you applying, so it’s a great idea to articulate that this is simply your formal application when crafting your cover letter.

    This is a great way to start your potential promotion, as it shows your tendency to follow due process, no matter how long you have been with the company.

  4. How long should your cover letter be for an internal position?

    Your cover letter should only be one page for an internal position. You should only include the necessary details that that pertain to the position that you are applying to. Your cover letter should should be one page single-spaced.


  1. Harvard University – Resumes and Cover Letters

  2. Broad Institute – Cover Letter for a Job

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Kate Swindlehurst

Kate is a graduate of Brigham Young University, where she completed a degree in Comparative Literature with a minor in Mathematics. She lives in the Pacific Northwest and enjoys hiking and reading.


Matt Warzel, CPRW, CIR

Matt Warzel a President of a resume writing firm (MJW Careers, LLC) with 15+ years of recruitment, outplacement, career coaching and resume writing experience. Matt is also a Certified Professional Resume Writer (CPRW) and Certified Internet Recruiter (CIR) with a Bachelor of Science in Business Administration (Marketing Focus) from John Carroll University.

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