What exactly are you asking your manager to approve?

Write the proposed role, its responsibilities and the decisions you want to own. Then add your pay request on a separate line. Keep these points visible throughout your preparation.

In this guide, a promotion means moving into a role at a higher level of responsibility. A pay rise means an increase in compensation. When building a case for promotion, specify whether you are requesting both.

Describe the work behind the title

Hypothetical example: an account coordinator wants to become an account manager. Draft the proposal around owning client planning, handling agreed decisions and coordinating delivery. Mark responsibilities you already perform separately from those you would need to learn.

Before committing, ask yourself whether you want that work. If managing people is part of the proposal, read the guide to motivating employees and identify a management responsibility you would need to practise.

What evidence should you bring to the meeting?

Prepare a concise summary of results, expanded responsibilities and relevant work examples. Robert Half recommends measurable achievements and a written summary for a pay request; those preparation principles also provide a useful starting point here. Robert Half's preparation advice.

For each achievement, record the period, your contribution and where the result can be checked. Separate the team's achievement from your own contribution. If a result was never measured, describe the completed work without attaching an estimated improvement.

Use honest examples

Hypothetical example: a marketing assistant coordinated a campaign review. Present the review, the recommendations you wrote and the decisions recorded afterward. Do not claim additional sales unless you have evidence connecting the work to that result.

For a marketing example, use the social media audit guide to organise the review. For an operational example, the small business cost review guide can help you choose a problem to examine.

Include feedback only when it describes relevant work. If you seek a written endorsement, consult the recommendation letter guide and ask the writer to describe something they observed directly.

When should you ask for a promotion?

Ask how promotion decisions are made before choosing a meeting date. Find out who approves a change, when requests are considered and what your manager needs to submit.

My recommendation is to hold the discussion when you have relevant evidence ready and enough time for a focused conversation. Ask whether your regular performance review includes promotion decisions or whether you need a separate meeting.

Send a clear meeting request

“Could we schedule a conversation about progressing to [role]? I would like to review my current responsibilities, share relevant results and understand the approval process. I can send a short summary beforehand.”

If your manager asks to postpone, agree on when to reschedule. Keep documenting relevant work while you wait. Avoid treating an informal compliment as approval of the role you have in mind.

How do you start the promotion conversation?

State your request early, explain the evidence and ask for your manager's assessment. Use straightforward language you would feel comfortable saying aloud.

A script to adapt

“I would like to be considered for [role]. I currently own [responsibilities], and these examples show my contribution. I want to discuss whether I am ready for that role and what would be needed to approve the move.”

Pause after the request. If your manager questions your readiness, ask for an example and the expected standard. Discuss that point before moving to another achievement.

• Which responsibilities am I already handling at the required level?
• Where do you need stronger evidence?
• Who else needs to review the request?
• What responsibilities, pay and start date would accompany approval?

Ask about compensation directly: “What pay range applies to this role, and when would the change take effect?” If the offer covers only a title, ask what authority and responsibilities would change before responding.

Robert Half recommends rehearsing with someone you trust before a pay discussion. Practise this conversation too, including a follow-up question when the answer is unclear. Advice on practising your delivery.

How can you demonstrate readiness without taking on everything?

Choose one assignment related to the proposed role and agree on its boundaries. Define the outcome, decision authority, support and review point before accepting it.

The Muse recommends initiative, continued learning and collaboration as ways to demonstrate readiness. It also advises increasing project complexity gradually. The Muse's promotion preparation advice.

Propose a bounded assignment

Hypothetical example: a customer support employee wants to lead the team. They could propose coordinating a review of unresolved enquiries, with their manager approving policy changes. Agree on what existing work will be reassigned during the exercise.

At the review, bring the work completed, the decisions made and the feedback received. Include what you found difficult. Ask which part demonstrated readiness and which part needs another attempt.

If a trial is proposed, request its purpose and end point in writing. My recommendation is to avoid an open-ended arrangement in which higher-level duties accumulate without a scheduled discussion of the role.

What should you do after a yes, a no or a vague answer?

Leave with the next action and the person responsible for it. Adapt your follow-up to the actual answer rather than assuming agreement or rejection.

• Yes: confirm the role, responsibilities, compensation, approver and effective date.
• Not ready: request specific examples of the gap and evidence that would address it.
• No budget: ask when funding will be reviewed and whether role approval is also pending.
• No suitable role: ask whether the proposed work is needed at all.
• Unclear answer: request a decision step and a time to reconnect.

For a declined pay request, Robert Half recommends agreeing on milestones and a review timeline. You can adapt that approach to a promotion discussion by defining what the next review will consider. Guidance on follow-up after a refusal.

Send a factual recap

“Thank you for discussing my progression. We agreed that I will complete [work] and you will clarify [requirement]. We will review the evidence on [agreed date]. Please correct anything I have misunderstood.”

Record only what was agreed. If there is no clear path after further discussion, compare your current opportunity with other options using the practical job search guide. Make that assessment separately from the promotion meeting.

What can you prepare this week?

Finish a short proposal and request the conversation. Use the following sequence as a suggested preparation plan, adjusting it to your workload.

1. Define the destination. Write the role and the responsibilities you actually want.
2. Choose the evidence. Select relevant work and identify your contribution.
3. Name a development need. Specify the support or practice you would require.
4. Rehearse. Say the request aloud and practise responding to a concern.
5. Book the discussion. Send the topic and offer your summary in advance.

Before sending, check every achievement against its supporting material. Remove anything you cannot substantiate. Keep future ambitions clearly labelled as proposed responsibilities.