Promotion Notice (昇格・昇進通知書)
Notifies an employee of a promotion in title (昇進), grade (昇格), or both. Records new role, reporting line, compensation change, and effective date.
Document generator
Browser-based generator coming soon
The bilingual Promotion Notice generator (Japanese / English preview, inline editing, PDF export) is in development. In the meantime, the explainer below covers when to issue this notice, what to include, and the legal basis. The structure mirrors how the live generator will ask for input.
Official sources
This template is built on the following primary Japanese government sources. Open each link to verify the underlying rule against the issuing authority.
- e-Gov 法令検索 - Labor Standards Act, Article 15 Statutory basis for written notice of working conditions at the time of hire and at any subsequent change.
- MHLW (厚生労働省) - Labor contracts and work rules (労働契約・就業規則) MHLW guidance on the role of work rules in defining grade systems and the procedural requirements for promotion-related compensation changes.
Reference
What the Promotion Notice (昇格・昇進通知書) is
A promotion notice (昇格・昇進通知書) is the formal document that records an employee's promotion. In Japanese HR practice the term distinguishes between 昇格 (a raise in internal grade or rank) and 昇進 (a raise in formal title or position). Many companies issue a single combined notice covering both. The notice records the new title, reporting line, compensation change, and effective date.
When to use
When to issue this notice
- Annual evaluation cycle promotion (typically April)
- Mid-cycle promotion linked to a project completion or business reorganization
- Promotion as part of a retention package or counter-offer
- Promotion that accompanies a transfer to a different department
Mandatory items
What to include in the notice
- Current title, grade, and reporting line
- New title, grade, and reporting line
- Effective date of the promotion
- Reason / basis for the promotion (annual review, evaluation period results, organizational reorg)
- Compensation change (if any) — pair with a salary increase or compensation revision notice
- New role responsibilities, especially if substantially expanded
- Reference to the work rules / career framework that defines the new grade
- Employer signature and date
Legal basis
Legal background and constraints
Promotion is not directly regulated by Japanese labor law. It is governed by the company's work rules and the original employment contract. Promotions are favorable to the employee and do not require consent. However, the underlying compensation change does require documentation under Article 15 LSA, and a unilateral demotion (the reverse case) generally requires consent or a clear basis in work rules.
Frequently asked
Common questions about the Promotion Notice
What's the difference between 昇格 and 昇進?
昇格 (shokaku) is a raise in internal grade or rank, often tied to a salary band. 昇進 (shoshin) is a raise in formal title or position, e.g., from Senior Engineer to Manager. They often happen together but not always: an employee can be promoted in grade with no title change (昇格 only) or take a formal title with no grade change (昇進 only).
Does promotion require employee consent?
No. Promotion is favorable and takes effect on the employer's notice. Best practice is acknowledgement-of-receipt for record-keeping. The employee can decline if the promotion involves substantial changes the employee doesn't want (e.g., relocation, significant scope expansion), but plain promotion within the same role family is implementable on notice.
Can a promotion be revoked?
Once effected, a promotion becomes part of the employee's working conditions, and reverting it (a demotion) is treated as an unfavorable change requiring consent or a clear basis in work rules. Provisional or trial promotions, where the framework allows, must be explicitly labelled as such in the notice.
Does promotion automatically mean a salary increase?
Not always. Many companies link promotion to a salary band so the increase is automatic, but a few separate the two. Be explicit in the promotion notice whether the salary changes, and if so, pair with a salary increase notice or compensation revision notice.
What documentation should support a promotion?
Internally, the evaluation records (performance review, evaluation panel minutes, supervisor recommendation) supporting the promotion should be retained. The promotion notice itself doesn't need to detail these but the underlying file should be auditable, especially if the company later faces a fairness or discrimination claim from a non-promoted peer.
Important. This template is provided for general planning purposes only and is not a substitute for professional advice. Japanese employment law is complex and case-specific. Before issuing this notice in any non-routine situation, consult a Certified Social Insurance and Labor Consultant (社会保険労務士) or a qualified labor lawyer (弁護士).