Check who should receive the message
Confirm that you have the right person, the right role, and permission to disclose the information involved. For a message about how to congratulate someone on a promotion, use this factual base: name the milestone and, when you know it, the effort or meaning behind it.
Separate information from interpretation
Label confirmed facts, open questions, and the specific decision that belongs to the recipient. Offer warm recognition and let the recipient decide whether they want a call, visit, gift, or quiet celebration. Make the immediate next step clear enough that the recipient can answer without reconstructing the entire history.
Use formal help when stakes rise
Do not make assumptions about pregnancy, money, relationships, health, or what the achievement should mean next. Follow the person's lead on privacy before sharing their news or photos with anyone else. Medical, legal, financial, employment, and safety decisions may require a qualified professional rather than personal persuasion.