How to Write a Pay Raise Email? Download Free Samples

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How to Write a Pay Raise Email

Not sure if you should request a rise in pay? Looks professional, doesn’t it? Avoid thinking about it again. You must never hesitate to ask for a pay raise. Whenever you feel that you are being underpaid you must ask for a salary increase from the concerned authority. To proceed with your request you must write an email for the same. The email must be directed at your immediate supervisor and the HR department. To help you write an effective raise email, we have highlighted the contents of this letter form in the blog. In addition, the blog also enlists the key steps to compile a salary hike request email. Furthermore, we will also provide you with two sample emails which you can customize as per your requirement. 

Also Read: How to Negotiate Salary? 

What is a Pay Raise Email?

A pay raise email is a formal message written by an employee to request an increase in their salary or compensation. It typically outlines reasons why the raise is justified, such as exceptional performance, increased responsibilities, or market value. While writing the email, you should be clear, concise, and professional. Also, you must highlight your contributions and demonstrate your worth to the company. In addition, It is crucial to provide evidence of accomplishments. Furthermore, you may include a proposed salary increase or a request for a meeting to discuss the matter further. 

It is however important to keep in mind that you must be polite and professional in your email. Please ensure that you are respectful in your communication.

Also Read: How to Answer, ‘What Are Your Salary Expectations?’

How to Write a Pay Raise Email?

Now that you know about the basics of a raise email, let us guide you through the writing process and contents of this letter. 

What to include in a raise email?

Typically, a raise letter comprises three to four paragraphs. These paragraphs include an introductory section, a main body, and a conclusion. As these emails adhere to a formal letter format, they must include a heading, professional greeting, closing remarks, and a signature. 

Furthermore, it is essential to note that the tone in most raise letters is professional. However, it can be adjusted to align with the specific workplace culture, such as adopting a more relaxed tone in a small, informal business setting. Therefore, it is you who can judge the exact tone of your email. This decision must be based on your work environment and your relationship with your supervisor. 

Draft an outline for your raise email

Now that you know the basic structure of the email it’s time to create an outline for the same. You can either use a letter template for your outline or customize a template to meet your specific requirements. Also, it is important to decide on the letter’s length in the initial phase itself. To decide on the length and the structure, you can create dedicated sections for each paragraph. Also, jot down some key points for each paragraph to facilitate content creation later.

When you assign a clear purpose to each section and paragraph in your letter, it can help maintain focus in your writing. Furthermore, creating an outline can aid in effective time management. With a well-structured outline, you will spend less time brainstorming during the writing process and won’t need to reorganize your content extensively after completion.

Steps to write a raise email

Let us walk you through the essential steps to write a pay raise email:

  • Step 1: Address the recipient i.e., the concerned authority with a salutation such as ‘Dear (Name of the Recipient”.
  • Step 2: Now, begin your email by expressing gratitude for the opportunities. In addition, go on by acknowledging your good experiences in the organisation.
  • Step 3: Thereafter, directly mention that you are writing to request a salary increase. Be direct but respectful.
  • Step 4: You must then provide direct instances of your accomplishments, contributions, and any additional responsibilities you have taken on. You must use quantifiable metrics of your accomplishments to make your case.
  • Step 5: Also, mention if you have researched industry salary standards to support your request. This shows you are informed about your market value.
  • Step 6: After mentioning your request and supporting evidence, you must request a meeting with your supervisor to discuss your raise. You can offer to discuss the matter further in person or over a call.
  • Step 7: Now that you have poured your thoughts and intentions into the letter, you can conclude with a polite closing with “Sincerely” or “Best Regards”.
  • Step 8: Thereafter, if you have any performance reviews, commendations, or data to back up your request, consider attaching them.
  • Step 9: Finally, you must review and proofread your email for clarity, grammar, and tone before sending it. 
Source: Rough Book

Also Read: Top Negotiation Skills for Professionals

Raise Email Samples (Free)

Let us now go through some sample pay raise email samples. You can use these sample emails and customize them as per your designation and organization. 

Sample 1

Subject: Request for Salary Review

Dear Tanu,
I hope this message finds you well. I am writing to request a salary review based on my performance and contributions to the team over the past year. During my tenure, I have successfully led several key projects, resulting in a significant increase in the productivity of the Sales department. Additionally, I have taken on additional responsibilities, including mentoring junior team members and representing the company at industry conferences. I have conducted research on industry salary standards, which indicates that my current compensation may be below the market average for similar roles. Considering my achievements and market value, I am kindly requesting a salary adjustment to better reflect my contributions. I am open to discussing this further at your convenience. Please let me know a suitable time for a meeting. Thank you for your consideration.

PS: I have included a list of projects I have headed and clients I have brought in for the company. Please refer to these to make an informed decision.

Assistant Manager, Sales

Sample 2

Subject: Salary Increase Request

Dear Suman,
I hope this message finds you in good health. I am writing to discuss the possibility of a salary increase, in light of my performance and dedication to the company.
Over the past two years, I have consistently exceeded targets and implemented process improvements that have positively impacted our team’s efficiency. I have also taken the initiative to upskill in relevant areas, allowing me to contribute more effectively to our projects.
Based on my research, I believe that a salary adjustment would be in line with industry standards for professionals with similar experience and responsibilities. I am requesting a salary increase of [specific percentage or amount], but I am open to discussing this further. I appreciate your consideration and am available to meet at your convenience.
Thank you for your time.

Best regards
Junior Software Developer

Click here to download free pay-raise email samples

Source: Warikoo

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Q1. Can I mention my accomplishments in the pay raise email?

Ans: Yes. It is essential to mention the projects you were involved in and those you have led. Also, you must attach related documents highlighting your work and accomplishments.

Q2. Can I ask for a salary increase due to inflation?

Ans: Yes. It is okay to ask for a rise in salary due to inflation. You must mention your concern in your email to get your demand sanctioned. 

Q3. Can I expect a salary hike immediately after sending the raise letter?

Ans: No. It is not the norm. Employee-friendly and reputed organisations often schedule a meeting with the employee seeking a hike. In this meeting, you must put across your grievances and salary expectations. After evaluating your performance and demand, the organisation will then decide upon the raise. 

Stay in tune with the career counselling page of Leverage Edu to explore 

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