How to Write a Pay Raise Email? Download Free Samples

6 minute read
How to Write a Pay Raise Email

Not sure if you should request a pay raise? It might seem intimidating but don’t overthink it. You should never hesitate to ask for a salary increase if you believe you’re being underpaid. To do this, you need to write an email to your immediate supervisor and the HR department. Our blog highlights the key components of an effective raise request email and outlines the steps to compile it. Additionally, we provide two sample emails that you can customize to suit your needs.

Also Read: How to Negotiate Salary? 

What is a Pay Raise Email?

A pay raise email is a formal request from an employee seeking an increase in salary or compensation. This message typically outlines the reasons for the raise, such as outstanding performance, increased responsibilities, or current market value. When writing an email, it is essential to be clear, concise, and professional. Highlight your contributions and demonstrate your value to the company, providing evidence of your accomplishments. You might also suggest a specific salary increase or request a meeting to discuss the matter further.

Remember to maintain a polite and professional tone throughout your email, ensuring that your communication remains respectful.

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?

A raise letter typically consists of three to four paragraphs, including an introduction, main body, and conclusion. As these emails follow a formal letter format, they should include a heading, professional greeting, closing remarks, and a signature.

It’s also important to maintain a professional tone in most raise letters, though this can be adjusted to suit the specific workplace culture. For example, a more relaxed tone might be appropriate in a small, informal business setting. You are the best judge of the appropriate tone for your email, 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

Explore more informative reads

A Comprehensive Guide on Workplace Collaborations 
What Does a High-Performing Team Mean?
How to Write a Professional Development Plan?
Workplace Ethics: Meaning, Examples, Significance
20+ Positive Qualities at Work


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 

Leave a Reply

Required fields are marked *