How to Ask for a Raise in Writing: Step-by-Step Salary Request Guide
Learning how to ask for a raise in writing is essential for career growth. A well crafted salary increase request demonstrates professionalism and preparation. This article provides detailed guidance, from timing and structure to templates and follow up strategies.
Why Asking for a Raise in Writing Is More Effective Than Verbal Requests
Submitting your raise request in writing allows you to present a structured, evidence based case. Written communication eliminates ambiguity, shows professionalism, and gives your manager time to review your request thoughtfully.
Unlike verbal discussions, written letters are also easier to document and escalate if needed.
When to Ask for a Raise in Writing for the Best Results
The success of your written salary increase request depends heavily on timing. Consider submitting your raise request in these situations:
After completing a major project or exceeding performance goals
During annual or quarterly performance evaluations
When you’ve taken on new job duties or leadership roles
When market rates for your position have significantly increased
Avoid writing a raise letter during periods of budget cuts, layoffs, or major company restructuring.
How to Prepare to Ask for a Raise in Writing Effectively
Proper preparation ensures that your written raise request is professional and persuasive. Before drafting your letter or email, take the following steps:
Track Your Achievements: Document measurable results and milestones.
Research Market Salary Data: Use resources like Glassdoor, Payscale, or LinkedIn Salary.
Review Company Policies: Understand raise timelines, eligibility criteria, and approval processes.
Clarify Your Job Scope: List tasks and responsibilities that go beyond your original job description.
Preparation strengthens your credibility and makes your request more impactful.
What to Include When You Ask for a Raise in Writing or Email
Your raise request should follow a clear structure and maintain a confident yet respectful tone. Here are the key sections to include:
Craft a Clear and Direct Subject Line for Raise Request (For Emails)
Choose a subject line that is specific and professional:
Request for Salary Increase [Your Name]
Salary Adjustment Proposal [Your Position]
Use a Professional Greeting in Your Salary Increase Letter
Begin your letter formally using:
Dear [Manager’s Name],
Hello [Supervisor’s Name],
Write a Strong Opening for Your Raise Request Message
State your purpose clearly at the beginning. Example:
“I hope you’re well. I’m writing to formally request a salary increase based on my performance and contributions over the past [X months/years].”
Provide Evidence in the Body of the Salary Raise Request
Use this section to demonstrate why you deserve a raise. Include:
Your top achievements and recent contributions
Additional tasks or responsibilities you’ve taken on
Positive performance reviews or feedback
Competitive salary benchmarks from your research
Example Paragraph:
“In the past year, I’ve exceeded my performance targets, led three cross-functional projects, and supported new employee onboarding. I’ve also improved client satisfaction scores by 18%.”
Specify the Raise Amount or Salary Range You’re Requesting
Be realistic, well-informed, and direct:
“Based on my performance and market research, I’d like to request a salary adjustment of approximately 10% to reflect my current role and contributions.”
Close with Appreciation and an Invitation to Discuss
Wrap up your letter politely and invite further discussion:
“Thank you for considering my request. I’d be happy to meet at your convenience to discuss this in more detail.”
Use a Formal and Respectful Sign-Off
Sign off with professionalism:
Best regards,
Sincerely,
With appreciation,
Include your name, title, and contact details if needed.
Sample Raise Request Email Example
Below is a professional example of how to ask for a raise in writing:
Subject: Request for Salary Adjustment Sarah Khan
Dear Mr. Ahmed,
I hope you’re doing well. I’m writing to formally request a salary review based on my contributions to the team over the past 18 months.
Since joining, I’ve successfully led key projects such as the CRM migration, improved client retention by 15%, and taken on mentorship responsibilities for junior staff. I’ve also consistently exceeded quarterly performance goals.
According to my research on similar roles in the market, my current salary is approximately 12% below industry standards. I would like to request a 10% salary increase to better reflect the value I bring to the organization.
Thank you for your time and consideration. I’d be happy to meet and discuss this further at your convenience.
Best regards,
Sarah Khan
Client Relations Manager
Common Mistakes to Avoid When Asking for a Raise in Writing
When learning how to ask for a raise in writing, avoid these common pitfalls:
Being too vague or general
Using emotional appeals instead of facts
Requesting too much without justification
Sending the request at a bad time
Neglecting formatting or tone
A professional, fact driven letter stands a far better chance of success.
What to Do After Sending Your Salary Raise Request
Once your letter is sent, take these steps:
Be patient: Allow your manager time to review the request.
Follow up: If you don’t hear back within 1–2 weeks, send a polite follow-up.
Prepare for a conversation: Be ready to discuss your request in a one-on-one meeting.
Accept the outcome professionally: Whether the raise is approved or not, respond with maturity and ask for feedback.
Final Thoughts: Mastering the Written Raise Request
Knowing how to ask for a raise in writing can boost your chances of success, especially when done with a strategic and respectful approach. A well written raise request letter demonstrates initiative, preparation, and professionalism.
With the right timing, solid justification, and clear communication, your written request can open the door to greater compensation and recognition. For further research, consult trusted career guides like the Robert Half Salary Guide or job comparison tools on Indeed.
