Negotiating a salary increase is easier said than done. You could assume it’s your right and barge into your manager’s office making big demands, and for some people that works… but in our experience, it helps to be a little more persuasive. Before you hit send on your email, these are the key considerations when it comes to negotiating a raise:

Your Experience:

Naturally, employers fight to keep candidates with unique qualities like excellent management skills and a strong work ethic. Therefore, you should approach the negotiation armed with evidence that shows your strengths.

Know what you are negotiating about:

Firms are often flexible about the terms they want to discuss. It doesn’t have to be monetary terms; you can bargain for more flexible working conditions, a bonus, or telecommuting.

Know your worth:

Your worth is an accumulation of several factors like your experience, the size of the company, your performance, the market rate, and the current state of the company. It is important to factor in all of these aspects to achieve a suitable rate.

Choose a suitable time to pitch:

There’s no actual template for pitching a salary increase, but you don’t need to schedule a formal meeting to discuss the issue, especially if you can’t access your annual performance review. Approach your boss after you have made an impressive presentation, secured a client deal, or received praise for the quality of your work. It makes it easier to present your case because you have already proven yourself.

With that said, here are five killer email templates to get the raise you deserve!

Illustrations courtesy of Shutterstock.

Illustrations courtesy of Shutterstock.

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Email Template 1 | Discuss a Salary Increase as an Intern Who Recently Obtained a Permanent Role

Subject: Request for a Meeting to Discuss a Salary Increase

Hi [Insert Name],

Now that the project is in its last phase and we are settling back into our regular routines, I was wondering when we can meet to discuss my salary. As you are aware, I joined the company a year ago as an intern and was only compensated in the form of a small stipend to cater for travel expenses. I understand that it’s a standard procedure to review the salaries of interns who have worked with the company for a year, and employees assuming permanent roles after the internship period.

Evidently, a year has passed, and I have been assigned the position of an accounts assistant. I mentioned this issue a few months ago, but because the team was busy working on the project, you promised to revisit the issue towards its last phase. I feel incredibly fortunate to be building my career with great mentors like you by my side while being part of the fastest growing company in the industry. The past year has been pretty rigorous for me as I have assumed many roles, including taking the lead on the latest project.

Additionally, I have always delivered work on time and have continued to develop my skills, and I have recently enrolled for systems audit classes. I have researched the market rate for my role, and I feel that my performance more than meets the standards expected by the company, so I hope that we can meet to discuss my remuneration at your earliest convenience.

Best Regards,
[Insert Your Name]

In this template, you need to remind your manager that you have been working as an intern for longer than the agreed internship period and that your salary review date has passed already.

Be firm but not aggressive, and work hard to cover all of your strongest points to prove that you deserve to be paid according to your role.

Letter Template 2 |  Negotiate A Salary Increase For A Housekeeper Supervisor

DD/MM/YYYY

[Insert Name]
Chief Executive Officer
XYZ Hospital Ltd

REQUEST FOR A SALARY INCREASE

Dear [Insert Name],

I am emailing you today to discuss the possibility of a salary increase. I first want to express my sincere appreciation for being part of such a fantastic team. I have grown professionally and personally since I joined the hospital ten years ago.

I have been working as a housekeeping supervisor, assigned to the outpatient branch at the hospital. I was recently informed that the company offers salary increases for weekday staff who have worked with the company for more than eight years, based on individual performance. Mr Peter Williams, the president of the weekday staff organisation, recently echoed these sentiments during the last staff meeting at the main hospital. I am confident in the benefits system used by this hospital and have no doubt that it offers a fair compensation system for the entire staff.

In light of what I’ve recently learned about these lengths of service salary increases, I would like to ask to be included in the list of people eligible for the increase. I am proud of the fact that I have always lived up to the company’s performance expectations and no complaints have ever been filed against me from patients or my colleagues. You will also note that a considerable amount of time has passed since my last salary increase (May 2012) and I believe my quality of work has remained consistent over that time.

I would appreciate a meeting at your earliest convenience to discuss the issue further.

Yours faithfully,

[Insert Your Name],
Housekeeping Supervisor

This template should be used when there is a clear pay scale that sets out increases based on the length of time served with the company. Make sure you have all the relevant facts to hand and be sure to point out your own personal details and positive aspects of your performance.

Letter Template 3 | Salary Increase Template for a Senior Operations Manager

Dear [Insert Name],

It has been my pleasure to work for [Insert company name] for the last five years. During my time here, I have had the opportunity to learn and grow my career, while helping the company achieve its goals. I have worked hard throughout my time with the company, and my annual appraisals have always shown me to be an exemplary employee.

My recent promotion to Senior Operations Manager has seen me take on additional responsibilities and I’ve learned new skills which are of real benefit to the company.

Despite my promotion and increased workload, my salary has not increased for the last four years, and I would like to meet with you to discuss this. I have researched the market rate for my role, and I feel that an 8% raise would be appropriate in my case.

Could we schedule a meeting at your earliest convenience to discuss this?

With best regards,

[Your Name],
Senior Operational Manager

This template starts out by explaining that you really like working for your company and that you have thrived in your previous roles and are committed to succeeding in your new role. The template is firm on the fact that a salary increase is perfectly reasonable given your promotion, and spells out exactly what your expectations are.

Letter Template 4 | Request a Raise if You’re a Salesperson

[Insert Name],

Sales Manager,
[Insert Name] Sales Company,
Miami, Florida.

Dear [Insert Name],

I have enjoyed working at the company over the last two years. During that time, I have honed my sales skills and become an integral member of the sales team. I have also contributed significantly to the company, as you have probably witnessed. In the last year, for example, I managed to:

• Bring two high-profile clients to the company, which helped increase sales revenues by 10

• Volunteered to train new sales staff for 100 hours

• Ranked as the best salesperson in customer satisfaction in the last quarter

I am delighted to work with this company and appreciate the different roles that allow me to showcase my ability to make a real contribution to the company. I would appreciate an opportunity to meet and discuss an increase in my salary that is commensurate with my performance. I believe a 5% raise reflects my efforts, competencies and the going market rate.

Could we arrange to meet in the next week to discuss this, please?

Best regards,
[Insert Your Name]

Letter Template 5 | Pitch a Raise If You’re a Branch Manager

[Insert Name]

Senior Manager
Oak Limited
Oakland

Dear [Insert Name],

I am currently writing to make a formal request to review my current salary. As the head of this branch for the last seven years, I have produced excellent results in all roles and responsibilities assigned to me. A review of my past performance, recent achievements and the current market rate suggests that an increase of 10% on my annual salary would be appropriate.

Here are some achievements I am proud to have accomplished over the last few years:

• I masterminded the launch of a new product, which increased the sales of this branch by £300,00

• I suggested efficiencies in the accounting system, which have saved the company £30,000 in annual revenue

• Peer reviews show that staff I have worked with appreciate my management style

According to data from Salary.com, my average annual salary should be £62,000, which is significantly higher than my current salary of £55,000. A 10% increase would bring my pay in line with industry averages and would reflect my current responsibilities and competencies. Could we schedule a meeting to discuss my request, over the next few days?

Best regards,
[Insert Your Name]

At Never the Right Word, our aim is to give you practical examples of how to handle life’s difficult conversations. If you have an awkward situation that you’d like example templates for, request a topic here.  

If you’re interested in further reading, we’ve also included links to our trusted resources and related posts below. To find out more about NTRW and our recommended tools, you can do that here.

Lastly, if you found this content helpful or want to share your own examples, let us know in the comments. We’d also be delighted if you shared this article and joined us on social media too!

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