How to ask for a raise without sounding ungrateful, with a letter

How to ask for a raise: when to ask, how much, what to say in the meeting, how to ask a client for a higher rate, and a salary increase letter to copy.

7 min read. Updated . By Catalyst Outsourcing.

You've been in the job a year or more. The work has grown and the pay hasn't. You want to ask, but you're worried it will sound ungrateful, or that you'll hear no and have to face your boss the next morning.

Asking for a raise isn't complaining. It's a short business case: what you do now, what that work pays elsewhere, and what you're asking for. Here's how to build it and say it, for an office job or a remote one, with a letter you can copy.

When to ask: after a year, a big win or new work

Timing changes the answer. ALIS, the Alberta government's career site, lists good moments to ask:

Indeed adds two more: a year that went by without a raise, and the time of your performance review. One catch from ALIS: in some companies, managers decide raises before the reviews happen. Find out how yours works, and ask a few weeks early if the budget is set early.

Build your case with numbers, not need

The Program on Negotiation at Harvard Law School puts it plainly: emphasise value, not need. Rent, school fees and rising prices are real, but they're your reasons, not your manager's. Bring proof of what you do instead.

Fit it on one page. You'll use it in the meeting and again in the letter.

How much of a raise to ask for

Base it on the going rate for the job you do now, not the job you were hired for. PON suggests asking for a range, citing research by Daniel Ames and Malia Mason, and gives this line as an example: "Based on my contributions and market data, I was thinking in the range of 5% to 6%." Keep the bottom of your range a number you'd be happy with.

Three made-up examples, with invented names, to show the method:

What to say in the meeting, word for word

PON's advice is to ask for a meeting just for this, rather than bring it up in passing. Book 15 minutes and call it "a chat about my role". Then take it in four steps.

  1. Open with the work. "Thanks for making time. My role has grown over the past year, and I'd like to talk about my pay."
  2. Give the proof. "Since March I've run payroll as well as admin, and the month-end close now takes three days instead of five."
  3. Ask for your range. "Based on that, and what similar roles pay now, I'd like to ask for a raise to [your range]."
  4. Stop and listen.

If they need time, agree on a date: "Could we come back to this by the end of the month?" Then send the letter below the same day, so there's a record.

How to ask an overseas client for a rate increase

If you're a contractor paid by the hour, a raise is a new rate. You make the same case, with two changes.

"Hi [Name], it's been a year since we started, and the work now covers [new tasks] as well as [original tasks]. I'd like to move my rate to [new rate] an hour from [date]. I've enjoyed working with you and I'd love to keep going. Happy to talk it through on a call."

Singapore clients work on your clock, so a quick call in office hours is easy to arrange. For how they like to be updated, see what Singapore clients expect from a remote worker.

A salary increase letter you can copy

Indeed says putting the request in writing keeps a record of it, and that it should go to the person who manages your pay: your supervisor, manager or department head, or HR if you're not sure. Send it after the meeting, or before it if your manager asks for one in writing. Fill in the brackets.

Subject: Request for a salary review, [your name]

Dear [Manager's name],

Thank you for the past [number] years as [job title]. I've enjoyed the work, especially [one thing you're proud of].

Since my last pay change in [month and year], my role has grown. I now [new task or responsibility], and [one result with a number, such as "the month-end close takes three days instead of five"]. Similar roles now pay [range you found], based on [where you looked].

I'd like to ask for a salary increase to [your range] from [date]. I'm happy to talk it through at a time that suits you.

Thank you for considering it.

Sincerely,

[Your name], [job title]

If they say no, ask what would get you to yes

When the answer is no, PON suggests asking which milestones would justify a raise in the future. Get the answer in writing, with a date to check in.

"I understand. What would you need to see from me to make this happen, and could we look at it again in six months?"

If your request gets no reply, follow up once, about a week later, with a short note and the letter attached. If it's still no after the date you agreed, and similar jobs pay more, it may be time to look around. Our guide on how to negotiate salary covers your next offer, and it's free to apply on the job board. If you decide to move on, use this resignation letter template.

Questions

How often can I ask for a raise?

Once a year is a common rhythm, and Indeed notes that many employers raise pay once a year. Ask sooner if your job has grown a lot, for example if you've taken over a colleague's work.

Should I ask by email or in person?

Ask in a meeting or on a call if you can, then send the letter so there's a record. With a remote client, an email or chat message is normal.

Should I mention another job offer?

Only if you'd really take it. PON warns that an empty threat can damage trust, so be ready to follow through.

What if I haven't had a raise in two years?

Say so plainly, without blame: "My pay hasn't changed since [month and year], and my role has grown since then." Then make the same case with numbers.

Sources

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