3 Steps to Asking For a Raise in Writing

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How to build your case for a salary raise
How to ask for a raise via email
How to follow up on your request
FAQs

Asking for a raise isn’t easy, even when you know you deserve it.

But if you knocked it out of the park over the past year, took on more responsibilities or received a stellar performance review, you owe it to yourself to talk to your manager about a raise of pay.

It's a good idea to put your request in writing, whether it's an email or printed letter. Write down your accomplishments at work and highlight where you've met or exceeded expectations.

Follow these tips for how to write a letter asking for a raise, along with examples to help you develop confidence about the message you want to send.

You’re not going to get very far if the amount you ask for is not in line with the realities of today’s job market in Canada.

Completing your own comprehensive research to justify asking for raise will help you understand what a competitive wage is for someone in your position and geographic location.

Consult the latest Robert Half Canada Salary Guide, which breaks down starting pay ranges for hundreds of positions across numerous professional fields.

Researching the numbers will also demonstrate to your boss that your salary request is backed by real data versus your own appraisal.

You also need to do your own internal research. What this means is compiling evidence of your accomplishments that directly benefit the company. Where possible, quantify your results with metrics such as increased sales, improved efficiency, or cost savings.

And research also means timing. For example: Does your company have a policy of granting pay raises only during performance review periods? Check your employee handbook for guidelines.

Consider also whether your organization has had recent layoffs or a hiring freeze. If you bring up your pay when your company has just furloughed employees or is seeing reduced revenues, your appeal is likely to go nowhere fast, regardless of how amazing you are.

When you’ve researched your salary range and chosen a good time to broach the subject, make the ask. Email your manager and explain that you’d like to connect to review your compensation. Outline your impact clearly and concisely. Prepare compelling bullet points that describe exactly how you’ve excelled in your role.

Don’t mention what your coworkers make or any personal reasons you might have for needing more money.

Next in the letter, ask to meet with your manager to discuss the salary you’re seeking. If this is the first time your boss hears you want more money, set the stage appropriately. You might consider a sentence or two in an email, such as this: “Could we have a short discussion to review my salary or devote a few minutes to that topic during our next one-on-one meeting?”

If you have a performance review coming up, it’s a good idea to ask ahead of time: Would it be OK if we discussed my compensation during my performance review?

If you have already expressed the desire for an increase, you should go ahead and circle back with specifics. Your email might include a line like this: “We’ve discussed my wish for additional pay, and after some research, I’d like to request a salary increase of X percent.”

In a longer letter asking for a raise, explain how you landed on the salary figure you are requesting. Numbers are convincing, so use them in the descriptions of your accomplishments: money saved, revenue earned, services improved, responsibilities taken on.

Just as you did in your salary negotiations when you interviewed for the job, your request should reflect the value you bring to the role, goals you’ve met or exceeded, results you have delivered, and industry averages based on your job skills and years of experience. It’s easier to put nerves aside when you feel ready to answer hard questions about why you deserve an increase.

Here is an example of how to ask your boss for a raise:

Dear (Name),
As my X-year anniversary gets close, I would like to request a review of my (job title) salary. During my time at (name of company), I have taken on additional responsibilities and have achieved success in several areas. I’ve made a brief list of just some of my accomplishments and responsibilities, which include the following:

Taking the lead on …
Meeting goals in …
Improving efficiencies that led to a savings of $X for the company ...
Achieving success in …
Adding to my (skill level or education as it relates to the job) …

Aside from my X skills in this role, I have also demonstrated excellent X abilities and proficiency with X. The team can count on me for X.
Given the added value I have brought the company, I think it is fair to request a bump in pay. Based on the research in the Robert Half Canada Salary Guide, I’ve found that the midpoint salary (or median national salary) for this position is $X for my experience level. Considering regional variances, an X percent raise would put my compensation closer to those salary benchmarks.
Thank you for your consideration. I would be happy to meet with you to discuss my request and the company's needs. Please let me know if you are available for a short meeting. Sincerely, Name

So, you've crafted a compelling email outlining your achievements and justifying your request for a raise. You hit send, feeling confident and prepared. But the work isn't over yet.

A well-timed follow-up email demonstrates your continued interest in securing a raise. Don't wait for your manager to reach out to you—take the initiative.

If you are sending a follow-up email, mention your initial email and your request for a raise. Express your desire to discuss your request in more detail and answer any questions your manager may have.

During this meeting, it’s important to actively listen to the feedback from your manager. If your boss says your initial offer isn’t ideal, then you might need to consider negotiating for alternative benefits or even a performance-based bonus structure.

When is the right time to ask for raise of pay?

There isn't a perfect time for everyone, but there are definitely some better times to ask for a raise than others. Companies in good financial health are more likely to be receptive to raise requests, so avoid asking during times of budget cuts or layoffs. Many companies have designated review periods for compensation adjustments, thus asking around your review can provide a natural opportunity to discuss your salary.

What are some good reasons for increasing my salary?

Exceeding goals, taking initiative, and delivering exceptional results.

Being assigned new tasks or projects beyond your initial job description.

Investing in your professional development through additional training or certifications.

Receiving a promotion or your job responsibilities have significantly expanded.

How do I ask for a pay rise if I haven't been with the company for very long?

It can be trickier to justify a raise if you're relatively new to the company (typically less than a year).

Even though you're new, focus on how you've demonstrably exceeded expectations in your role. 

Did you complete projects faster than anticipated? 

Did you achieve impressive results in your initial tasks?

Have you taken initiative on projects or identified areas for improvement beyond your assigned duties? 

If a raise right away isn't feasible, propose a performance-based raise structure. This ties your salary increase to achieving specific goals within a set timeframe.

How do I negotiate my salary if my boss doesn't offer me what I requested?

Thank your boss for their time and consideration, even if the offer doesn't meet your expectations. Approaching the situation with professionalism and respect sets a positive tone for the negotiation.

Try to understand why your initial request wasn't met. Is it a budget constraint, timing issue, or something else? Pay attention to their explanation and avoid interrupting. This demonstrates your willingness to find common ground.

Based on your boss's reasoning, propose a counteroffer that might be more feasible. Be prepared to explain why this new number works for you. Remind your boss of the value you bring to the company and the positive impact you've made.

If a straight salary increase isn't possible, explore alternative forms of compensation, like additional paid time off, signing bonuses, or performance-based incentives.

What should I do if my boss says there's no budget for raises?

Hearing "no budget for raises" can be frustrating, but it doesn't mean all hope is lost.

As mentioned previously in this article, if an increased salary isn't an option, explore opportunities for additional training, certifications, or conference attendance to enhance your skills. This can position you for a larger raise in the future.

If the budget is tight, could you take on additional responsibilities to demonstrate your value and potentially open doors for a raise later.

How do I ask for a pay rise with confidence?

Rehearse what you'll say in the meeting and anticipate potential questions and prepare clear, concise answers. This practice builds your confidence and helps you deliver your message effectively.

Believing in your worth is key. Through presenting a strong case with data and a positive attitude, you'll inspire confidence in your request.

What if I'm afraid of being rejected when I ask for a raise?

The fear of rejection is a common hurdle when asking for a raise. Instead of dwelling on the possibility of rejection, visualize a successful conversation where your value is recognized and rewarded. Even if you don't get the exact raise you requested, the conversation itself is valuable. It opens a dialogue about your career goals and sets you up for future opportunities.

Just remember that the more prepared you are, the less anxious you'll feel. Research salary data, gather evidence of your achievements, and anticipate potential questions.

How much is acceptable to ask for a raise?

There's no one-size-fits-all answer to how much of a raise to ask for in Canada, but some factors to consider when determining an appropriate range include market research, your performance, industry demand, and the performance of the company.

High performers can often aim for raises in the 4-6% range, with strong evidence to support their achievements. But don't ask for an exorbitant raise that's far outside the market norm in Canada.

What should I not say when asking for a raise?

"I need a raise because of my bills/debt/lifestyle changes.”

"If I don't get a raise, I'll quit."

"You owe me a raise after all this hard work."

"I think I'm due for a raise."

"X coworker makes more than me, so I deserve a raise too."

"The cost of living is going up, so I need more money."

How often should you get a raise?

Many companies conduct performance reviews annually. This can be an opportunity to discuss your salary adjustments, although you might not necessarily get a raise every single year.

Some industries are faster paced with more frequent salary adjustments to keep pace with market rates. Thriving companies are also more likely to have budget room for regular raises.

Should I consider looking for a new job if I'm not happy with my salary situation?

If you don’t receive the salary increase you are after, submitting your resignation letter can be a hasty decision to jump to. Before anything, you should consider whether there is still room for you to grow within the organisation or new challenges to tackle that could lead to future pay rise opportunities.

If you are considering looking for a new job, it’s important to think about whether there is a current skills shortage for your field of expertise, what the job market in Canada looks like for your field, and how confident are you in your ability to find a new job.

If you do choose to search for new opportunities - Robert Half Canada posts hundreads of great jobs each day. Browse your options today.

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