How to Write an Increment Letter

A letter can provide impressive evidence when asking for a raise.

Many employees cringe at the thought of asking for a raise, particularly if the economy is down or if their companies are not doing as well as usual. However, business analysts such as Tara Weiss at Forbes disagree. Companies want to know who their top performers are and reward these employees, even when company earnings are down. One way to ask for a raise is with a salary increment letter. The increment letter is especially helpful because you have more time to plan and give supporting evidence for the merits of the raise than you would in a meeting.

Instructions

1. Use your company letterhead, if applicable, or type in your full home address without your name. If you are writing to a boss who has a different corporate address from yours, type yours.

2. Skip a space, and type the full date with the month spelled out.

3. Skip another space, and type your boss's name, title and her corporate address.

4. Begin the letter with "Dear Ms./Mr. (Insert name):." Do this even if you know your boss well; remember, this letter will become part of your employee file so be professional. Don't use her first name.

5. Start the letter explaining your tenure with the company, and give an overview of the major projects you have worked on. This will help your boss recall the valuable projects with which you have been associated.

6. Give supporting details in the middle paragraphs that describe how you are a valuable asset to the company. Use concrete evidence, such as how much money your projects have made, any commendations you have received or any increases in productivity your changes have caused.

7. Request a concrete amount of money in the concluding paragraph and repeat your justifications for asking for this amount. Thank your boss for her time.

8. Close the letter with "Sincerely," skip three spaces and type your name. Sign your name in blue or black ink in the space between the closing and your name.

Tips & Warnings

• Always proofread your letter carefully before mailing. Communication skills are very important to bosses and errors will put you in a negative light.

References

• "Forbes"; How To Ask For A Raise When Times Are Hard; Tara Weiss; April 2008

Resources

• Purdue Online Writing Lab: Writing the Basic Business Letters