The best raise letter is short, specific, and quantified. Two or three paragraphs. Lead with your tenure and role, list two to four measurable wins, name the percentage you want, and ask for a meeting. That’s it.
Why write the letter at all
An in-person ask still works. A letter or email gives you three things a meeting can’t:
- Time to pick the right numbers — your wins, your raise figure, your market data.
- A paper trail your manager can forward to their boss or HR.
- A controlled tone — no rambling, no nervous backtracking.
Send it to your direct manager, not HR. Your manager owns the budget conversation; HR processes the result.
What to include
- Greeting and short context. One line — your role, time at the company.
- Two to four measurable wins. Numbers, not adjectives. Revenue, savings, customers, ship dates, NPS, retention, downtime, audit results.
- The number you want. A percentage or a salary figure. Tie it to market data from Salary.com, Glassdoor Know Your Worth, Levels.fyi, or the latest Robert Half Salary Guide.
- A meeting request. Propose a time or attach a calendar link.
- Sign-off. Professional. No jokes.
How much to ask for
| Situation | Typical raise |
|---|---|
| Annual cost-of-living adjustment | 2% to 3% |
| Standard merit raise | 3% to 5% |
| Strong performance + market gap | 5% to 10% |
| Promotion or major role change | 10% to 20% |
| Counter-offer to retain you | 10% to 25% |
If your current pay sits below the market midpoint for your role and city, lead with that gap. If you’re above midpoint, anchor on results, not market.
Letter template
Brandon Scott · 619 South Street, Sacramento, CA 95456 · (777) 888-9999 · brandon.scott@example.com
April 14, 2026
Wayne Carter
Director of Operations
DIN Services Limited
247 Avocado Street, Suite 107
Sacramento, CA 95817Dear Wayne,
I’m writing to request a salary review ahead of my five-year anniversary at DIN Services. The role has grown a lot since I joined, and I’d like to talk about aligning my compensation with that growth.
A few highlights from the last 12 months:
- Closed two new accounts — Dope Marine and Duff Services — worth $1.2M in first-year revenue.
- Secured $500,000 in grant funding for four community-engagement projects.
- Mentored three junior logistics managers; all three are now leading their own desks.
- Beat my Q1 KPIs by 38%.
Based on Salary.com and the 2026 Robert Half Salary Guide, the midpoint for senior logistics managers in Sacramento is $X. I’m proposing a 10% increase, which would bring me to that midpoint and reflect the additional scope I’ve taken on.
I’d appreciate 30 minutes to discuss. My yearly review is in two weeks if you’d prefer to fold it into that conversation; otherwise I’m flexible whenever you have time.
Thank you for the consideration. I’m planning to keep building here.
Sincerely,
Brandon Scott
Email version (shorter)
Subject: Salary review request — Brandon Scott
Hi Wayne,
As I head into my five-year mark next month, I’d like to request a salary review.
Quick recap of the last year:
- Brought in Dope Marine and Duff Services — $1.2M in new revenue.
- Secured $500K in community-project grant funding.
- Beat Q1 KPIs by 38%.
The 2026 Robert Half Salary Guide puts the Sacramento midpoint for my role roughly 10% above my current base. I’d like to propose a 10% increase to close that gap.
Could we set up 30 minutes this week or next?
Thanks,
Brandon
Timing matters
Send the letter when:
- You’ve finished a project that produced measurable results.
- Your annual or mid-year review is 1–4 weeks out.
- The company just had a strong quarter or closed a funding round.
- You’ve taken on duties beyond your job description.
- It’s been at least 12 months since your last raise.
Avoid:
- Right after a layoff round or earnings miss.
- The week your manager is in budget review.
- Before you’ve delivered anything memorable in the role.
Prepare for the meeting
- Know your floor. The minimum number you’d accept.
- Practice saying the figure out loud. “I’m asking for a 10% increase, bringing my base to $112,000.” No hedging.
- Bring proof. The same wins from your letter, with backup data if asked.
- Know what you’ll trade if cash is tight. A signing-on retention bonus, more PTO, remote days, training budget, an earlier review date, a promotion title, or stock.
Common mistakes
- Comparing yourself to coworkers. Use market data, not gossip.
- Listing duties instead of results. “I manage shipping” is not a reason; “I cut shipping costs 14%” is.
- Asking too small. Round numbers ($5K, 10%) are easier to defend than vague “a little more.”
- Threatening to quit. Only if you actually have an offer in hand and are willing to use it.
- Going long. If your letter is over one page, cut it.
FAQs
Should I email or hand-deliver the letter?
Email is standard. Print the letter only if your company is paper-heavy or you’re attaching it to a formal review packet.
How long should the letter be?
One page or one short email. Two to three short paragraphs.
What if my manager says no?
Ask what would change the answer. “What would I need to deliver in the next six months for a 10% raise to be on the table?” Get the answer in writing if you can.
Can I ask for a raise without a review coming up?
Yes — especially if you’ve taken on a clear new responsibility or just delivered a big result. Tie the request to the trigger.
What percentage should I ask for?
3% to 5% for a standard merit bump; 5% to 10% if you’re under market or have taken on more scope; 10% to 20% for a promotion-level change.
Should I mention an outside offer?
Only if you have one and you’re prepared to leave. Bluffing rarely ends well.
Is a raise letter different from a promotion request?
Yes. A raise letter asks for more pay in your current role. A promotion request asks for a new title and scope, with the pay change attached. Pick one.
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