TL:DR
I’m going to come right out and say that you should always ask for a pay rise in person if you possibly can. If that’s not an option then a video call is still a much better bet than using email. But if your comfort zone is to ask for a raise by email then I do have some tips that will give you the best chance of getting a positive response.
Before we get there, though, it’s worth noting that the most common reason people give for preferring the idea of email is because they simply lack the confidence to ask face-to-face. If that applies to you then check out my book “Because I’m Worth It: How to Ask for a Pay Rise”. It will give you the confidence and skills that you need, complete with example conversations and a tried-and-tested process that works.
Contents:
Is it OK to ask for a pay rise via email?
Why asking for a pay rise is best done in person
What about using a video call?
When should you ask for a salary increase?
How to ask for a raise in writing
The best subject line for your email
Email template for asking for a pay rise
What to avoid saying in your email
Get the book – Because I’m Worth It: How to Ask for a Pay Rise
Is it OK to ask for a pay rise via email?
This really depends on the relationship you have with your manager. So have a think about how you normally communicate with each other and what kind of things you typically choose to send by email.
For example, do you mainly send emails to your boss when there’s bad news? Or do you send them emails that nearly always end up creating more work or problems for them?
This matters because it will impact your manager’s instinctive reaction whenever your name pops up in their inbox. If your sending an email is normally a clear signal that their day is about to get worse, then that’s not a great start to your pay rise conversation.
If most of your communication is via email anyway, whether good or bad, then this is just how you operate. And if that’s the case, then yes it would be seen as perfectly fine to ask for a raise in the same way.
But it would still be a much better idea to ask them face-to-face.
Why asking for a pay rise is best done in person
I can understand the temptation to put everything into an email, fire it off to your boss and then sit back and see what happens.
You get to feel totally in control of your side of the negotiation and you can choose your words carefully at your leisure. You are giving your manager as much time as they need to think about it. You don’t have to worry about tripping over your words or getting into an argument. I get it.
On the plus side, this is still better than not asking at all.
But…
It is totally impersonal. It leaves your boss plenty of places to hide. It removes any chance you have of reacting and adapting to your manager’s instinctive responses. And it can betray a lack of confidence – which could be taken as a lack of confidence in what you are asking for.
When you ask in person, however, you get to bring emotion into the picture. Both yours and theirs. Your goal should be for your manager to actually want to give you what you are asking for.
Plus you have a golden opportunity to use some simple psychological tricks, such as anchoring, to position your pay rise request in the best light.
With a bit of preparation you will feel totally in control of your side of the negotiation, and not be concerned about tripping over your words or getting into an argument. You will still be giving your manager as much time as they need to think about it. And also getting invaluable instant feedback that you can only benefit from. Crucially, you will be clearly demonstrating how confident you are that you are absolutely worth the extra salary you are asking for.
If that sounds a little daunting, then think again. It’s surprisingly easy to put into practice. That is exactly what my book is designed to do for you.
Get the book – Because I’m Worth It: How to Ask for a Pay Rise
What about using a video call?
You can do pretty much everything I talk about above via Zoom / Teams / Google Meet or any other video calling system.
Video is a much better idea than email, and if you work remotely it is probably going to be your best option.
There’s something about face-to-face, though, that just seems more relaxed. Assuming you get on OK with your manager, of course. That personal touch can really make the difference when it comes to getting a salary increase that might need your manager to pull a few strings.
When should you ask for a salary increase?
If you have either discovered that you are being paid less than the going rate for the role you are doing then you should be thinking about politely asking for a raise.
The simplest way to look at it is this: if you decided to hand in your notice tomorrow, how much would your employer have to offer in order to find a like-for-like replacement for you?
The answer to that question (which you can find out with some online research) is going to tell you if you are being underpaid or not.
Timing-wise, if your performance review is just round the corner then you should give your manager the heads-up that you will want to be discussing your salary at your review, to give them time to prepare.
Otherwise, just make sure that at least two months have passed since the last pay review – and longer if you actually received a pay rise at that point (even a small one).
How to ask for a raise in writing
If you are still fixed on the idea of asking for your pay rise by email, then these are the key things to remember:
Use your normal “polite” email tone. If you normally have a relaxed email style with your boss, then stick to it. This will be familiar and comfortable for them to read. If it feels appropriate, then lead in with the email equivalent of small talk – “I hope you’re well” or whatever feels natural.
Get straight to the point. This is a combination of showing some confidence and not wanting to bore your manager. Explain in a couple of sentences why you deserve a raise. Then say what the going rate seems to be (use a range from your online research. Tip: put the higher number first) and end the sentence with what you think your new salary should be.
Be specific when describing your value to the company. This isn’t about why you want more money. It’s about why you are worth more money to the business. Highlight the extra responsibility you have taken on, the new skills you have developed, the value you are adding. Cold hard numbers are even better.
Finish as politely as you started. Your boss needs to feel confidently in control of the decision, not as if they are being bullied or railroaded. Thank them for reading your email and say you know they will be giving this some thought and that you appreciate that.
Get the book – Because I’m Worth It: How to Ask for a Pay Rise
The best subject line for your email
You already know that I’m not a fan of using email to ask for a pay rise. There is an exception to that, though – it isn’t a bad idea to use an email to set up your face-to-face or video meeting.
The best advice with subject lines is to come straight to the point.
For example:
Can we have a meeting to discuss my salary?
Request for a meeting to discuss salary
Example email template for asking for a pay rise
—
Dear Name,
I hope your day is going well.
Something that matters a lot to me is that I am always paid fairly for the work that I am doing. As you know, I have recently added this skill and taken on these responsibilities, and my efforts in this area have led to a 10% increase in productivity so far.
I am therefore confident that my contribution to the business has significantly increased. In fact, some quick research into current salary levels suggests the going rate for what I am doing now ranges from £ZZ,000 down to £XX,000.
Based on my research, I believe a fair salary for my specific role would be £YY,000. I would appreciate hearing your thoughts on this and would like to arrange a meeting to discuss my salary being increased to this level.
I know you will need to give this some thought, and I appreciate your taking the time to consider it properly.
I look forward to hearing from you.
(Your name)
—
Final thoughts
Getting the pay rise you are looking for is one of the best feelings in the world. To me, that means it deserves some quality time being spent on it to ensure you give yourself the very best chance of succeeding.
Whilst I hope that the information and advice above has been helpful to you, I really don’t recommend using email to ask for a raise unless you have no alternative.
If you take the time to read my book: Because I’m Worth It: How to Ask for a Pay Rise it will quickly become clear why asking face to face is by far your best option. As well as being an option you shouldn’t fear.