Writing an Email to Inform Your Employee of Salary Increase (And Samples)

Nothing tells your employee they’re valued more than an email informing them of a salary increase. You can tell an employee they’re doing a great job every day, but nothing drives that appreciation home more than you doing it with a salary increase. 

Research has shown that the number one reason people leave their jobs is lack of recognition. When employees turn out good work, it is crucial that they’re appreciated. This doesn’t only increase morale, it increases dedication and helps them turn out better work. 

In this article, we will discuss everything you need to know about increasing your employee’s salary and how to write an email informing your employee of salary increase. 

What to do Before Informing Your Employee of a Raise

Before sending an email to your employee informing them of a salary increase, some things must be done. In this section of the article, we’re going to list all of those things. 

1. You must have a one-on-one meeting: Before you send an email to your employee informing them of a salary increase, you must have a one-on-one meeting first.

   This meeting should explain to the employee how much they’re getting, why they’re getting the raise, and what the company expects to see from them going forward. If there are areas the employee is expected to improve, this meeting must also point the employee in the right direction.

   If the improvement will make the employee eligible for a more substantial salary increase, explain this to the employee in the meeting.

2. Check the employee’s track record: This goes without saying, but before an employee should be given a pay raise, they must have first shown that they deserve it. It would be unwise to give a salary increase to an undeserving or incompetent employee.

   Checking the employee’s track record is also important because it helps answer whether the employee deserves a salary increase or a promotion. If an employee has been more than exceptional in their KPIs, it may be better to give the employee a promotion rather than a salary increase.

3. Check company’s policy: It is important to check the company’s policy to ensure the salary increase falls within the company’s rules. 

Who Should Send the Email Informing the Employee?

When deciding who should send the email informing the employee of the salary increase, there are generally two options: 

1. The Manager
2. The HR

The obvious choice should be the manager or the employee’s most superior supervisor. Why’s that? This is because it gives the email that personal touch as they work closely with the employee. 

When HR sends an email informing an employee of a salary increase, it is generally perceived as impersonal. 

Regardless of the option you end up going with, it is most important that a one-on-one meeting be held with the employee before receiving the email informing them of the salary increase. 

How to Write an Email Informing Your Employee of a Raise

If a salary increase email isn’t written correctly, there’s a chance the email can be misunderstood and worse, misquoted. 

In this section of the article, we will walk you through how to write a salary increase email and tell you everything you need to know about writing a salary increase email. 

1. Treat it as a professional email. Like all correspondence in a professional setting, an email informing an employee of a salary increase must also convey professionalism. This means the address, opening and closing salutation, etc., must be done correctly. 

   It doesn’t matter how close you are to the recipient, all email etiquette must be observed.

2. Reiterate the conversation that was had. As said earlier in this article, a discussion must first be had before an email is sent to increase an employee’s salary. The details of this discussion must also be reiterated in this email for connectedness. 

This is the reason the employee is being promoted, what’s expected of them going forward, etc.

3. State the exact figures of the increase. If the employee is getting a substantial bump in their salary, you should include the percentage increase and the total of the new wage. If the salary increase isn’t significant, you may want to leave out the percentage increase and stick to just the new figures. 

4. State when the new salary is going to be implemented. After stating the exact figures of the salary increase, the next stage is to state when this new salary increase will reflect on the employee’s paycheck.
5. Express your gratitude. Before signing off the email, the next stage is to ensure that you reiterate your appreciation for the employee and translate how excited you are for the future. 

Email Informing Your Employee of a Raise Template One

In this section of this article, we will provide some templates to serve as pointers when you need to write emails informing your employee of an increase in salary.

Email Template Informing Your Employee of Raise

Subject: Salary Increase Email  Dear (Name of the recipient),  We are delighted to inform you that (name of company) has decided to increase your salary by (state the percentage increase), this means your monthly remuneration will increase from (previous amount) to (new amount).  This raise is to applaud and commend you for the exceptional work you've done in (name of company). We appreciate you for all you've done, and we do not downplay your hard work.   We hope this increase gives you renewed motivation to continue your fantastic work. Please drop by the HR's office to sign your new contract, or if you'd prefer, it can be emailed to you.   Please do not hesitate to reach out to us if you have any questions.   Thank you. Sincerely, Name of sender 

Email Template Informing Your Employee: From Manager to Employee

Subject: Salary Increase Email Hi (Employee Name),  I'm sending this email to confirm the (percentage increase) salary increase as we discussed in the meeting. This brings your monthly salary from (previous salary) to (new compensation). This increase goes into effect from (the month the salary increase goes into effect). This means this increase will be reflected in your (end of the month) salary.   Your new employee's contract is attached to this email. Please take a look at it, sign it and send it to HR.   We are appreciative of your hard work. As your manager, I'm happy with how far you've grown since working in your role. (company's name) applauds your commitment and hard work.  Keep up the excellent work.   Regards, (your name and position) 

Email Template Informing Your Employee: From HR to Employee

Subject: Salary Increase Email Hi (Employee name), As discussed earlier today, your new salary increase goes into effect next month. This takes your monthly earnings from (previous payments) to (new earnings). Please drop by my office to pick up your new employment contract and have it signed and delivered. Thank you for all your hard work, (name of company) appreciates all that you do. Thank you. Sincerely, (name and position) 

Write an Email Informing Your Employee of a Raise Sample 

Subject: Salary Increase Email  Dear Jim,  We are delighted to inform you that Woculus has decided to increase your renumeration by 20%, this means your monthly remuneration will increase from $5000 to $6000.  This salary increase is to applaud and commend you for the exceptional work you've done in Woculus. We appreciate you for all you've done, and we do not downplay your hard work.   We hope this increase gives you renewed motivation to continue your amazing work. Please drop by the HR's office to sign your new contract, or if you'd prefer, it can be emailed to you.   Please do not hesitate to reach out to us if you have any questions.   Thank you. Sincerely, John Samuel 

Email Sample Informing Your Employee of a Raise: From Manager to Employee

Subject: Salary Increase Email  Hi Jim,  I'm sending this email to confirm the 10% pay raise as discussed in the meeting. This brings your monthly salary from $100 to $110. This increase goes into effect from 1st of September. This means this increase will be reflected in your September salary.   Your new employee's contract is attached to this email. Please take a look at it, sign it and send it to the HR.   We are appreciative of your hard work. As your manager, I'm very pleased with how far you've grown since working in your role. Woculus applauds your commitment and hard work.  Keep up the good work.   Sincerely, Blessed James Head of Content and Partnership 

Email Sample Informing Your Employee of Raise: From HR to Employee

 Subject: Salary Increase Email  Hi James,  As discussed earlier today, your new raise goes into effect next month. This takes your monthly earnings from $10,000 to $11,000.   Please drop by my office to pick up your new employment contract and have it signed and delivered. Please make sure to deliver it before the end of the week.   Thank you for all your hard work, Woculus appreciates all you do.   Thank you. Sincerely, Jane, Head of Human Resources 

Conclusion

Everything you need to know about writing an email informing your employee of a raise has been covered in this article and some samples to guide you when you need to write these kinds of emails to your employees.

The post Writing an Email to Inform Your Employee of Salary Increase (And Samples) appeared first on Woculus.

Ayo Oyedotun is a professional blogger and freelance writer. He reads, writes and talks about business. You can follow him on Twitter @Ayo_Oyedotun[http://twitter.com/#!/Ayo_Oyedotun] or read Business Owners’ Bible[http://woculus.com/].