Bringing up salary with your manager isn’t always easy. For many, it feels awkward—even a bit intimidating. But it’s a conversation that matters, and when the timing’s right, a well-thought-out email can actually make things smoother.
Maybe you’ve just completed a big project, or you’ve taken on more than your usual responsibilities. Or perhaps it’s simply that time of year when appraisals are around the corner. Whatever the case, sending a clear and respectful salary increment mail shows that you’re serious about your role—and your growth.
In this post, we’ll look at how to write that kind of email. One that doesn’t come off as demanding, but still gets your point across. We’ve also included some practical appraisal request mail templates for different situations, so you’re not left guessing what to say.
Table of Contents
- Why Send a Mail for Salary Increment?
- Best Time to Send a Salary Increment Email
- Things to Do Before You Write the Mail
- How to Structure a Salary Increment Email?
- Sample Salary Increment Mails (Long Format)
- Ready to Draft Your Request? Here’s Where to Begin
- Mistakes That Can Weaken Your Salary Increment Mail
- Bonus Tips for Strong Salary Increment Emails
- Final Thoughts
- Frequently Asked Questions
Why Send a Mail for Salary Increment?
Not every salary conversation starts with a face-to-face meeting. Sometimes, the first step is sending a professional email for salary increment to open the door for discussion.
Here’s why a salary increment mail matters:
- It acts as a formal record of your raise request
- Gives your manager time to assess and prepare for the discussion
- Helps you organize and present your achievements clearly
- Adds structure and intent to your salary negotiation
Unlike verbal hints, a written appraisal request mail creates a stronger impact, making your request hard to ignore or forget.
Best Time to Send a Salary Increment Email
Choosing the right moment is just as important as writing the right words. Here are ideal times to send a mail for salary increment:
- During or just after a performance review cycle
- After completing a major successful project
- When you’ve taken on new or senior responsibilities
- After acquiring certifications or skills that add direct value
- When market trends show you’re underpaid compared to peers
- After 12+ months in the same role without a revision
Avoid sending an appraisal request mail during company downturns or immediately after bad performance cycles.
Things to Do Before You Write the Mail
Before drafting your salary increment mail, take the time to:
1. Document Achievements
Before drafting your salary increment mail, list your key accomplishments. Include successful projects, client feedback, and measurable results. This gives your request more weight and credibility.
2. Benchmark Salary Data
Use platforms like Glassdoor or PayScale to understand the average pay for your role. Mentioning this in your mail for salary increment shows you’ve done your research and aren’t making a random ask.
3. Know the Appraisal Policy
Different companies follow different appraisal policies and processes to implement them. Be aware of the appraisal timeline and eligibility before sending your appraisal request mail.
4. Decide on a Number
Have a realistic figure in mind—either a percentage increase or a ballpark amount. A clear ask in your email for salary increment makes it easier for your manager to respond.
5. Maintain a Positive Tone
Even if you feel underpaid, keep your tone polite and professional. Gratitude and confidence go a long way in making your salary increment mail well-received.
How to Structure a Salary Increment Email?
Here’s a step-by-step breakdown to write an impactful mail for salary increment:
1. Subject Line
Keep it clear and professional. Here are the top subject line, you can use in your mail for salary increment:
- “Request for Salary Increment – [Your Name]”
- “Appraisal Request Mail – Performance Review Discussion”
- “Formal Salary Hike Request – [Designation]”
2. Greeting and Introduction
Start with a formal greeting like “Dear [Manager’s Name]” or “Hello [Manager’s Name]”. After this, start your mail with a brief intro about yourself and your job role, along with the purpose of the mail. You can also add a brief courtesy opener—something like “I hope you are doing well” or “Trust you’re having a good week.
Example:
Dear [Manager’s Name]
I hope you’re doing well. I am writing to formally initiate a conversation regarding a possible salary revision in my current role as [Job Title], which I have held for the past [duration].
3. Performance Highlights
Include quantifiable results and achievements. Example:
“Over the past year, I have consistently contributed to [mention specific projects or outcomes], including a [mention % improvement or business impact].”
4. Justification
Align your contributions with business goals and show increased value. You can add it like:
“In light of the responsibilities I’ve undertaken and the consistent performance I’ve delivered, I believe a salary increment would be appropriate.”
5. Salary Hike Request
State your request clearly, either in percentage or general terms.
“I would like to request a salary increment that is aligned with my current role and industry standards.”
6. Close Politely
End on a note of appreciation and openness.
“I appreciate your time in considering this and look forward to discussing it further.”
Sample Salary Increment Mails (Long Format)
As you have explored all the steps to craft an appraisal request mail, let’s have a look on some of the salary increment mail templates. You can take the help of these letter formats or can use them directly with a few minor changes.
1. Salary Increment Mail After Completing a Year
Subject: Request for Salary Increment After One Year of Service
Dear [Manager’s Name],
I hope this message finds you well. I’m writing to formally initiate a conversation around a possible salary revision. As I have now completed over a year in my role as [Your Position] at [Company Name], I wanted to share a brief overview of my performance and contributions.
During this time, I have:
- Successfully led [Project Name], which resulted in [specific result or metric].
- Consistently achieved [mention any KPIs or targets met].
- Stepped up to mentor junior teammates and manage [task or responsibility].
Given the value I’ve been able to add and my growing role in the team, I would like to request a salary increment that aligns with my contributions, responsibilities, and current market standards. I am confident that this adjustment would reflect the mutual growth we are striving for.
I look forward to your thoughts and am happy to discuss this at your convenience. Thank you for your support and leadership.
Best regards,
[Your Full Name]
[Employee ID, if applicable]
2. Email for Salary Increment After Additional Responsibilities
Subject: Request for Salary Increment Due to Expanded Role
Dear [Manager’s Name],
Thank you for trusting me with the recent expansion in my responsibilities. I truly appreciate the opportunity to take on a more strategic role within the team. Over the past few months, I’ve led and executed key deliverables such as [list recent achievements or initiatives], and I’ve taken full ownership of [mention new duties].
Given the expanded scope of my role, the strategic value I now contribute, and the workload I’ve taken on, I would like to submit a formal salary increment mail for your consideration.
I remain committed to contributing to our shared goals and am eager to continue performing at an even higher level.
Looking forward to your feedback.
Warm regards,
[Your Name]
3. Appraisal Request Mail During Annual Review Cycle
Subject: Appraisal Request Mail – Performance Review
Dear [Manager’s Name],
As we approach the annual review cycle, I’d like to take this opportunity to share my reflections on the past year and initiate a conversation regarding a possible salary revision.
In the last 12 months, I have:
- Consistently met and exceeded quarterly targets.
- Contributed to the successful delivery of [Project or Campaign].
- Played an integral role in team operations and cross-functional collaborations.
Considering my consistent performance, professional growth, and added value, I would like to formally request a salary increment as part of this year’s appraisal discussion.
I appreciate your time and look forward to an open discussion.
Sincerely,
[Your Name]
4. Email for Salary Increment After Promotion
Subject: Request for Salary Increment Post Role Change
Dear [Manager’s Name],
Thank you for the recent promotion to [New Role]. I am honored by the recognition and excited about the challenges ahead. As I begin taking on these new responsibilities, I would like to request a salary increment in alignment with my updated role and expectations.
While I’m committed to continuing my contribution and leadership, a compensation adjustment would reinforce the increased scope of work and accountability I now hold.
I’m happy to discuss this in person or via a call at your earliest convenience.
Thank you once again.
Best regards,
[Your Name]
Ready to Draft Your Request? Here’s Where to Begin
Now that you’ve gone through the key steps to prepare for a salary discussion, it’s time to put it all together. Below, we’ve included a few sample templates you can refer to while writing your own email for salary increment. Whether you’re planning to personalize them or use them with just a few tweaks, these formats are designed to make your message clear, confident, and professional.
Mistakes That Can Weaken Your Salary Increment Mail
Even the most well-deserved salary request can fall flat if the email is poorly structured or carries the wrong tone. Before you send your salary increment mail, here are some common pitfalls to avoid—and how to navigate them professionally:
- Being vague – “I feel I deserve more” isn’t enough.
- Be specific – “I contributed to a 30% reduction in turnaround time…”
- Making demands – Don’t give ultimatums.
- Show openness – “I’d appreciate a conversation to explore this further.”
- Writing emotionally – Avoid writing after a frustrating day.
- Stay professional – Stick to facts and performance.
- Comparing with colleagues – It creates negativity.
- Use market benchmarks, not internal gossip.
Bonus Tips for Strong Salary Increment Emails
- Keep the tone positive and confident
- Avoid filler words or long-winded sentences
- Use bullet points for achievements
- Proofread for typos or grammar errors
- Request a meeting or conversation — don’t expect immediate approval
Final Thoughts
Writing a salary increment mail is not only about asking for more—it’s about presenting your value with clarity and professionalism. By avoiding common mistakes, backing your request with real data, and striking the right tone, you increase your chances of a positive response. A well-written appraisal request mail can open the door to a meaningful conversation—and the raise you’ve earned.
Frequently Asked Questions
Q. 1) How long should my salary increment mail be?
Ans: Aim for 150–300 words. Keep it concise, structured, and to the point.
Q. 2) Should I mention the exact amount I want?
Ans: If comfortable, yes. Or suggest a percentage range based on research.
Q. 3) Can I send a salary hike email without a performance review?
Ans: Yes, especially if your role has significantly changed or market salary norms justify it.
