Memo for salary increase: sample, drafting features and requirements

Every employee dreams of a salary increase, but in order for these dreams to become a reality, it is necessary not only to soberly assess their professional achievements, but also to be able to present their merits to their superiors. In order for the manager to have time to think, weigh the pros and cons, and evaluate the employee’s contribution to the overall success of the enterprise, it is better to put the request for an increase in salary in writing: we draw up a petition for a salary increase.

Most often, memos are used to resolve issues of this kind. A document of this type will be most appropriate for solving the task at hand. Before you start writing a memo for a salary increase, you should understand what type of official document this is and how it is correctly drawn up according to the rules of office work.

What is a memo?

An official memorandum (along with a memorandum, instructions and orders) is one of the main types of internal documents of enterprises and organizations of various types of property. Documents in the form of internal memos are used for internal document flow within a specific organization and cannot be sent to third-party companies.

This type of document is usually drawn up by a lower-ranking official and addressed to a superior (or equal in position) official, that is, the manager. It is logical that the memo about the salary increase will be addressed to the head of the enterprise or the head of the corresponding structural unit (if the specified official has the appropriate authority to resolve issues related to the establishment of salaries).

How to ask for a promotion: a guide to action

6 steps and proven tips for career advancement. You can wait a long time for the manager to remember your candidacy and offer you a promotion. Therefore, more than 50% of employees take initiative to climb the career ladder.

There are two components to the promotion algorithm: objective and subjective. Namely: high performance and a vote of personal confidence from the manager

Tactics and actions for career advancement

A well-constructed conversation with your boss about a job promotion guarantees 50% success

First step:

guess the time. Schedule a conversation with your boss about a promotion for the period when the results of the department's work are summed up. Try to keep your personal performance at its best.

A good reason, for example, would be:

• exceeding the plan, concluding profitable deals, attracting new clients;
• conducting analytical work and preparing a serious proposal to improve the efficiency of the production process;
• — successful coordination of a common project in which several specialists participated.

Second step:

prepare for a conversation with your boss. Think over and be sure to write down the theses of your monologue. First, briefly and clearly formulate the purpose of the visit, and then you must justify the promotion: why you deserve to rise to a new step on the career ladder.

Justify your application with numbers and facts:

• work on the implementation of successful projects and, if possible, announce the financial result (include small but important tasks in a separate block);
• high-quality and timely (ahead of schedule) implementation of all assigned tasks; ability and/or willingness to work under pressure and organize employees;
• obtaining a second education, taking courses, trainings, seminars; mention that you love your job and don’t forget about qualities such as dedication and punctuality.

Advice: in order for your speech to be effective, edit and shorten the speech set out on paper. The monologue should be short, but with a lot of facts, plus moderately emotional.

• do not use the performance of your colleagues as an argument;
• do not say that you work, for example, 12 hours, without days off or vacation;
• Don’t give ultimatums, like if you don’t get the appointment, then quit.

Third step:

rehearse your speech. Don't embarrass yourself and do it in front of a mirror. A monologue on the topic: why you deserve to climb to the next step of the career ladder should sound convincing.

It is necessary to speak: clearly and firmly; moderately emotional; without “swallowed” endings, without pauses for the selection of the necessary arguments, without filler words (“uh-uh”, “well”, “how to say”, and so on).

Advice: during a conversation, look your counterpart in the eyes and act confidently, like a person you can trust.

Fourth step:

choose the optimal time for the audience. Ask your secretary to arrange a meeting with your boss when he is least busy.

Please contact us with a request for a rendezvous if you are absolutely sure:

• there is no production emergency;
• no checks are carried out; important negotiations with partners are not planned;
• the boss did not come under criticism from higher management...

Advice: It is very important that he is in a good mood. Therefore, the best time is immediately after the lunch break.

• do not approach your boss and do not start a conversation casually - in the corridor, elevator, cafeteria, at a corporate event;
• Don't be late for the meeting.

Fifth step:

enter the office when all visitors have left. Starting a conversation about promotion in the presence of third parties is highly undesirable. After all, confidential information may come to public discussion in advance, that is, the possibility of ill-wishers appearing is not excluded.

Sixth step:

Start your presentation with confidence! Then be prepared to answer any questions. Keep it concise and to the point. Advice: do not insist on an answer about promotion, as they say, “out of the blue.” Just ask when to approach to find out the solution.

In the meantime, the boss weighs the pros and cons (he may need several days), work as before.

Have you been denied a promotion?

This does not mean at all that the issue of career advancement is closed forever. Confident specialists make certain adjustments to their positions, and then, after six months or a year, they return to this issue again.

• Be sure to ask your boss what doesn’t suit him in your attitude to your job duties or behavior.
• Don’t argue or prove that you’re right, but write down each point and be sure to take your wishes into account.

How to get a promotion after a refusal

Become an indispensable specialist: valuable, manageable, safe for the manager and your request for a promotion will be granted

There are several main criteria that influence a manager’s decision: to promote a person or not. The first is the value of a specialist. The second is the employee’s controllability. The third is the safety of the subordinate for the boss.

The value of a specialist.

We are talking about the boss's confidence that you can achieve your goals and he will be satisfied with the results. It is in the boss’s interests to give promotions to candidates who can confidently delegate some of their responsibilities and engage in planning important tasks.

• Always and timely report on the work done and achievements achieved.
• Take over the functions of coordinating work on general and projects.
• Even with a very heavy workload, do not refuse to attend formal and informal events.

Controllability by subordinates.

The boss must be sure that you will follow his instructions absolutely exactly. After all, he doesn’t need “surprises” associated with redoing work or rescheduling. He must also feel respected and willing to follow his orders.

• Play by your boss's rules Show respect for him and his position.
• Complete tasks accurately (if there are suggestions for optimizing any process, be sure to ask for advice).
• Present your ideas head-to-head.
• Don't argue or snap in front of your colleagues.
• Don't use a commanding tone.

Employee safety for the manager.

Every boss wants to see professionals in his team, because the performance of the structural unit and, as a consequence, his personal career depend on their skills. The factor of trust in people working in a team is equally important. The boss, like any of us, strives to surround himself with like-minded people whose support he can count on, as well as those who will not set him up or trick him.

Tips: How to get a vote of confidence from your boss

• Don't show your superiority over him.
• Do not support opponents (if business communication with such people cannot be avoided, then he should know about the topic of negotiations).
• Don't criticize him in the team.

And most importantly: don’t look for someone to blame and don’t blame yourself for not getting a promotion on the first try. Analyze the situation, identify bottlenecks and eliminate them. Hints can be found both in the manager’s arguments and in the publication “How to intensify career growth: what management is silent about.”

Source of the article: https://vc.ru/u/390419-lada-andreeva/93609-kak-prosit-povysheniya-v-dolzhnosti-rukovodstvo-k-deystviyu

Basic principles of writing a memo

Each specific organization may have its own peculiarities of drawing up internal documents; accordingly, samples of memos for salary increases at different enterprises may differ slightly. However, the basic principles of their design remain unchanged:

1. The memo is addressed to the official whose competence includes resolving the issues set out in the main part of the document.
2. An official memo contains certain parts of an official document (header, title of the document, main part, position, surname and signature of the person who compiled and sent the memo, date of compilation of the document).
3. The memo meets the document flow requirements established at a specific enterprise (within the framework of which it is drawn up).

Who writes the memo about salary increases?

Most often, in samples of memos for salary increases, an example is given when the document is drawn up directly by the employee whose salary is planned to be increased. But in practice, the most common case remains when the immediate manager petitions the chief manager (director) of the enterprise to increase the salary of an employee of his structural unit. Thus, you should consider two different samples of memos for salary increases:

1. The employee independently draws up and sends a memo directly to the head of his structural unit or the director of the enterprise.
2. The head of the structural unit in which the employee works sends a memo to the head of the enterprise (director) about increasing the official salary of his subordinate.

What does the document look like?

As an example, we can cite the “officer job” of an assistant in the marketing department who is applying for the vacant position of a marketer.

In the upper corner we write to the General Director of Main Group LLC, A.V. Stepanov.

Next: “Memo 10/18/2017 No. 36.”

The line below is “On the promotion of N.A. Eremin.”

After this the main text: “Eremin N.A.” has been working in the company since 04/07/2015, successfully coping with her responsibilities. During his work, he was often noted for his initiative and helping his colleagues. In September 2021, I received a diploma of completion of English language courses. In connection with the specified characteristics of the employee, I recommend Eremina N.A. to be promoted to the position of Marketing Manager.”

At the end of the letter: “Head of the Marketing Department E.P. Zaitseva.” After which, accordingly, a signature is placed.

What must a memo contain?

1. Position, surname, name, patronymic of the author of the document.
2. Position, surname, first name, patronymic of the employee whose salary is planned to be increased (indicated only if he is not the author of the memo).
3. Registration number of the service note (if the company registers internal documents).
4. Date the paper was written.
5. Signature of the author of the memo.
6. The date from which the salary increase is planned.
7. Justification for increasing the official salary (achievements and merits of the employee).
8. The amount of increase in official salary: can be indicated as a percentage by which it is necessary to increase the employee’s salary - “increase official salary by 20%”; a specific amount by which it is necessary to increase the official salary may be indicated - “increase the official salary by 5,000 Russian rubles”; the desired salary level may be indicated - “increase the official salary to 50,000 Russian rubles.”

Following actions

If the request of the head of the department was favorably accepted by the head of the company, and it was decided to transfer the applicant to a new position, the preparation of some documents for this procedure is required. An order is issued to promote the employee , which must be familiarized to the candidate himself.

His new job responsibilities, functions and rights are announced to him. The order indicates the full name of the personnel, his personnel number, place of work (current and future), the amount of future wages and the memo itself as the basis for the transfer.

After this, on the basis of the order, appropriate entries are made in all documents relating to the personnel:

Reference . This order is drawn up in forms No. T-5 or No. T-5a, in accordance with the approved resolution of the State Statistics Committee of the Russian Federation dated January 5, 2004 No. 1 “On approval of unified forms of primary accounting documentation for labor accounting and its payment.”

We suggest you learn how to correctly write the following memos: for replacement during vacation, for the purchase of goods, for car or equipment repairs, for irregularities in work, for the write-off of material assets, for the absence of an employee from the workplace, for combining positions, for additional payment for increase in the volume of work.

Main reasons for increasing official salary

To ensure that the request for a salary increase is not unreasonable and does not remain without consideration, when drawing up the petition, it is necessary to indicate the reasons or grounds that explain the employee’s merits. The boss can express his own opinion on this matter in a note and list the merits of the subordinate (in this case, the chances of a salary increase are much higher).

The most common of them are the following formulations:

• “in connection with the expansion (increase) of the range of job responsibilities...”;
• “due to the imposition of additional duties on the employee...”;
• “in connection with special services to the company: an increase in the number of sales by 60% compared to the previous similar period...”;
• “in connection with advanced training through additional education...”, etc.

Options for increasing wages

1. Establishing a temporary bonus to the official salary (can be set for a month, for a quarter, for six months, etc.).
2. Establishing a permanent increase to the official salary (this type of salary increase is often prescribed in a collective agreement or an additional agreement to it. This is due to the harmfulness of production or the danger of the work performed).
3. Payment of a bonus (one-time incentive for the amount of work completed).
4. An increase in salary (allows you to increase your salary not one-time or temporarily, as in previous options, but to fix a higher salary level on an ongoing basis).

The sample memo about a salary increase will vary depending on who is its author (employee or manager), as well as depending on how this increase will be formalized (bonus, allowance, salary increase).

Due to rising prices

One of the important situations in the presence of which there is a need to raise wages is a sharp increase in prices for various services or goods and the depreciation of the currency.

When writing a note based on these facts, you should rely on sources confirmed by the state. Since the inflation rate is set by the state. So when writing a memo, you must refer to confirmed facts and verified sources. It may turn out that prices have not increased throughout the country, but only in a certain region. Based on this, when drawing up a service record, it is necessary to confirm that at the current salary the employee’s quality of life is not enough for normal performance, and because of this it is worth raising the salary.

Sample memo on behalf of an employee

To the Director of PJSC "Flipt"

A.A. Zavyalov

Leading Specialist of the Direct Sales Department

A.P. Petrenko

Service memo

11/15/2018 No. 14/24SZ

I ask you to consider the possibility of increasing my official salary by 15% from 01/01/2019 in relation to the current official salary. In the third quarter of 2021, I developed and successfully implemented a loyalty program for regular customers of Flipt PJSC, which made it possible to increase the company’s monthly revenues by 5%, as well as significantly reduce the attrition of the client base.

Signature

Sample memo on behalf of the immediate supervisor

To the Director of PJSC "Flipt"

A.A. Zavyalov

Head of Direct Sales Department

I'M IN. Perepelkina

Service memo

11/15/2018 No. 14/25SZ

I ask you to consider the possibility of increasing the salary of the leading specialist of the direct sales department A.P. Petrenko from 01/01/2019. by 15% in relation to the current official salary. Petrenko A.P. conscientiously fulfills his job duties, shows a creative approach to solving the tasks assigned to him, during his work in the direct sales department he has established himself as a responsible employee. In the third quarter of 2018, leading specialist Petrenko A.P. a loyalty program was developed and successfully implemented for regular customers of Flipt PJSC, which increased the company’s monthly income by 5%.

The specified increase in official salary corresponds to the official salary grid of PJSC Flipt, established by Order No. 13-20 dated May 12, 2018.

Head of Direct Sales Department. Signature. I'M IN. Perepelkin

Reasons to justify your request

Any employee in the organization has the right to issue an internal memo. There are many reasons why an employee may be dissatisfied with his current salary.

Let's list a few reasons that could be the basis for raising wages:

• increased amount of work performed;
• currency depreciation, rising prices for essential goods;
• conducting wage recalculation among all employees;
• receipt of certification by the employee, this includes successful completion of the internship period, and subsequently further work in the company;
• increasing the level of responsibility;
• successful accreditation, upon completion, by which the employee has improved his professional suitability and qualifications.

A prerequisite for writing a memo is a decision made by the employer, as a result of which he decides to increase the specialist’s salary to the employee. Basically, this solution arises in cases where an employee performs well at work.

The most important thing is an explanation of the reasons why your salary should be increased . They must be reasoned and adequate. It’s also worth looking at your merits from the outside so as not to overestimate yourself; your bosses definitely won’t like it. Before you write anything, think about whether you have achieved success at work or not.

It is very important that before submitting the service form to your boss, make sure that all points are filled out correctly . If you wish, you can change the form of appeal and submit an official request or application. But all the same, these documents are filled out according to similar rules.

Sample memo for payment of bonus or establishment of allowance

To the Director of PJSC "Flipt"

A.A. Zavyalov

Head of Direct Sales Department

I'M IN. Perepelkina

Service memo

11/15/2018 No. 14/26SZ

I ask you to consider the possibility of establishing a permanent increase to the official salary in the amount of 30% from 01/01/2019 for the leading specialist of the direct sales department A.P. Petrenko.

Petrenko A.P. performs duties that are not specified in his job description, namely: participates in the test operation of the new ARMSOT software, designed to process consumer contact requests; processes requests received by the technical support service from consumers.

Head of Direct Sales Department. Signature. I'M IN. Perepelkin

An example of a memo about bonuses for an employee will differ quite slightly from the text above:

• the phrase “the possibility of establishing a permanent increase to the official salary in the amount of 30% from 01/01/2019” should be replaced with “the possibility of paying a bonus in the amount of 10,000 RUR. rub.";
• the phrases “performs duties”, “participates in..”, “processes applications” must be rephrased in the past tense, since the bonus is paid for work that was carried out by the employee in past periods.
  Read also:  What is the difference between a bonus and a premium? Features and nuances

What exactly should you write in your memo to increase your chances of getting a salary increase?

In order for the manager not to put the read memo about increasing wages in the bottom drawer of the desk, the sample should be supplemented with the real merits of the employee, which had a beneficial effect on the activities of the organization as a whole. At the same time, numbers and facts will matter to the manager, and not standard phrases from the series “conscientious”, “executive”, “responsible”. It is the increase in sales volumes, the growth of the client base, cost savings of the enterprise, additional income and profit that lead to an increase in the economic efficiency of the organization, which allows increasing not only the scale of the enterprise’s activities, but also the wages of its employees. Therefore, when drawing up a memo on a salary increase, it is advisable to indicate what kind of employee contribution made it possible to increase the economic potential of the organization. The following phrases can be used as an example:

• “the constant implementation of individual sales plans made it possible to increase the monthly profit of the enterprise by _% or by _ Russian rubles”;
• “the introduction of a new online system for receiving orders made it possible to reduce the enterprise’s monthly costs for operating a call center by 120,000 Russian rubles”;
• “a business proposal for new consumers developed by an employee allowed us to additionally attract 1,500 new clients in the third quarter of 2018.”

Obviously, when using a standard sample memo for a salary increase, it is necessary to supplement it with information about the achievements of a particular employee. At the same time, one should not skimp on praise and, as a significant argument, it is worth using those results of an employee’s work that bring financial benefits to the company!

How to write: document content

Attention . In general, writing the text of the “service letter” is done in any form, but, like any document, it requires compliance with certain standards and the inclusion of certain elements.

The standard version looks like this:

1. The person to whom the note is sent is indicated in the upper right corner. The name and position held are noted. The entry is made in the dative case.
2. In the central part of the sheet the name of the document is written, and on the line below it is its registration number and the current date.
3. Next comes the title line in the prepositional case. It should reveal the main topic of the letter.
4. This is followed by a more detailed presentation of the text of the document. The grounds and circumstances that led to this subject of discussion are described, namely the positive qualities of the employee, his acquired knowledge, and differences. Everything that confirms his competence to obtain new job functions and deserves it. The conclusion is a specific proposal to promote the employee.
5. At the bottom, the applicant is noted, in this case the immediate supervisor of the candidate for the new vacancy. His position, full name and personal signature are affixed.

As for the design of the form, the general rules also apply here:

• using a white sheet of A4 paper;
• font "Times New Roman";
• size -14;
• line spacing – 1.5;
• The date format is allowed either entirely in numbers or in letters and numbers when writing the month.