3 Sample Employee Salary Increase Proposals with Detailed Instructions

Proposing a salary increase to employees is an important step in developing their career and improving their income. This process is not simply a request for a salary increase but also an opportunity for employees to affirm their own value and contribute to the organization. To achieve the desired results, employees need to master the strategies and techniques of writing a professional proposal. 1C Vietnam will guide you on how to write the most effective salary increase proposal.

1. What is the proposal for employee salary increase?

A salary increase proposal is a formal document sent by an employee to his or her manager or human resources department to request an increase in the current salary. It is not just a simple request, but also a summary of the employee's contributions, achievements, and legitimate reasons for receiving a higher salary. A salary increase proposal plays an important role in improving personal income, and is also a tool to recognize efforts and achievements at work.

The main purpose of proposing a salary increase is not only to meet personal financial needs but also to demonstrate the desire for professional recognition, affirm one's position in the organization and create motivation to continue developing a long-term career.

2. When is the right time to ask for a raise?

Here are the ideal times for employees to ask for a raise:

• After completing a major project : Having just achieved significant results in an important project, employees have more convincing grounds for their proposal.
• Periodic performance review : This is a natural time to discuss salary when performance is being reviewed.
• When taking on new responsibilities : If the scope of work expands significantly but the salary remains the same, it's time to ask for an adjustment.
• When the company achieves good business results : When the company has high profits or achieves big business goals, it is a good opportunity to propose a salary increase.
• After completing a skills upgrading course : Investing in personal development and improving professional skills is a valid reason to ask for a raise.

Employees should avoid proposing a salary increase in the following situations:

• Company in financial difficulty : When the organization is in a period of cost cutting or economic crisis.
• Recently received a raise : If there hasn't been enough time to prove your worth since your last raise.
• No outstanding achievements : When there are not enough achievements or convincing reasons to support the request.
• During organizational restructuring : When the company is in the process of changing structure or leadership.

3. Sample salary increase proposal for employees

Refer to the sample salary increase proposal for employees with detailed download files compiled by 1C Vietnam:

Sample 1:

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Sample 2:

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Sample 3:

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4. Steps to prepare before writing a salary increase proposal

Thorough preparation will greatly increase your chances of success when proposing a raise to an employee.

4.1. Evaluate individual performance with specific data

To convince the manager about a salary increase, the employee needs to collect and synthesize specific evidence of work performance:

• Collect metrics and KPIs : Record key performance indicators that have been achieved recently.
• Quantify contributions : Convert achievements into specific numbers such as percentage revenue growth, number of new customers, or percentage cost reduction.
• Peer and Customer Testimonials : Collect positive feedback from peers, managers, or customers.

4.2. Research market salary levels

Before giving specific numbers, workers need to understand the common salary levels in the market:

• Compare salaries : Consult job boards, industry salary reports, or professional networks to get an idea of average salaries for similar positions.
• Consider the influencing factors : Evaluate salaries based on location, company size, and skill requirements.
• Refer to internal policies : Learn about the company's salary increase approval process, cycle and criteria.

4.3. Prepare your mind and communication script

In addition to preparing content, planning the discussion is also important:

• Presentation Practice : Practice presenting your proposal confidently and professionally.
• Prepare for questions : Anticipate questions you might get and prepare answers.
• Set negotiation goals : Determine your desired salary and the minimum acceptable salary to create room for negotiation.

5. How to write a professional salary increase proposal

An effective salary increase proposal should be written in a logical and professional structure.

5.1. Basic structure of a salary increase proposal

Here is the standard structure for a salary increase proposal:

• Personal information section : Includes full name, position, department and working time at the company.
• Opening : State the purpose of the application and express appreciation for the opportunity to work at the company.
• Achievements and contributions : List in detail your outstanding achievements and contributions, with specific figures.
• Salary Expectation : State your desired salary with reasonable justification.
• Future commitment : Demonstrates commitment to continue contributing and growing with the company.
• Acknowledgement : Express gratitude for considering the proposal and look forward to receiving feedback.

5.2. Illustrative examples from different industries

Example 1: Marketing Staff

Dear [Manager Name],

I am [Full Name], currently working as a Marketing Specialist at [Company Name] for 2 years. I am writing to request a salary review.

In the past 6 months, I have achieved the following:

- Increase website traffic by 25% through SEO campaign

- Developed new advertising campaign with 30% increase in ROI compared to previous campaign

- Successfully managed a rebrand project with a 15% budget savings

Based on market research and my input, I respectfully propose a 15% salary increase, from $X to $Y.

I am committed to continuing to grow and contribute to the company's future success.

Thank you very much for considering my proposal.

[Name]

Example 2: IT staff

Dear [Manager Name],

I am [Full Name], a Software Development Engineer at [Company Name] for 18 months. I am writing to request a salary adjustment based on my recent contributions.

Notable achievements:

- Completed system conversion project 2 weeks ahead of schedule

- Develop automation solutions to reduce data processing time by 40%

- Obtain the [Certificate Name] certificate to improve professional skills

Based on the market salary and the above contributions, I respectfully propose a 20% salary increase, from X VND to Y VND.

I appreciate the opportunity to work at [Company Name] and am committed to continuing to contribute to the company's growth.

Best regards,

[Name]

5.3. How to present data and achievements effectively

To increase persuasion, workers should:

• Use specific and clear language : Avoid vague words like “good” or “excellent” and instead stick to specific numbers and results.
• Focus on value to the company : Emphasize the positive impact of the job on the organization's goals.
• Arrange achievements in order of importance : Put the most impressive achievements at the top to make a strong impression.

6. Tips to help your employee salary increase proposal get approved quickly

In addition to preparing good content, there are several strategies that can increase the likelihood of success in your salary increase proposal.

6.1. Choose the right time to submit your application

Choosing when to submit your application can significantly affect the outcome:

• Before the performance review : Submit the application well in advance of this time to allow your manager time to review it before the review meeting.
• After a major achievement : Leverage the positive momentum from recent success.
• Before next year's budget : Ensure the request is considered in the new budget cycle.

6.2. Present concisely but with full convincing information

The way you present your proposal is just as important as the content:

• Focus on the value to the company : Emphasize that the raise is the company's investment in a valuable employee.
• Use comparative data : Provide market salary for similar positions as a reference.
• Mention opportunity costs : State the cost and effort to recruit and train new employees if current employees leave.

6.3. Demonstrate professionalism during communication

How you behave during the discussion can influence the final decision:

• Maintain a positive and professional attitude : Avoid appearing demanding or disgruntled.
• Listen and accept feedback : Be willing to adjust requests based on information from managers.
• Prepare alternatives : Have options other than a raise available if the company cannot immediately meet financial requirements.

7. What to do if rejected?

Being turned down for a raise is a situation that can happen, and how you respond can affect future opportunities.

7.1. How to negotiate other increases or additional benefits

If the initial proposal is not accepted, the employee may consider alternative options:

• Performance-based bonuses : Suggest performance bonuses instead of fixed salary increases.
• Non-financial benefits : Ask for other benefits such as:
  • Add vacation days
  • Flexible work schedule
  • Training and professional development opportunities
  • Work remotely some days a week
• Phased salary increase : Propose a salary increase roadmap over time instead of all at once.

6.2. Plan performance improvement to reapply later

When the desired results are not achieved, employees should:

• Find out why the rejection happened : Ask for specific feedback on areas for improvement.
• Develop a development plan : Make a list of goals and skills to achieve.
• Set a review time : Agree with your manager on a time to review the proposal.
• Improve your professional skills : Take courses, seminars, or certifications to improve your skills.
• Take on additional responsibility : Look for opportunities to take on important projects or leadership roles.

8. Legal regulations related to promotion and salary increase in Vietnam

Understanding the legal framework will help employees have a more solid basis when proposing a salary increase.

8.1. Provisions in the Labor Code

According to the Vietnamese Labor Code, employers have the right to decide on salary increases for employees based on agreements in labor contracts, collective labor agreements, and company regulations, as long as they comply with regulations on regional minimum wages.

8.2. Employee rights when requesting a salary increase

Employees have the following basic rights when proposing a salary increase:

• Right to fair treatment : Proposals should be considered based on actual merit and contribution, without discrimination.
• Right to know why : If a proposal is rejected, the employee has the right to know the reasons for improvement.
• Bargaining rights : Workers have the right to negotiate working conditions, including wages.
• Right to be guaranteed minimum wage : The wage after increase must be guaranteed not to be lower than the regional minimum wage as prescribed.

9. Mistakes to avoid when writing a salary increase proposal for employees

To increase their chances of success, workers should avoid the following common mistakes.

Here are common mistakes when writing a salary increase proposal:

• Comparing salaries with coworkers : Bringing up other people's salaries can be offensive and unprofessional. Instead, focus on the value you bring.
• Give personal reasons instead of job performance : Personal financial difficulties are not a convincing basis for a raise. Focus on your contributions and the value you bring to the company.
• Writing too long or lacking focus : Proposals should be short, concise, and to the point. Avoid going off topic or including too much irrelevant information.
• Using negative or threatening language : Mentioning that you will quit if you don't get a raise is an unwise approach. Keep your attitude positive and professional.
• Offering an unrealistic salary : Asking for a raise that is too high compared to the market or company situation can result in an immediate rejection of the proposal.
• Bad timing : Proposing a raise when the company is in financial trouble or right after a major incident will reduce your chances of success.

Asking for a raise is a process that requires careful preparation and a professional approach. By following the principles outlined above, from choosing the right time, preparing compelling information, to delivering an effective presentation, employees can significantly increase their chances of getting a raise. Regardless of the outcome, the process provides a valuable opportunity to review performance and plan for long-term career development.