Call the company or location to inquire about who would be best to ask. If you call the main line and tell them what you need, they could be able to direct you in the right way. If you cannot find a name, then opt for To Whom it May Concern as your default.
Try not to omit any details. You do not want to spring something on them at the last moment and they decide to not go through with your request. You also do not want to make it more difficult at the last minute. This could lead them to deny you for any requests in the future. Keep it simple. Do not ask for more than you need. You are requesting a favor, and it would be considered rude to ask for the world when you do not actually need it. Keep your request as simple as you possibly can.
If you are planning on following up, let them know. Let them know the best time to contact you so that they can know when they are able to reach you, as well. Do not make it seem as if they have to do what you are asking. This is a request and not a command.
If you are writing for something personal, use your home address. If it is for a job or company you are volunteering for, use the address for the business.
Be considerate of their decision either way. You do not want to burn any bridges in case you need to ask for another request in the future. Include a self-addressed, stamped envelope to make it easier for any documents to be sent to you if need be.
Do research on the company so you can know exactly what it is they do, stand for, and could be looking for in a new employee. This will also help you to tailor your letter to highlight skills that they value. Look up employee reviews of the business. You can get a good sense of the work culture and see if it is a good fit for you. If you are laid-back, it might not be a good idea if you see that the company has a strict way of dealing with deadlines. Be wary if you only see good reviews without any of constructive criticism. That could be false advertising initiated by the company themselves.
Use a clear, legible font. In the professional world is it best to stick with a clear, concise one such as Times New Roman, Arial, or Calibri. [7] X Research source
Keep your writing clear and concise. Companies do not want to have to read long, verbose letters. They want to see at a glance whether or not you will be a good fit for their company. [9] X Research source
Include how you would fit in at the company. If you know the job culture, it would be good to say some things about yourself that shows that you would easily assimilate with the company. Focus on what you can do for them. Do not say what the company will personally bring you. That will sound like you are just using the company as a stepping stone. Even if this is the case, you should not let this be known. Everything you say should emphasise what you can do for them.
Give a proper closing salutation. Best regards or Cordially work well for a professional letter.
Ask after you have earned the right to a raise. Do not ask within your first 90 days or before you have really shown your asset and growth within the company. It is unprofessional to inquire about a pay raise or promotion you do not deserve. [11] X Research source
If it is to ask face-to-face, reference How to Ask for a Pay Raise.
There are times when you might have to send the letter to multiple people like your direct manager or supervisor as well as the human resources department. Be aware of this so that you fulfill all requirements for your request. If you talk to your manager and they do not think you are ready for the raise or promotion, listen to them. Ask for constructive criticism and work on their suggestions. Inquire again in a few months when you believe you are more prepared.
Maintain your professionalism throughout the letter. It would be easy to become too familiar since you work with this company everyday. Remember that you are addressing your superior. If you believe your length of time working at this company warrants a raise or promotion, say that as well. An example is if you worked five years and have never gotten a pay increase or promotion. It is best to tell them all the reasons you believe you deserve what you are asking for.
Highlight any times you have gone beyond your job duties. For instance, maybe you work overtime to make sure projects are completed in a timely manner or you offer your free time to other departments that could use your assistance. If you are going beyond your job description, tell them that. [16] X Expert Source Michael McCutcheon, PhDCareer Coach & Psychologist Expert Interview. 24 February 2021. Show pride in your company and that you work there. If you believe in what the company does and that positively influences your attitude toward the job, make that known so that they believe you are a true team player that is there for the long-haul. If you are not as driven in this area, do your best to show any positivity you have for the company. Talk about personal characteristics you have that benefit the company. If your professionalism and go-getter attitude works towards things getting done, say that. This is the time to really show how you have shined during your time there.
Be open to negotiation. The company might not believe you deserve all of what you are asking for or not be able to afford it; however, they could be willing to give out a smaller amount. [17] X Expert Source Michael McCutcheon, PhDCareer Coach & Psychologist Expert Interview. 24 February 2021. Tell them the highest amount you want, but be open to what they are willing to give.
