Confirm a raise in writing: new rate, effective date and the reason, in a few warm sentences.
A raise deserves more than a changed number on a pay stub. A short letter makes it clear and personal.
Some states require written notice of pay rate changes. Check your state’s rules.
11 items. Use it on screen, or print it and fill it in by hand.
Dear Alex, I am pleased to confirm that your hourly rate will increase from $17.50 to $18.75, effective Monday, April 6. This reflects your work leading the closing team and training two new hires. Thank you for everything you do.
A dated letter with the old rate, new rate and effective date gives payroll one clear source for the change and gives the employee proof if a check is wrong. The FLSA requires employers to keep records of each employee’s regular rate, so the letter also fills in that file.
| Date | March 20 |
|---|---|
| Employee and role | Keisha, assistant store manager |
| Current pay | $21.00 per hour |
| New pay | $22.50 per hour |
| Effective date | Sunday, April 5 |
| Reason | Promotion to key holder with opening and closing duties |
| Signed | Owen, store manager |
Sample for Northside Hardware in Omaha, Nebraska. Both rates are given per hour so Keisha can check her first new pay stub, and the reason names the new key holder duties so the raise is clearly tied to a role change.
Some states require written notice of pay changes.
Yes, it makes the raise meaningful.
On the date stated; align it with a pay period.
Generally no; it documents a change.
Not under federal law, but several states require written notice when a pay rate changes, and a short letter to each person covers it. A mail-merged letter showing each person’s own old and new rate is fine.
For hourly employees it helps to state that overtime will be paid at one and a half times the new rate from the effective date. That avoids confusion when the first check after the raise includes overtime hours.
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EZTime’s digital HR forms collect e-signatures and keep the signed copy in the employee’s digital file, with reminders before a document expires. Book a demo if you want a walkthrough.