How to Advocate for a Team Member's Raise or Promotion

Advocating for a team member's compensation or promotion is one of the most important things a manager can do. A well-structured written advocacy goes further than a casual word in a meeting — it signals that you've thought carefully about the case and are willing to put your name behind it.

Original Message

I think [person] should get a raise, they've been doing really well.

Professional Version

Dear [Senior Manager/HR Name],

I'm writing to formally advocate for a compensation review / promotion consideration for [Team Member Name] ahead of the upcoming review cycle.

[Name] has demonstrated consistent performance at or above expectations over the past [period]. Specific highlights include: [achievement 1], [achievement 2], and [achievement 3]. In addition, [he/she/they] has taken on [additional responsibility] that falls outside their current role scope and grade.

I believe [Name's] current compensation and/or level no longer reflects their contribution and market value. I'd like to formally request that this be reviewed as part of the upcoming cycle.

Thank you for your consideration.

Best regards,
[Your Name / Manager Name]

Polite Version

Dear [Name],

I wanted to take a moment to put in a word for [Team Member] ahead of the review cycle.

[He/She/They] has genuinely impressed me over the past [period] with [specific achievements]. I think the contribution is at a level that warrants a look at both compensation and title.

Thanks for your time,
[Your Name]

Firm Version

Dear [Name],

I'm formally requesting a compensation and/or promotion review for [Team Member] for the upcoming cycle. Over the past [period], [he/she/they] has delivered [achievements] and is currently performing above the requirements of their grade.

Regards,
[Your Name]

When to Use This Template

  • During a performance review cycle when compensation and promotions are being decided
  • When a team member has taken on significantly more responsibility than their current grade reflects
  • When you want to formally document your recommendation before a budget discussion
  • When advocating for someone who may be overlooked without a manager's explicit support

Common Mistakes to Avoid

Making the case informally without a written record: Verbal advocacy is easy to forget or overlook in a busy review cycle.
Being vague about the specific achievements: Specific examples make a much stronger case than 'they've done a really good job'.
Not specifying what you're asking for: Be specific about whether you're advocating for a salary increase, a promotion, or both.

Frequently Asked Questions

Should I tell my team member I'm advocating for them?

Generally yes — frame it as 'I'm making the case' not 'it's happening.'

What if my advocacy is rejected by senior management?

Get the specific reasons and share them appropriately. Understand what would need to change for the next cycle.