Salary increase, Amelia Fonseca, Harrowgate Family Clinic
Salary increase letter template with old and new rate side by side
A pay rise letter is checked against a payslip a fortnight later, so the figures in it have to be the ones payroll will produce. This one gives the annual, fortnightly and hourly rate before and after a 4 per cent rise, names the pay period it starts in, and says which pay it first appears on.
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Section by section
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- Letterhead and addressee
- Harrowgate Family Clinic underline letterhead, 22 September 2026, private and confidential, to the practice nurse.
- Subject
- Salary increase of 4 per cent from 5 October 2026.
- Opening
- The rise starts from the pay period beginning Monday 5 October, with annual, fortnightly and hourly figures below.
- Old and new
- A table of base salary, the increase, fortnightly gross, hourly at 38 hours and the next review date.
- Why
- The recall list taken over in February, a screening backlog cut from 214 to 19, and preceptorship of two students.
- What does not change
- A callout: hours, roster, position, leave, notice and every other term, with the first pay at the new rate named.
- Signature block
- One party, the practice principal, with a date line.
How to adapt this document
For an hourly employee, make the hourly rate the first row and the annualised figure the last, since the hourly rate is the number they think in, and add a row for any allowance or loading that moves with it. For a rise that follows a formal review cycle rather than a specific achievement, replace the reason paragraph with the review outcome and the date the review was held, because an unexplained rise invites the question of why it was not larger. For a backdated rise, add a row showing the back pay amount, the periods it covers and the pay it will appear on, and keep the forward rate in the same table so the employee can see both the one off and the ongoing figures.
What makes this document work
Four rows the employee can check against a payslip
Base salary $92,000 to $95,680, an increase of $3,680 or 4.0 per cent, fortnightly gross $3,538.46 to $3,680.00, and hourly at 38 hours $46.56 to $48.42. Every figure reconciles to the annual salary, so any of them can be checked in one division.
The reason is two things that happened
She took over the recall list in February and closed the overdue cervical screening backlog from 214 patients to 19, and she precepts two student nurses each semester. The paragraph then says it is not a cost of living adjustment and not tied to a clinic target, which stops the rise being read as automatic.
The first pay at the new rate is named
The callout says the first pay at the new rate is the one dated 16 October 2026 and that it covers the full fortnight from 5 October. That single sentence prevents the most common query a pay rise generates, which is why the number did not change on the very next payslip.
Questions people ask
What should a salary increase letter include?
The old and new figures, the percentage, the date the new rate starts, the first pay it appears on, and a statement that other terms are unchanged. A reason helps the employee know what to repeat. Anything else, including comparisons to colleagues, belongs nowhere near the letter.
Should the increase start on a pay period or a calendar date?
A pay period, almost always. This letter starts the rise from the period beginning Monday 5 October, which means payroll does not have to split a fortnight at a different rate. Starting mid period creates a part paid payslip that looks like an error to everyone who reads it.
Does a pay rise have to be in writing?
Employers have record keeping obligations covering pay and any change to it, so the figures have to exist somewhere regardless. A letter is the clearest form, it is what the employee keeps, and it saves reconstructing a conversation if a query arrives two years later.
Is a pay rise a change to the employment contract?
It is a variation of one term, the rate. Everything else continues, which is why the callout here lists hours, roster, position, leave and notice as unchanged. If duties or hours are moving as well, that is a different letter and it usually needs the employee's agreement.
How does this letter relate to award or minimum rates?
Any agreed rate has to sit at or above the applicable minimum for the classification, and those minimums are reviewed annually. A letter granting a rise does not remove the obligation to check the floor each year, especially where the increase to the minimum is larger than the one agreed.
Should the letter promise future increases?
No, but it can name the next review. This one says 1 July 2027 in the table, which sets an expectation about timing without promising an amount. A letter that implies an annual rise becomes a grievance in the year one cannot be funded.
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