Salary Increase Announcement: Standard Template & Detailed Writing Guide

A salary increase announcement is an important administrative document that shows timely recognition and encouragement for personnel. A clear, professional announcement template not only helps communicate information effectively but also increases internal trust and cohesion. In this article, we will guide you on how to write a standard salary increase announcement, along with templates you can use immediately.

I. What is a salary increase announcement?

A salary increase announcement is an official document or email sent by the HR department or company leadership to an employee to inform them about a salary adjustment. This document usually specifies the reason, effective date, and the specific increase amount.

II. Regulations on salary increases and building salary scales

1. Legal regulations on salary increases in businesses

There are no specific regulations regarding the timing of salary increases for employees. This means the decision to raise salaries is entirely at the discretion of the business and is based on its policies or decisions regarding the frequency and percentage of the increase.

Announcing a salary increase for an employee is not just a financial matter; it requires consideration of many other factors to ensure fairness, promote work performance, and maintain positive employee morale. Some factors that influence the decision to raise salaries in a business include salary scale principles, salary tables, financial situation, labor productivity, and the labor market.

Businesses have the autonomy to decide on the timing of salary increases that align with their situation and business goals. Usually, the timing for salary increases is stipulated in the salary scale, salary table, or other salary-related conditions established by each business. This helps create transparency and makes it easy for employees to track when and how their salaries are increased.

2. Legal regulations on building salary scales

According to Article 93 of the 2019 Labor Code regarding the development of salary scales, salary tables, and labor norms, it is stipulated that:

1. Salary scales, salary tables, and labor norms are important bases for recruitment, labor management, and standardizing salary levels based on the job or title specified in the labor contract. This ensures clarity and transparency in determining and paying salaries to employees.
2. Salary levels must be established to ensure an average rate and match the working capacity of the majority of employees without forcing them to work beyond normal working hours. To ensure practicality and reasonableness, these salary levels should be tested before official implementation.
3. During the process of building salary scales, salary tables, and labor norms, the opinion of the grassroots-level employee representative organization should be consulted. This is to ensure participation and consensus from the employees in establishing the salary structure and levels.

III. When is a salary increase announcement needed?

• Periodically (every 6 months, once a year)

• After a performance review

• When there is a change in position or title

• To update according to the regional minimum wage or budget adjustments

IV. What content should a salary increase announcement template include?

A salary increase announcement template for any position needs to be written professionally and express appreciation and high regard for the employee.

1. Decision title: Salary increase announcement, salary adjustment
2. Company information: company name, address, phone number, contact email
3. Employee information: employee name, age, job position, department.
4. Basis for the increase: such as work performance, contributions to the business, personal development.
5. Content of the increase: old salary, new salary, and the effective date of the adjusted salary.
6. Benefits and commitment from the company: regarding the salary increase and concern for the employee’s development.
7. Signature and name of the signer: signature of the company representative and their relevant title.
8. Company stamp (if applicable): depending on the company’s policy.

V. How should HR write a professional salary increase announcement?

All information on the salary increase announcement form must be accurate and clear:

• The company name must be exactly as stated on the business registration certificate
• The salary amount should be written in both words and numbers
• It must include the signature of the decision-maker and the company seal to ensure accuracy and legality.

Use easy-to-understand language to ensure transparency and fairness:

• Use simple, easy-to-understand language and avoid complex, specialized terms that employees may not understand.
• The salary is determined based on clear criteria, avoiding ambiguity or lack of transparency in how the salary is calculated.

Provide a detailed and specific description of the new salary:

• Provide detailed information about the employee’s current salary and the new salary after the increase, including specific details such as the amount or percentage of the increase.
• Clearly state the effective date of the new salary so the employee knows exactly when the increase takes effect.

There must be a section explaining the reason and basis for the salary increase: This could be achievements, excellent work performance, special contributions, or adjustments based on the labor market. The purpose is to help the employee understand the fairness and merit of the salary increase announcement.

VI. Tips for an effective salary increase announcement that satisfies employees

Although it is a positive announcement, if not communicated correctly, a salary increase announcement can still lead to misunderstandings, internal comparisons, or reduced employee satisfaction. Here are some tips to help you announce a salary increase more effectively, tactfully, and professionally:

1. Include specific praise and recognition

Simply announcing the new salary is not enough. Accompany it with specific praise for the employee’s achievements, contributions, or work attitude. This helps the employee feel truly valued and recognized, not just as a dry numerical adjustment.

Example:
“In recognition of your outstanding efforts last quarter, especially for excellently achieving the business target for February, the company has decided to adjust your salary from 12,000,000 VND to 14,000,000 VND.”

2. Personalize the announcement content

Instead of sending a generic announcement template, personalize the content to suit each individual, position, and reason for the increase. This helps employees feel personally valued and encourages them to continue developing.

If you use HR software like 1Office, you can easily:

• Personalize announcements for each person.

• Automatically send internal emails based on pre-set templates.

• Record salary increase history and accompanying evaluations.

3. Communicate clearly and transparently

Salary increase information should be communicated transparently, with specifics on the effective date, the amount of change, and the basis for evaluation. Avoid causing misunderstandings or leaving a sense of ambiguity.

Suggestions for transparency:

• “The new salary will take effect from the May pay period, applicable from May 1, 2025.”

• “The salary increase decision is based on the sales performance evaluation for the first 6 months of the year.”

4. Ensure internal equity

A salary increase for one individual can cause reactions from other employees if fairness and transparency are not ensured. Therefore:

• You should build a clear and transparent KPI or OKR evaluation system.

• Explain the reason for the salary increase reasonably to avoid internal comparisons.

Using a tool like 1Office helps evaluate performance and capabilities transparently and can extract clear reports to support the salary review process.

5. The timing of the announcement is very important

Choose a reasonable announcement time: before the salary adjustment date or at the same time as the performance review. Avoid announcing too late, which can make employees feel undervalued.

Suggestions:

• Send it 5–10 days in advance to allow employees to prepare mentally and make personal plans.

• Avoid sending it on weekends or after working hours.

6. Link the salary increase announcement to the development roadmap

A tip to enhance the effectiveness of the announcement is to link it to the long-term development path. Instead of just saying “the salary increase is done,” let employees see that this is a well-deserved result and a stepping stone for the next career milestones.

Example presentation:

“This is an important step in your career journey with the company. We believe you can continue to develop further to reach higher levels in the near future.”

An effective salary increase announcement is not just an administrative document. It needs to combine professionalism, personalization, and a motivational strategy to convey the right message: “We recognize you, and we are with you on your development journey.”

To manage salaries effectively and automate internal announcements, 1Office software is a powerful tool that helps businesses maintain transparency, consistency, and save time for the HR department.

VII. Latest Salary Increase and Adjustment Announcement Templates

1. Salary Increase Announcement Form for Employees

This announcement template is often used for annual salary increases or periodic salary adjustments applicable to all employees in the company. It can also be used as a basis for a salary increase proposal when a manager recognizes an employee’s good work performance and achievements, which bring significant value to the business.

The content of the salary increase announcement form includes detailed information about the new salary amount, the effective date of the increase, and any agreed-upon terms between the two parties, which will be clearly stated in this announcement.

Download: [1OFFICE] Salary Increase Decision Form for Employees.docx

2. Salary and Grade Increase Announcement Template for Senior Employees

This salary increase announcement template is often applied to positions related to tenure, professional experience, or management roles such as department heads and the Board of Directors. It is also used when the company wants to honor and motivate long-term, stable employees.

Download: [1OFFICE] Salary Increase Announcement Template for Senior Employees.docx

3. Announcement Template for Adjusting Salary for Social Insurance (SI) and Health Insurance (HI) Contributions

This announcement template is intended to inform employees about the adjustment of the salary base for social insurance, health insurance, and occupational accident and disease insurance contributions.

It is typically used when there are changes in legal regulations related to Social Insurance, or when an employee’s salary changes due to an annual increase, grade promotion, or performance-based adjustment. This template can also be used when the company wants to optimize social benefits for employees by adjusting the salary base for SI contributions.

Download: [1OFFICE] Announcement Template for Adjusting Salary for SI Contributions

4. Salary Increase/Adjustment Notification Email Template

Send an email to announce that an employee’s salary has been adjusted and updated based on specific criteria such as performance, special contributions, or market-based salary adjustments. It can also be related to factors like a change in job position, improved qualifications or work capabilities, changes in job responsibilities, etc.

The salary increase/adjustment notification email template is applicable to all positions, industries, and business sectors. It also provides complete details about the old salary, the new salary, and the effective date.

Download: [1OFFICE] Employee Salary Increase Notification Email Template.docx

VIII. What to Note When Announcing a Salary Increase for Employees?

1. When should a business adjust the salary scale in the contract?

Adjusting the salary scale in the contract should be considered in the following cases:

• Promotion or salary grade increase: When an employee is promoted or moves to a higher salary grade due to seniority, the salary often needs to be adjusted to reflect their development and job performance.
• Annual salary increase: Annual periods (such as the end of the year) are often an opportunity to adjust employee salaries to ensure financial progress and motivate better performance.
• Adjustment based on the labor market: When the business environment or labor market changes, salary adjustments may be necessary to remain competitive and retain employees.

2. Who has the authority to decide on a salary increase?

The authority to decide on a salary increase typically rests with various management levels, depending on the company’s policy. Usually, this authority is delegated to the direct managers of the employees, in compliance with legal regulations regarding salary adjustments. However, the final approval authority still lies with the company’s Board of Directors.

3. The significance of announcing a salary increase for the business

A salary increase in the workplace has profound and multifaceted significance, not only for individual employees but also for the growth and success of the organization.

1. It motivates and encourages employees, showing recognition and appreciation for their work, which helps them feel respected and motivated to strive harder in their daily tasks.
2. It helps retain talented staff while creating favorable conditions to attract new talent, reducing the risk of losing quality human resources.
3. It balances personal financial needs with the financial demands of life, helping employees focus on their work without worrying about financial issues.
4. It promotes personal development and encourages employees to learn, enhance their skills, and contribute positively to the organization.
5. It creates motivation for advancement because a salary increase not only shows appreciation for current work but also motivates employees to strive for better performance.
6. It fosters a better, more positive work environment, creating satisfaction and a strong sense of teamwork.

IX. Frequently Asked Questions

Who signs the salary increase notification?

For most types of companies, the authority may belong to the Chairman of the Board, the Director/General Director, or a duly authorized person.

Is it necessary to re-sign the labor contract after a salary increase?

It is not mandatory to sign a new contract. The business can create a contract addendum or an agreement to amend the salary content; when amending the contract, the proposing party must notify the other party at least 3 working days in advance.

What is the difference between a salary increase notification and a salary increase decision?

A salary increase notification is primarily to inform the employee of the new salary and its effective date. A salary increase decision is an internal administrative document that represents the official approval of the business.

How far in advance should a salary increase notice be sent?

It should be sent at least 5-10 working days before it takes effect, as this is the notice period required when one party requests to amend or supplement the content of the labor contract.

Can employees on probation receive a salary increase notice?

Yes, if both parties agree. The law stipulates that the probationary salary is agreed upon by both parties but must be at least 85% of the salary for that position. Therefore, the company can certainly increase this amount during the probationary period.

IX. Conclusion

A salary increase notice is not just about communicating a number; it is an art in human resource management—a way to recognize and motivate employees at the right time. A clear, transparent, and thoughtful notice can strengthen trust, retain talent, and build a positive corporate culture.

Don’t let this process become a dry formality. Personalize it, show respect, and use support tools like 1Office software to manage salary roadmaps, raise histories, and automate the notification process—saving you time and enhancing professionalism.

A salary increase is a financial decision, but announcing it is a human resources strategy. Done right, you not only retain top talent but also inspire them to contribute more.