How to ask for a pay rise (and when)

Yes, and your manager has almost certainly heard the question before. Employment New Zealand says an employee who's unhappy with their pay can ask for a raise, and the employer must consider and respond to the request in good faith. There's no legal obligation to give you one unless it's written into your employment agreement or a workplace policy, so your job is to make the case easy to say yes to.

Take the request to your direct manager. Check your agreement and any workplace policy first, because some set a pay review date and that's the natural moment to raise it.

Ask when your manager has the headspace to listen and you've got fresh results to point to. Good moments include after a successful project, a strong performance review or when you've taken on extra responsibility. Once a year is a sensible rhythm. In a new job, give it a few months so you have real results to show.

Give it a miss if the business is having a rough patch, or your manager is swamped or going through a hard time. And don't squeeze it into the last five minutes of another meeting. Ask for a short, separate meeting to talk about your pay and book a private space. Your manager will appreciate the chance to prepare.

Show what you've delivered by keeping a running list of results since your last raise and put numbers on them wherever you can.

• Projects you've delivered and what changed because of them
• Targets you've met or beaten
• New skills, tickets or responsibilities you've picked up

Specifics beat vague claims. "I was part of the new rostering project" is forgettable. "I set up the new roster and it cut our overtime" sticks. On the tools, that might be a trade qualification you've completed, a new forklift licence that lets you cover more shifts or an apprentice you've trained up. In hospitality or retail, it could be taking over ordering and cutting waste, or running the floor when the boss is away.

Leave out how long you've been there and what your workmates earn. Neither makes a business case and comparing yourself with colleagues tends to land badly. Your next step is to write your three strongest results on one page and take it into the meeting.

Research what similar roles pay before you pick a number. Our free Salary Guide helps job hunters work out what they should expect to be paid across a range of careers, sorted by category. Browse for roles like yours to see what employers are advertising and ask recruiters or people in your industry what's normal.

Go in with a range rather than a single figure. Make the bottom a number you'd be happy to accept and the top one you can back up with your research. A request miles above market pay undermines the rest of your case.

Employment New Zealand also says an employer can't pay people differently because of things like gender, ethnicity, age or disability, and it has guidance on pay and gender equity if that's a concern for you.

Stay calm and keep it about the work. Skip the threats ("I'll have to look elsewhere unless..."), skip the apologies ("Sorry to ask, but...") and don't wander into why you personally need the money. Each one weakens a case you've worked hard to build.

Here's a simple way to open.

• "Thanks for making time. Over the past 12 months I've [your two or three biggest results], and I've picked up [new skills or responsibilities]. Based on that and on what similar roles pay, I'd like to talk about moving my wage to [your figure or range]."

Then stop talking and listen. Your manager may need to check budgets or talk to HR, so don't expect an answer on the spot. Treat it as a two-way conversation, because any feedback you get now helps next time.

It puts you in a stronger spot, but handle it with care. Only mention an offer you'd genuinely consider taking. If your employer can't match it and you stay anyway, they may wonder how serious you were and an ultimatum backs your manager into a corner.

If a new offer is what's driving the conversation, our 8 crucial salary negotiation tips cover negotiating a new role, and Should I change jobs? helps you weigh up a move.

Send a short thank-you email the same day that sums up what you discussed. It gives you a written record and keeps things moving. Use the subject line "Following up on our pay conversation" and keep the body simple.

• "Hi [name], thanks again for meeting with me today. As discussed, I've asked for a review of my pay based on [two key points]. I'd appreciate an update by [date]. Kind regards, [your name]"

If you hear nothing for a while, a friendly nudge usually does it. Your manager is probably swamped or the request is sitting with payroll.

If it's a yes, ask for the new rate and the start date in writing. Employment New Zealand says employers must pay whatever rate has been agreed, so having it recorded protects you both.

If it's a no, ask what would change the answer and when you can talk again. Then ask about other options such as paid training, flexible hours, extra leave or a pay review in three to six months. Our guide on what to do when your pay rise request is rejected covers the next moves.

Everything above still applies, with a few tweaks. If you're paid hourly, ask about your hourly rate rather than an annual salary, and raise allowances or penal rates if your role earns them. A new ticket, licence or trade qualification is a clear, specific reason to ask, so have the certificate and date handy. If a collective agreement covers your role, your pay rates may be set in it, so check the agreement and talk to your union delegate before you book the meeting.

Base it on research, not a percentage plucked from the air. Check what similar roles pay in the Salary Guide and job ads, then go in with a range backed by your results. A figure close to the market rate for your skills and experience is easier for a manager to approve than one far above it.

Yes. Employment New Zealand says there's no legal obligation to give a pay rise unless it's in your employment agreement or a workplace policy. Your employer does have to consider your request and respond in good faith. If the answer is no, ask what would change it and when you can talk again.

Plenty of employers can't move on base pay but can offer something else. Think extra leave, flexible hours, paid training or study, a bonus, or an agreed date to review your pay again in three to six months. Get whatever you agree in writing, just as you would for a pay rise.

Use email or a message to ask for a meeting, then have the conversation in person or on video so you can read the room and answer questions. Follow up in writing afterwards so there's a record of what you asked for and what was agreed.