How to say “no raise this year” professionally

Say this instead

1. 01

   Thank you for the clear case you put together. I've looked at it carefully and I can't approve a raise this year. Can we meet this week so I can explain my reasoning and hear what you'd like to work toward?

   Someone you manage · Email

   Fits a formal raise request, since it credits the effort, gives a clear no and moves straight to a conversation.

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2. 02

   Team, a heads-up before our 1:1s: there won't be pay rises this year. I'll book time with each of you to talk it through, and you can ask me anything then.

   Someone you manage · Chat

   Suits a team-wide decision because everyone hears the same news at once and each person still gets a proper talk.

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3. 03

   Understood that there are no raises this year. Before I tell my team, can we agree what I can say about the reasons and when pay will next be looked at?

   Boss · Chat

   Helps when a decision has been handed to you and you need facts to explain it, not to argue it or promise anything.

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4. 04

   Hi Nina, thanks for checking. We can't raise the salary for this role this year, so the offer stays within the range in the posting. If that doesn't work for the candidate, I understand.

   Recruiter / HR · Email

   Good for a fixed budget when a recruiter or candidate pushes for more, since it is firm, polite and leaves the choice open.

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5. 05

   Heard back: no raises this year. I'm planning to tell my team on Thursday morning. Are you telling yours the same day, so nobody hears it second-hand?

   Coworker · Chat

   Lets fellow managers time the message together so no team learns about it through gossip first.

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6. 06

   Hi Jody, I have your pay review result: no raise this year. I know that's disappointing. Can we talk at 4pm today so I can explain properly?

   Someone you manage · SMS

   Right when someone is waiting on an answer and you can't talk yet, because it is short, honest and sets up a call.

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7. 07

   Hi Siddharth, the company has decided not to approve pay rises this year, so I can't offer you one. I know that's not what you hoped for. I'll tell you what I know and what I don't, and we can talk about your role.

   Someone you manage · Email

   Useful when the decision came from above, as it is honest about the source without hiding behind it.

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Examples

What to avoid

• A message shouldn't be the whole conversation when it affects one person's income, so offer a call or meeting right after, though a team-wide heads-up first is fine.
• Using your boss or HR as a shield backfires, so say plainly if the decision came from above and still own how you deliver it.
• Vague hope like “maybe next time” does harm unless you know it's true.
• Burying the news under praise confuses people, so state it early and then acknowledge their work.
• Comparing their pay with colleagues' or discussing anyone else's pay is off limits.

Related phrases

• A kinder way to say “your account is on hold”→
• A kinder way to say “you are getting a raise”→
• What to say instead of “what is the pay for this job?”→
• Saying “this is my price” at work→
• How to say “I'd like a promotion and a raise” professionally→
• Better ways to say “you did not pass probation”→