Negotiating in person is always preferred, but there are a few situations when using a letter is more than appropriate.  The situations where a letter works are:

1.  When the manager asks for a letter

Sometimes managers ask you to write a letter of justification.  They may do that because they need information to work on your behalf and want you to make the justification and do the research.  This is always a good sign because it means the manager is listening and is more likely to represent your interests with his or her bosses.

2.  When a letter helps you to better articulate your position when a manager is unavailable or won’t make the time for a meeting

Managers often don’t want to deal with the negotiation so you take what’s offered.  A letter acts as an on-record request for more money and provides justification so you’re not ignored.  Sending the letter to multiple internal parties also can increase the pressure on your boss.  Of course, this tactic can backfire, but most of the time it’s good to get the ball rolling.

3.  When you are changing locales within a company or switching jobs that requires a move

This one is a no-brainer.  Put in writing what you want when there’s a relocation involved because they’re likely to give it to you.  Not only do they want you to move, but you’re putting your terms for accepting the new position in writing.  That’s never a bad idea.  The worst the power-that-be can say is no, but they run the risk of your not taking the job.

4.  When a company is creating a job for you

They’re creating a position for you…why not create a new salary for you?  Often companies who create a position have a salary range in mind, but if they’re creating it for you, then you should tell them in writing what compensation you expect.  Do your research on this one.  You can pretty much ask for the highest range of reasonable salary, but if you’re unreasonable, it will reflect on you and perhaps wave a red flag about your potential job performance.

Those situations call for a letter to accompany any negotiation, but the letter in these cases can serve as benchmarks for the overall negotiation and get the salary you deserve.

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