Make your case for a raise, but be ready if the answer is 'no'

I believe that I am not paid enough and want to ask for a raise. I have been doing the work of two people since we had a layoff five months ago and know that I'm doing a great job. At first, I was happy not to be among the group who were laid off, but now I am beginning to feel that the company is taking advantage of me. In addition, my rent has gone up a lot this year and I'm struggling to meet expenses. I am basically shy at work and very concerned about speaking to my boss about this and also afraid that I'll be devastated if he says no to me. How can I ask for a raise without sounding whiny or greedy?

Start your quest with a reality check. Do this by beginning to make a list of each of the additional responsibilities you have taken on and your achievements. I say ``begin" because you should not expect to complete your list in one sitting. Carry a small pad around and add to it as your activities stimulate your memory. The list should primarily include the additional responsibilities you have been given and any recent accomplishments you have achieved. Remember to list performance-related items, such as whether you helped save the company money by instituting a different or more efficient process. Review and streamline the list so it focuses on the hard-hitting topics and not just a laundry list of everyday activities.

Ask yourself, why do I deserve this raise? If it's just that you're tired at night and don't feel noticed by an unappreciative boss, you might want to wait until review time. Timing can be an important factor to determine when one should ask for a raise. It helps to ask just after something positive happens. People generally have short memories, especially when it's not about them. So make your big move right after something is achieved, if possible. Another good time is shortly after you are asked to take on more work or a new responsibility. In thinking about timing, don't surprise your boss with your request while you're together in an elevator or happen to sit next to each other in the cafeteria. Schedule an appointment so that you can have privacy and his attention.

Don't mention your increased rent or any other additional expenses. Your finances are not the reason you deserve a raise.

I recommend that you learn your company's practices on pay increases. For example, some companies only allow raises to be given once or twice a year with no exceptions; others give supervisors the authority to recommend increases whenever circumstances change in their departments.

Perhaps a new job description is needed for your position that will place you in a higher grade level or in a stronger position to get a raise solely because of changes and additions in your job duties.

As you plan your approach, consider running it by a good friend, family member, or a trusted colleague. I like role playing because you can actually hear what may sound awkward when it is said out loud versus just thinking about it.

Now for the most important suggestion: Do not say that you want a raise and that you will leave if you don't get one. Unless you are truly prepared to walk out the door without a job that day, don't do it. I have seen this ``ultimatum" approach backfire more than once when the boss simply answers, ``OK, then I guess you should leave," or more gently, ``we understand how you feel and we regretfully accept your resignation."

Although any request has an element of risk, how you word your approach can usually avoid an undesirable outcome. In general, threats such as, ``I'll leave if I don't get such and such," make the other person feel defensive and therefore make it harder for you to get what you want.

Be certain to also take a close look at how the company is doing. You mentioned a layoff five months ago. Is the company still struggling to survive or has it bounced back enough to give you the raise you believe you deserve?

Now let's say that the time is right: You ask for the raise according to plan, the meeting goes well, appreciation for your hard work is expressed, but you are turned down.

You therefore need to think through how you will handle the ``no" before you ask . A decision not to give you a raise does not mean that the company doesn't want you there. There may be reasons beyond your boss's control but the real issue becomes how you are personally affected by having your request declined. You may find that based on the content of the conversation you had with your boss, you are willing to wait until the next regular review time. If you feel that you cannot accept the decision or that you are deeply offended by the way it was handled, then you may need to begin searching for your next job. Observe your own behavior and try not to act as if you are pouting and angry or otherwise differently at work. Remember that you will need their reference and you want to keep this job until you are the one who is ready to say goodbye.

Is cover letter worth the paper it's printed on?

Does the cover letter really matter? I have always believed that my resume is the only document that will affect my getting a job. Do you disagree? If so, what approaches seem to have the desired effect?

There are diverse opinions on the effectiveness of cover letters. Some think that without a resume that perfectly matches the job description, no cover letter, no matter how well done, can help to get you an interview. There are even some employers who disregard the cover letter.

On the other hand, it is also true that many interviewers spend a great amount of time considering the content of the cover letters that accompany resumes. A well-written letter is the first opportunity that a potential employer has to see how you express yourself in writing. This assessment occurs whether the cover letter is written as part of an e-mail or a regular mail communication.

Let's look at a few facets of cover letters that can make a difference.

Error free: This is so basic that some hiring managers will simply not see a candidate who includes typos or poor grammar in their letter or resume.

Using spell-check is not enough. Have someone review both the letter and the resume to assure accuracy.

Required information: Always include a heading with your name, address, telephone, e-mail, and the date. Do not use the phone number, fax, or e-mail address where you now work.

The recipient: Wherever possible personalize your approach. Include the name, title, company, address, and e-mail address, if possible. A simple call to the company's offices can help you verify spelling and title.

Opening: Get their attention by showing your real understanding of their business situation. If you have been referred by someone, begin with their name; Mary Smith of XYZ has told of your new venture or recent promotion or your opening for a marketing assistant or whatever is appropriate. If no person is involved, refer to the source that directed you to this potential employer, such as an article you read, your personal interest in their type of product or research, a recent award, etc.

Employer's needs: Write your cover letter with their needs in mind and how you can benefit them. Too often cover letters address what the candidate is looking for and what he or she wants in the hope that this might somehow appeal to someone.

Background highlights: Select bullet points from your work or life experience that most closely relate to the employer's needs. List specific accomplishments, strengths, relevant experiences, or important lessons that apply directly to the employer's business . Three to five bullets are enough; more will lose their impact.

Length of letter: Keep it short but with impact. Never more than one page; try for no more than three paragraphs, with one of them containing your bullet points with lots of white space for emphasis. A common error is to try to re-create your resume in the cover letter for fear that the reader might not get to the resume. Instead, refer the reader to the enclosed or attached resume .

Closing: Thank the reader for his or her consideration and let him or her know that you look forward to hearing from them. Mention that you will be following up with a phone call in about a week.

Linda J. Lerner is an executive coach and a human resources consultant to small businesses and to individuals. She can be reached at linda@lernerconsulting.com. E-mail questions to jobdoc@globe.com or mail to Job Doc, Boston Globe, Box 55819, Boston, 02205-5819.