Job Offer Negotiation Email Template: Scripts and Examples for Every Scenario

Negotiating a job offer via email requires careful word choice. You need to be professional, clear, and persuasive while maintaining warmth and enthusiasm. The right email can significantly improve your offer; the wrong one can damage your candidacy.

Email negotiation has advantages: you can think through your words, reference specific details, and create documentation. But it lacks the real-time dialogue of phone conversations, making word choice even more critical. Every sentence should serve your goals.

This guide provides proven email templates for job offer negotiation. For general strategies, see our how to negotiate salary guide. You'll find scripts for various scenarios, customization guidance, and examples you can adapt for your situation. Use these as starting points—always personalize for your specific circumstances.

Template 1: Initial Request for Higher Salary

Use this template when you've received an offer and want to negotiate base salary.

Subject: [Your Name] - Offer Discussion

Dear [Hiring Manager Name],

Thank you so much for the offer to join [Company] as [Job Title]. I'm genuinely excited about this opportunity and the chance to contribute to [specific thing about company/team/project that excites you].

After carefully reviewing the offer, I'd like to discuss the base salary component. Based on my [X years] of experience in [relevant area], my track record of [specific achievement], and current market rates for this role in [location], I was hoping we could explore a base salary of [$X].

I'm confident I can deliver significant value in this role, particularly in [specific area where you'll contribute]. I believe this adjustment reflects both the value I'll bring and ensures I can accept with enthusiasm.

Is there flexibility here? I'm very much hoping we can find terms that work for everyone.

Thank you for considering this. I'm looking forward to discussing further.

Best regards, [Your Name]

Customization notes: - Replace bracketed items with your specifics - Be specific about your achievements and value - Your target number should be justified by research - Keep tone enthusiastic and collaborative - One page or less—be concise

Before negotiating, make sure you're prepared with our how to negotiate salary. See also: job offer negotiation.

Template 2: Negotiating Multiple Elements

Use this when you want to negotiate salary plus other compensation elements.

Subject: [Your Name] - Offer Review Discussion

Dear [Hiring Manager Name],

Thank you for the offer to join [Company] as [Job Title]. I'm thrilled about the opportunity and eager to contribute to [specific aspect of role/company].

I've carefully reviewed the complete offer and wanted to discuss a few elements:

Base Salary: Given my background in [relevant experience] and market research indicating [X range] for comparable roles, I was hoping we could discuss moving the base to [$X].

[Second Element - e.g., Signing Bonus]: I'd also like to explore a [signing bonus of $X / additional equity / etc.] to [bridge the gap / reflect transition costs / etc.].

[Third Element if applicable]: Finally, I wanted to ask about [PTO / start date / title / remote flexibility], specifically [your request].

I'm very committed to making this work and joining the team. I believe these adjustments reflect my experience and the value I'll bring while setting me up to be fully focused and committed from day one.

Would it be possible to schedule a brief call to discuss? I'm available [provide times].

Thank you for your consideration.

Best regards, [Your Name]

Customization notes: - Prioritize your requests (most important first) - Limit to 2-3 elements to avoid seeming difficult - Justify each request briefly - Offering to discuss by phone shows flexibility

Template 3: Counter-Offer Response

Use this when the employer has made a counter-offer to your initial negotiation.

Subject: Re: [Previous Thread Subject]

Dear [Hiring Manager Name],

Thank you for considering my request and coming back with the revised offer of [$X base salary / counter-offer details].

If accepting the counter: I appreciate you working with me on this. I'm happy to accept these terms and excited to join the team. Please send the updated offer letter and I'll sign promptly.

If making a final counter: I appreciate the movement. Would it be possible to meet in the middle at [$X]? This would allow me to accept immediately and move forward with full enthusiasm. If we can reach [$X], I'm ready to sign today.

If asking for non-salary alternatives: I understand salary constraints. Would it be possible to supplement with [signing bonus / additional PTO / accelerated review / etc.]? This would help me accept with confidence.

I want to find a solution that works for everyone. Please let me know how you'd like to proceed.

Best regards, [Your Name]

Customization notes: - Choose the response type that fits your situation - "Meet in the middle" language often works well - Showing you're ready to sign creates urgency - Be gracious about their counter-offer

Template 4: Asking for More Time

Use this when you need more time to consider an offer, perhaps while waiting on other opportunities.

Subject: [Your Name] - Offer Timeline Question

Dear [Hiring Manager Name],

Thank you again for the offer to join [Company] as [Job Title]. I'm very excited about this opportunity and taking it seriously.

I want to give this decision the thoughtful consideration it deserves. Would it be possible to have until [specific date] to provide my final decision? I want to ensure I can commit fully and enthusiastically.

Optional if you have competing offers: I want to be transparent—I'm also in late stages with [another opportunity / a couple of other opportunities], and I want to make sure I'm making the right decision for everyone involved.

Please let me know if this timeline works on your end. I genuinely appreciate your patience and understanding.

Best regards, [Your Name]

Customization notes: - Be specific about the date you need - Keep extension requests reasonable (a few days to a week) - Optional disclosure of competing offers can help or hurt depending on situation - Don't use extensions as stalling tactics

Template 5: Accepting After Negotiation

Use this to formally accept an offer after successful negotiation.

Subject: Offer Acceptance - [Your Name]

Dear [Hiring Manager Name],

I'm delighted to formally accept the offer to join [Company] as [Job Title] at the agreed terms of [state key terms - salary, start date, etc.].

Thank you for working with me to reach these terms. I'm genuinely excited about this opportunity and eager to contribute to [specific goal/team/project]. I'm confident this is the right match and I'm committed to making an immediate impact.

Please send the final offer letter for signature, and let me know about next steps for onboarding.

Thank you again. I'm looking forward to joining the team.

Best regards, [Your Name] [Phone Number]

Customization notes: - State the terms you're accepting to avoid confusion - Express genuine enthusiasm - Ask for written confirmation - Provide contact information for next steps

Template 6: Declining After Negotiation Falls Through

Use this when negotiation doesn't reach acceptable terms and you're declining.

Subject: [Your Name] - Offer Decision

Dear [Hiring Manager Name],

Thank you so much for the offer to join [Company] as [Job Title] and for the time you've invested in our conversations about the terms.

After careful consideration, I've decided to decline the offer. While I'm very impressed by [Company] and the team, I couldn't reach terms that work for my situation at this time.

I genuinely appreciate the opportunity and your flexibility during our discussions. I hope our paths cross again in the future, and I wish you and the team continued success.

Thank you again for your consideration.

Best regards, [Your Name]

Customization notes: - Keep it brief and gracious - Don't burn bridges—industries are small - You don't owe detailed explanations - Leave the door open for future opportunities

Common Phrases and Language Tips

Beyond templates, certain phrases work consistently in negotiation emails.

Expressing enthusiasm: - "I'm genuinely excited about this opportunity..." - "I'm thrilled at the possibility of joining..." - "This role aligns perfectly with what I'm looking for..."

Making asks: - "I was hoping we could explore..." - "I'd like to discuss the possibility of..." - "Would there be flexibility on...?"

Justifying requests: - "Based on my experience in..." - "Given my track record of..." - "Current market rates for this role suggest..."

Creating collaboration: - "I'm confident we can find terms that work for everyone..." - "I'm committed to making this work..." - "I want to ensure I can accept with full enthusiasm..."

Closing: - "Thank you for considering this..." - "I look forward to discussing further..." - "Please let me know how you'd like to proceed..."

Before negotiating, make sure you're prepared with our salary negotiation Reddit tips. See also: how to negotiate salary after job offer.

Frequently Asked Questions

Should I negotiate via email or phone? See our job offer negotiation guide for more. Both work. Email gives you time to craft perfect language and creates documentation. Phone allows real-time dialogue and relationship building. Complex negotiations often work better on phone; simple asks can work via email.

How long should a negotiation email be? One page or less. Be concise. Hiring managers are busy; respect their time. Hit your key points without excessive explanation.

How quickly should I respond to counter-offers? Within 24-48 hours to maintain momentum. Prompt responses show engagement; delays can seem like disinterest.

Can I use these templates exactly as written? Use them as starting points, but always customize for your situation, company, and voice. Generic templates feel generic—personalization matters.

What if English isn't my first language? These templates provide solid structure. Have a native speaker review before sending if you're concerned about nuance. Clear communication matters more than perfect grammar.

Should I copy HR and the hiring manager? Typically negotiate with whoever extended the offer. If HR is your primary contact, negotiate with them. Including multiple recipients can complicate things.

How do I follow up if I don't hear back? Wait 2-3 business days, then send a brief follow-up: "I wanted to follow up on my message regarding the offer terms. Please let me know when you have a chance to discuss. Thank you!"

What if they say final offer in their counter? See salary negotiation Reddit tips. You can still ask: "I understand. Is there any flexibility on [alternative element]?" Sometimes final offers have room in other areas.

Should I mention competing offers in email? See how to negotiate salary after job offer. Use caution. Mentioning offers can help or backfire. If you do, be honest—fabricated offers are unethical and can be discovered.

Can I negotiate after I've already accepted? Ethically problematic and damages relationships. Try to complete negotiation before accepting. Post-acceptance negotiation rarely ends well.

What tone should negotiation emails have? Professional, warm, enthusiastic, and collaborative. You're working toward mutual agreement, not demanding or confronting. The relationship continues after negotiation.

How many rounds of email negotiation are acceptable? Typically 2-3 rounds. Extended back-and-forth becomes frustrating. If you're far apart after a few exchanges, a phone call may be more effective.