Salary Negotiation Email: Templates and Examples for Every Situation
Email salary negotiation requires precision. For complete strategies, see our salary negotiation guide. Unlike phone conversations where you can adjust in real-time, email creates a permanent record. Every word matters. The right email can secure thousands more in compensation; the wrong one can damage your candidacy.
Email negotiation offers advantages: time to craft perfect language, ability to reference specific details, and documentation of agreements. But it lacks the nuance and relationship-building of verbal conversation, making thoughtful writing essential.
This guide provides salary negotiation email templates for common situations. You'll find scripts you can customize, examples of effective language, and guidance on when email is the right medium for your negotiation.
When to Use Email for Salary Negotiation
Email works better in some situations than others.
Email works well for: - Initial response to offers - Simple, straightforward requests - When you want documentation - When you need time to think - Following up on verbal discussions
Phone often works better for: - Complex negotiations - Back-and-forth discussion - Building relationship - Reading reactions - Resolving impasses
Consider offering both: "I wanted to put this in writing. Happy to discuss by phone if that's easier."
- Email for initial responses
- Simple requests work via email
- Complex discussions may need phone
- Email creates documentation
- Phone enables real-time negotiation
- Hybrid approach often works well
- Follow employer's communication preferences
- Some negotiations require multiple formats
- Written confirmations are valuable
- Know when to switch mediums
Before negotiating, make sure you're prepared with our salary negotiation guide. See also: job offer negotiation guide.
Template: Responding to Initial Offer
Use this when you've received an offer and want to negotiate.
Subject: [Your Name] - Offer Response
Dear [Name],
Thank you so much for the offer to join [Company] as [Title]. I'm genuinely excited about this opportunity and impressed by [specific thing about company/team].
After reviewing the offer, I'd like to discuss the compensation. Based on my [X years] of experience in [relevant area], my track record [specific achievement], and market data for this role in [location], I was hoping we could explore a base salary of [$X].
I'm confident in the value I'll bring, particularly in [specific area]. I believe this adjustment reflects both market rates and my ability to contribute immediately.
Is there flexibility to discuss this? I'm very much hoping we can find terms that work for everyone.
Thank you for considering this.
Best regards, [Your Name]
Key elements: - Express enthusiasm first - Specific ask with justification - Collaborative tone - Open-ended question - Professional closing
Template: Counter-Offer Response
Use when employer has made a counter to your initial request.
Subject: Re: [Previous Thread]
Dear [Name],
Thank you for considering my request and coming back with the revised offer of [$X].
Option A - Accepting: I appreciate you working with me. I'm happy to accept these terms and excited to join the team. Please send the updated offer letter for signature.
Option B - One more ask: I appreciate the movement. Would it be possible to meet at [$X]? If we can reach that number, I'm ready to accept immediately.
Option C - Pivoting to other elements: See our job offer negotiation guide for more on non-salary elements. I understand the constraints on base salary. Would there be flexibility for a signing bonus or accelerated review timeline? Either would help me accept with full confidence.
I'm committed to making this work. Please let me know how you'd like to proceed.
Best regards, [Your Name]
Key elements: - Thank them for the counter - Clear response (accept, counter, or pivot) - Specific ask if continuing - Show commitment to resolution
Template: Mentioning Competing Offer
Use when you have a legitimate competing offer to reference.
Subject: [Your Name] - Offer Discussion
Dear [Name],
Thank you again for the offer. I want to be transparent with you about my situation.
I've received another offer at [$X], which is higher than your offer of [$Y]. However, I'm more excited about [Company] because [specific genuine reason]. I'd prefer to join your team.
Is there flexibility to close the gap between the offers? I'd love to find a way to make this work.
Thank you for your understanding.
Best regards, [Your Name]
Key elements: - Transparency about situation - Preference for this company (genuine) - Specific ask to close gap - Never fabricate offers
Template: Requesting More Time
Use when you need additional time to consider an offer.
Subject: [Your Name] - Timeline Request
Dear [Name],
Thank you for the offer to join [Company]. I'm taking this decision seriously and want to give it the 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.
Please let me know if this timeline works. I appreciate your patience.
Best regards, [Your Name]
Key elements: - Specific date request - Reason for needing time - Appreciation for patience - Keep it brief
Template: Negotiating Non-Salary Elements
Use when salary is firm but you want to negotiate other compensation.
Subject: [Your Name] - Additional Discussion
Dear [Name],
Thank you for clarifying the salary structure. I understand base salary is at [level/band maximum/etc.].
I'm excited about the role and want to find a way to make this work. Would there be flexibility in any of these areas?
- Signing bonus to bridge the gap
- Additional equity/stock
- Earlier performance review with raise potential
- Additional PTO days
- Remote work flexibility
- Professional development budget
Any of these would help me accept with confidence. I'm open to discussing what's possible.
Thank you for considering.
Best regards, [Your Name]
Key elements: - Acknowledge salary constraint - List alternatives you'd accept - Flexibility on specifics - Collaborative approach
Template: Following Up on Negotiation
Use when you haven't heard back after negotiation request.
Subject: Following Up - [Your Name]
Dear [Name],
I wanted to follow up on my email from [date] regarding the offer terms. I remain very interested in the position and am hoping we can finalize details.
Please let me know when you have a chance to discuss. I'm happy to connect by phone if that's easier.
Thank you, [Your Name]
Key elements: - Reference previous communication - Restate interest - Offer phone conversation option - Keep brief - Wait 2-3 business days before following up
Before negotiating, make sure you're prepared with our AI tools. See also: follow-up guide.
Frequently Asked Questions
How quickly should I respond to an offer via email? Within 24 hours to acknowledge receipt and express interest. You can ask for time to review before negotiating.
How long should a salary negotiation email be? Brief. One screen length maximum. Make your key points and stop. Long emails dilute your message.
Should I put my desired salary in writing? Yes—it creates clarity. Specific numbers are more effective than vague requests.
What if I don't hear back after my negotiation email? Follow up after 2-3 business days. One follow-up is appropriate. If still no response, consider calling.
Can I negotiate via email if they made the offer by phone? Yes. "I've had time to think about our conversation. I wanted to put my thoughts in writing..." transitions appropriately.
Should I negotiate the same offer multiple times via email? Limit to 1-2 rounds. Extended back-and-forth becomes tedious. If you're far apart after a couple exchanges, a phone call may resolve better.
What tone should salary negotiation emails have? Professional, warm, confident, and collaborative. Not demanding, desperate, or adversarial.
How specific should my justification be? Brief but substantive. One or two concrete reasons (experience, market data, achievements). Don't write paragraphs of justification.
Should I mention my current salary? Avoid if possible. Use AI tools to research market rates instead. Current salary shouldn't determine market value. Focus on market rates and the value you'll provide.
What if they reject my request via email? See our follow-up guide for graceful responses. Decide whether to accept or decline. If declining, do so gracefully: "Thank you for considering. Unfortunately, I can't accept at this level. I appreciate the opportunity."
Is it okay to copy HR and hiring manager? Generally negotiate with whoever made the offer or whoever's been your primary contact. Adding recipients complicates things.
How do I confirm negotiation success in writing? "Thank you for agreeing to [specific terms]. Please send the updated offer letter reflecting these terms, and I'll sign promptly."