Writing a salary negotiation email can feel awkward. You're staring at a blank screen, trying to figure out how to negotiate a salary without sounding greedy or ungrateful. I get it.
But here's what most people don't realize: negotiating your salary via email actually gives you a significant advantage. You have time to think. You can craft your words carefully. You won't stumble over your response or get caught off guard. And you'll have a written record of everything discussed.
In this guide, I'll give you exact salary negotiation email templates you can use, plus the strategy behind why they work. Whether you're responding to an initial offer or asking for a salary increase at your current job, these email templates will help you negotiate salary effectively and get a higher salary without feeling rushed.
1. Why a Salary Negotiation Email Works Better Than a Phone Call
When you receive a job offer, your first instinct might be to pick up the phone. Don't. At least not right away.
Email gives you control over salary discussions. You can take your time to research, think through your response, and avoid saying something you'll regret. The hiring manager won't be able to pressure you into a quick decision. You can also forward the conversation to a mentor or friend for feedback before hitting send.
That said, some situations call for a phone call or in-person meeting. But even then, I recommend sending a follow-up email that summarizes what was discussed. This keeps the conversation documented and ensures there are no misunderstandings about the salary offer or compensation package.
2. How to Structure Your Salary Negotiation Email Template
Every effective salary negotiation email follows the same basic structure. You want to express gratitude, state your case clearly, and leave the door open for discussion. Here's how to break it down:
Start with a clear subject line. Something like "Re: Job Offer Discussion" or "Regarding Compensation Package" works well. You want the hiring manager to know exactly what the email is about without being aggressive.
Open with appreciation. Always say thank you for the offer first. This sets a positive tone and shows you're genuinely interested in the role. A simple "Thank you for the offer and the opportunity to join the team" goes a long way.
State your request with supporting evidence. This is where you make your case. Reference market data from sites like Glassdoor, PayScale, or Salary.com to show that your expected salary aligns with the market value for the role. Mention your skills and experience that justify a salary in the range you're requesting. Compare your request to starting salaries for similar positions.
Close by keeping the conversation open. Don't issue ultimatums. Instead, express your enthusiasm and suggest a time to discuss further. This shows you're flexible while still being firm about your worth.
3. Salary Negotiation Email Template: Responding to a Job Offer
Use this template when you receive a job offer and want to negotiate salary. Customize it based on your situation, the salary range for your role, and the salary data you've gathered.
Subject: Re: [Position] Offer
Dear [Hiring Manager's Name],
Thank you for the offer for the [Position] role. I'm excited about the opportunity to contribute to [Company] and believe my experience and skills make me a strong fit for the team.
After reviewing the offer and researching current market data for similar roles, I'd like to discuss the base salary. Based on my level of experience and the market range for this position, I was hoping for a salary closer to [Target Amount]. This figure reflects the average salary for comparable roles and my ability to deliver immediate value.
I'm very interested in accepting a job offer from [Company] and am confident we can find a mutually beneficial arrangement. Would you be open to discussing the compensation package further?
Thank you again for the opportunity.
Best regards,
[Your Name]
4. Salary Negotiation Email Template: Asking for a Salary Increase
If you're seeking a raise at your current job rather than negotiating a new salary offer, the approach is slightly different. You need to make your case based on your contributions and current market rates.
Subject: Discussion Request: Compensation Review
Dear [Manager's Name],
I wanted to schedule time to discuss my current salary and potential for an adjustment. Over the past [time period], I've [specific accomplishments], which have contributed to [measurable results].
Based on my expanded responsibilities and current market data from Glassdoor and Salary.com, I believe a salary increase to [Target Amount] would reflect my contributions and the reasonable salary range for my role.
I'm committed to [Company] and want to continue growing here. Could we find time this week to discuss this further?
Thank you for considering my request.
Best,
[Your Name]
5. Common Mistakes to Avoid in Salary Negotiations
After coaching developers through hundreds of salary negotiations, I've seen the same mistakes over and over:
- Being vague about your desired salary: Don't say "I was hoping for a bit more." Give a specific number. Vagueness signals that you haven't done your research or aren't confident in your worth.
- Lowballing yourself: Many people ask for less than they want, thinking they'll negotiate up. But often the company just says yes to your low number. Start with a salary expectations figure that's slightly higher than your target.
- Forgetting the total rewards: Base salary isn't everything. Consider the benefits package, flexible work arrangements, remote work options, and total compensation when evaluating an offer.
6. What to Do If Your Negotiation Is Rejected
Sometimes the company says no. That's okay. It doesn't mean you failed.
If the salary may not have room for negotiation, ask about other benefits. Can you negotiate a signing bonus? More vacation time? A remote role option? The ability to work from home even part-time? Sometimes these perks are worth negotiating when the base salary is fixed.
If they reject everything, you have a decision to make. Is the offer still worth accepting? Sometimes receiving a formal offer at a lower market salary is better than no offer at all, especially early in your career. Other times, it's worth negotiating elsewhere. If you decide to accept the offer at the lower amount, that's okay. Only you can make that call.
7. Taking Action: Send That Email
Stop overthinking this. Use our salary negotiation email templates as a starting point, customize them with your specific situation and salary data, and hit send.
The best time to send a salary negotiation email is within 24-48 hours of receiving the offer. This shows you're serious but also thoughtful. Don't wait so long that the hiring manager thinks you've lost interest.
Remember: the worst they can say is no. And most of the time, they don't say no. Companies expect negotiation. They've budgeted for it. By remaining professional and making your case clearly, you increase your chances of success significantly.
Writing a salary negotiation email gets easier every time you do it. The first one feels scary. By the third or fourth, it feels routine. That skill alone can be worth negotiating, because it will pay dividends throughout your entire career.
8. Frequently Asked Questions About Salary Negotiation Emails
How do I politely negotiate salary via email? Keep your tone professional and grateful. Start by thanking them for the offer, then state your request with supporting market data. Avoid ultimatums and express enthusiasm for the role while being clear about your expectations.
When is the best time to send a salary negotiation email? Send your negotiation email within 24-48 hours of receiving the offer. This gives you time to research and craft a thoughtful response without making the hiring manager wait too long.
Should I negotiate salary via email or phone? Email gives you more control. You can take your time, review your words carefully, and avoid saying something you'll regret under pressure. Phone calls can work for follow-up discussions once you've established your position in writing.
