Seven ready-to-send salary negotiation emails covering every scenario: responding to a new offer, countering a low number, requesting a raise, following up after a performance review, leveraging a competing offer, nudging a stalled negotiation, and accepting with conditions. Every template is complete — just fill in the bracketed fields and hit send. 70% of hiring managers expect candidates to negotiate (Robert Half, 2025), yet most people don't because they don't know what to say. These emails fix that.
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Quick Answers
How do you write a salary negotiation email?
A salary negotiation email should have four parts: (1) Express gratitude for the offer, (2) State your enthusiasm for the role, (3) Present your counter-number backed by market data, and (4) Leave the door open for discussion. Keep it under 200 words. Be specific with numbers — never say 'more money,' say '$95,000 base.' The email format gives both sides time to consider the request without the pressure of a live conversation.
Should you negotiate salary over email or phone?
Email is often better for the initial counter-offer because it creates a documented trail, removes emotional pressure, and gives the hiring manager time to advocate internally. Phone works better for final back-and-forth after positions are established. According to SHRM, written negotiation requests are 28% more likely to receive a structured response than verbal ones.
What is a reasonable salary counter-offer?
A reasonable counter-offer is typically 10-20% above the initial offer, backed by market data from sources like Glassdoor, Levels.fyi, or the Bureau of Labor Statistics. Counter-offers above 20% require strong justification — a competing offer, rare skills, or significant experience above the role's minimum requirements.
How do you ask for a salary increase via email?
Lead with documented results (revenue generated, costs saved, projects shipped), cite market data showing your current salary is below median for your role and location, and propose a specific number. Send the email on a Tuesday or Wednesday morning — not Friday afternoon. Request a follow-up meeting rather than expecting a reply-all decision.
You got the offer. The number is lower than expected. And now there's a blank email draft staring back at you.
Most people freeze here. Not because they lack confidence — because they lack the words. According to a Robert Half survey, 70% of hiring managers expect candidates to negotiate, yet only 39% of workers actually do. The gap isn't courage. It's copy.
Email negotiation has a structural advantage most people overlook: it removes the real-time pressure that causes underprepared candidates to accept too quickly or stumble over numbers. An email gives the hiring manager time to take the request to their budget holder. It creates a paper trail. And it lets both sides respond when they're at their sharpest — not when they're caught off guard.
- Salary Negotiation Email
A salary negotiation email is a written request to adjust compensation — either during a hiring process or within a current role — that presents a specific dollar amount backed by market data and documented contributions. Email negotiation creates a documented trail and removes the real-time pressure of verbal negotiation.
The templates below cover every common scenario. Each one is ready to send — just swap the bracketed fields for your details.
The first counter is the highest-leverage moment in any negotiation. Once a company extends an offer, they've already invested thousands in recruiting, interviewing, and selecting you. They want to close. That's your advantage.
Subject: [JOB TITLE] Offer — Compensation Discussion Dear [HIRING MANAGER NAME], Thank you so much for the offer for the [JOB TITLE] position. I'm genuinely excited about the opportunity to join [COMPANY NAME] and contribute to [SPECIFIC PROJECT OR TEAM GOAL]. After reviewing the offer and researching market compensation for this role in [CITY/REGION], I'd like to discuss the base salary. Based on my [X YEARS] of experience in [RELEVANT SKILL/INDUSTRY] and the market range of [$X–$Y] for comparable roles (per Glassdoor/Levels.fyi/BLS data), I was hoping we could explore a base salary of [$YOUR TARGET NUMBER]. I'm confident in the value I'd bring to the team — particularly in [SPECIFIC VALUE YOU OFFER, e.g., "scaling the product analytics function" or "reducing churn through customer success automation"]. I want to make sure we start on a foundation that reflects both the role's scope and my qualifications. I'm flexible and happy to discuss this further. Would you be available for a quick call this week? Best regards, [YOUR NAME]
Why each line works:
- "Genuinely excited" signals commitment — the manager's biggest fear is a candidate who's shopping.
- Market data range shifts the frame from "wanting more" to "aligning with reality."
- Specific value reminds them why they chose you over other candidates.
- "Flexible and happy to discuss" keeps the door open without conceding.
Before sending any negotiation email, know your market number. Use Glassdoor, BLS Occupational Outlook, or Levels.fyi to find the median salary for your role, level, and location. The full strategy behind salary research is covered in the complete salary negotiation guide.
The initial counter-offer email is your highest-leverage moment. Name a specific number backed by market data — not a vague request for "more."
Sometimes the initial offer isn't just below expectations — it's below market. The mistake most people make here is emotional: they either accept out of fear or push back too aggressively. This template threads the needle.
Subject: Re: [JOB TITLE] Offer Dear [HIRING MANAGER NAME], Thank you for the updated details on the [JOB TITLE] offer. I appreciate the time your team has invested in this process, and I remain very interested in the role. I want to be transparent: the current offer of [$THEIR NUMBER] is below the market range I'm seeing for this role and level of experience. Based on data from [SOURCE — e.g., "Glassdoor's 2025 salary data for [JOB TITLE] in [CITY]" or "BLS median for [OCCUPATION CODE]"], the range is [$X–$Y]. Given my background in [KEY QUALIFICATION] and the scope of this role — especially [SPECIFIC RESPONSIBILITY FROM JOB DESCRIPTION] — I'd like to propose [$YOUR COUNTER NUMBER]. If the base salary has limited flexibility, I'm open to discussing other components like signing bonus, equity, or an accelerated review timeline. Looking forward to finding a number that works for both of us. Best regards, [YOUR NAME]
Why this works: The phrase "I want to be transparent" disarms defensiveness. It reframes the counter as honesty, not confrontation. The fallback to "other components" signals sophistication — hiring managers respect candidates who understand total compensation.
Phrases like "I'm sorry to ask" or "I hope this isn't too much" weaken every word that follows. Negotiating salary is standard professional conduct, not a personal favor. Need the full negotiation playbook? See the complete guide to salary negotiation.
When countering a low offer, lead with market data — not feelings. A counter grounded in numbers feels reasonable. A counter grounded in "I was hoping for more" feels like a complaint.
Asking for a raise internally is harder than negotiating an external offer. There's no competing bid, no urgency, and the default answer is "let's revisit this at review time." The only way to beat that inertia is evidence.
Subject: Discussion About My Compensation Dear [MANAGER NAME], I'd like to schedule a conversation about my compensation. Over the past [TIME PERIOD], I've taken on significant additional responsibilities and delivered results that I believe warrant a salary adjustment. Specifically: • [ACHIEVEMENT 1 — quantified, e.g., "Led the migration project that reduced infrastructure costs by $120K annually"] • [ACHIEVEMENT 2 — quantified, e.g., "Grew the team from 3 to 8 while maintaining a 95% retention rate"] • [ACHIEVEMENT 3 — quantified, e.g., "Launched the new onboarding flow that improved activation by 22%"] Based on market data for [YOUR ROLE] in [LOCATION] from [SOURCE, e.g., "Glassdoor and Robert Half's 2025 Salary Guide"], the median compensation is [$MARKET MEDIAN], and my current salary of [$CURRENT SALARY] is [X%] below that benchmark. I'd like to propose an adjustment to [$TARGET NUMBER], which aligns with both market rates and the expanded scope of my contributions. Would [DATE/TIME] work for a brief conversation about this? Thank you, [YOUR NAME]
Why the bullet format matters: Managers forward raise requests to HR and their own managers. Bullet points make the case scannable. A wall of text gets skimmed and shelved.
Not sure if the timing is right? Check whether your current salary actually lags the market — the Am I Underpaid? guide walks through how to benchmark accurately.
A salary increase request email is a business proposal, not a personal plea. Lead with quantified results, cite market data, and propose a specific number.
Getting "exceeds expectations" on a performance review and $0 in raise is the most demoralizing moment in a corporate career. It's also the best moment to negotiate — because the company just documented, in writing, that you're outperforming.
Subject: Follow-Up on Performance Review — Compensation Dear [MANAGER NAME], Thank you for the positive feedback during my recent performance review. It's encouraging to hear that my work on [SPECIFIC PROJECT/RESULT MENTIONED IN REVIEW] has been recognized. I wanted to follow up on the compensation side. Given the [RATING — e.g., "exceeds expectations"] rating and the additional responsibilities I've taken on since my last adjustment — including [SPECIFIC NEW RESPONSIBILITY] — I'd like to discuss aligning my compensation with my current performance level. The market range for [ROLE] professionals at this level in [LOCATION] is [$X–$Y] (per [SOURCE]). A salary adjustment to [$TARGET NUMBER] would reflect both the review outcome and the current market. I understand budget cycles may affect timing. I'm happy to discuss a timeline that works — whether that's an immediate adjustment, a mid-year review, or a structured path. Could we schedule 15 minutes to discuss this? Best regards, [YOUR NAME]
The key move: "I understand budget cycles may affect timing" shows organizational awareness. It pre-empts the most common deflection ("budgets are tight right now") while still making the ask concrete.
A positive performance review without a raise is leverage, not a dead end. Use the company's own documented praise to anchor your compensation request.
A competing offer is the strongest negotiation card that exists. But playing it wrong — as a threat or an ultimatum — destroys the relationship. This template converts leverage into a collaborative conversation.
Subject: Wanted to Discuss Something With You Dear [MANAGER NAME or HIRING MANAGER NAME], I want to be upfront with you. I've received an offer from another company for [$COMPETING OFFER AMOUNT] for a [COMPETING ROLE TITLE] position. I want to be clear: my preference is to [stay with COMPANY / accept your offer]. The work here, especially [SPECIFIC REASON — team, project, mission], is what I value most. But the compensation gap is significant enough that I'd be doing myself a disservice not to raise it. Is there flexibility to revisit my compensation? I'm not looking for an exact match — I'm looking for something that makes it easy to say yes to [COMPANY NAME] without second-guessing it six months from now. I'm happy to share more details about the other offer if that's helpful for the conversation. Best, [YOUR NAME]
Why "I want to be upfront" works: It positions the conversation as transparency, not hostage-taking. The line "I'm not looking for an exact match" is strategic — it gives the employer room to move without feeling pressured to beat the number.
Fabricating an offer is career sabotage. Hiring managers talk to each other — especially within the same industry. If you're caught, the offer disappears and your reputation is damaged. Only use this template with a real, written offer in hand.
A competing offer should be presented as a collaborative problem to solve — not an ultimatum. The tone should be "help me say yes to you," not "match this or lose me."
Silence after a negotiation email doesn't mean "no." It usually means the request is being discussed internally, the hiring manager is waiting for budget approval, or the email simply got buried. A well-timed follow-up moves the process forward without creating pressure.
Subject: Following Up — [JOB TITLE] Compensation Discussion Dear [HIRING MANAGER or MANAGER NAME], I wanted to follow up on my email from [DATE] regarding compensation. I understand these conversations often involve multiple stakeholders, and I appreciate the time it takes to work through them. I remain very enthusiastic about [the role / continuing to grow here]. If it would be helpful, I'm happy to jump on a brief call to discuss any questions or to provide additional context. Please let me know if there's a timeline I should expect, or if there's anything else you need from my end. Best regards, [YOUR NAME]
Timing matters: Send the follow-up 3-5 business days after the original email. Sooner feels impatient. Later signals you've moved on or don't care about the outcome.
A follow-up email is not desperation — it's professional persistence. Wait 3-5 business days, restate enthusiasm, and offer to provide more context.
The moment you say "yes" is the moment your leverage evaporates. Smart negotiators use the acceptance email to lock in one or two additional items that are easy for the company to approve but meaningful for the candidate.
Subject: Accepting the [JOB TITLE] Offer — One Follow-Up Dear [HIRING MANAGER NAME], I'm thrilled to formally accept the offer for [JOB TITLE] at [COMPANY NAME]. Thank you for working with me on the compensation — I feel great about the agreed base of [$AGREED SALARY]. Before I sign, I wanted to confirm a couple of items we discussed: • [CONDITION 1 — e.g., "A 6-month performance review with the possibility of a salary adjustment based on results"] • [CONDITION 2 — e.g., "A signing bonus of $[AMOUNT] to offset the equity I'm forfeiting from my current employer"] • [CONDITION 3 — e.g., "[X] days of remote work per week, as discussed during our conversation on [DATE]"] If these are reflected in the final offer letter, I'm ready to sign immediately. Looking forward to getting started on [START DATE]. Best regards, [YOUR NAME]
What to lock in: Signing bonuses, accelerated review timelines, remote work arrangements, title adjustments, professional development budgets, and extra PTO are all items that cost the company less than a salary increase but carry significant value.
Verbal promises disappear when your hiring manager changes roles. Every condition you negotiate should appear in the offer letter before you sign. "We'll revisit that later" is not a commitment — it's a polite way of saying no. Learn more about building a strong personal brand that makes these conversations easier in the personal branding guide.
The acceptance email is the last moment of leverage in a negotiation. Use it to lock in review timelines, signing bonuses, or flexibility — the items companies approve easily but that compound over your tenure.
Templates are starting points, not scripts. The right tone depends on three factors:
1. Company culture. A startup with 30 employees communicates differently than a Fortune 500. Formal companies expect "Dear [Name]" and structured paragraphs. Startups may respond better to a shorter, more conversational tone.
2. Seniority level. The higher the role, the more direct the negotiation. A VP candidate doesn't need to justify asking for market rate. A junior candidate benefits from more evidence and humility in framing.
3. Timing. Negotiating during a hiring surge (Q1, Q3) tends to yield better results than during budget freezes (Q4). Raises requested within 30 days of a major achievement land harder than those requested "in general."
Replace every generic phrase with specifics. "My experience" becomes "my 6 years leading cross-functional product teams." "Market data" becomes "Glassdoor's 2025 median of $112K for Senior Product Managers in Austin." Specificity is credibility.
Most negotiation emails fail not because of the ask — but because of a single avoidable mistake in the delivery.
3 Negotiation Email Mistakes to Avoid
- Leading with personal needs instead of market dataImpact: The employer sees the request as emotional, not professional. Personal expenses are not their problem, and the request is easy to dismiss without a number attached.Fix: Always anchor your ask in external data: 'Based on BLS and Glassdoor data, the market range for this role is $X–$Y.' Your personal budget is irrelevant to the negotiation — the market is not.
- Giving a range instead of a specific numberImpact: If you say '$90K–$110K,' the company hears '$90K.' Ranges anchor to the bottom. You've negotiated against yourself before the conversation started.Fix: State one number: 'I'm proposing $105,000.' If there's flexibility, let the employer suggest the range. Your job is to anchor high, not provide a discount menu.
- Using apologetic or uncertain languageImpact: Phrases like 'I'm sorry to bring this up' or 'I don't know if this is reasonable' signal that you don't believe in your own ask. If you don't, why should they?Fix: Replace hedging with confidence: 'I'd like to discuss' instead of 'I was wondering if maybe.' Every sentence should sound like a professional making a reasonable business request.
Salary negotiation emails fail on delivery, not on the ask. Anchor in market data, state one specific number, and eliminate apologetic language. Confidence is the format, not the feeling.
7 Salary Negotiation Emails — Summary
- 1Template 1 (Initial Negotiation): Express excitement, cite market data, name your number, keep the door open.
- 2Template 2 (Counter-Offer): Lead with data showing the offer is below market, propose a specific counter, and offer to discuss total comp alternatives.
- 3Template 3 (Raise Request): Document quantified achievements in bullet format, cite market benchmarks, and propose a specific target number.
- 4Template 4 (Post-Review): Use the company's own positive review as your anchor — their documented praise is your strongest evidence.
- 5Template 5 (Competing Offer): Frame it as 'help me say yes to you' — never as an ultimatum. Offer transparency, not threats.
- 6Template 6 (Follow-Up): Wait 3-5 business days, restate enthusiasm, and offer to provide additional context. Silence is not rejection.
- 7Template 7 (Acceptance with Conditions): Lock in signing bonus, review timelines, remote flexibility, or title adjustments before signing — the last moment of leverage.
Frequently Asked Questions
How long should a salary negotiation email be?
Under 200 words for a counter-offer email, under 300 words for a raise request with documentation. Hiring managers and HR professionals scan emails quickly — a long email gets filed for later, and later often means never. Get to the number within the first three sentences.
When is the best time to send a salary negotiation email?
Tuesday through Thursday, between 9:00 AM and 11:00 AM in the recipient's time zone. Avoid Monday mornings (inbox overload) and Friday afternoons (deprioritized over the weekend). For raise requests, send within 30 days of a major accomplishment or positive performance review while the results are still top of mind.
Should you negotiate salary via email before the offer letter?
Yes — negotiate before signing the offer letter, not after. Once the offer letter is signed, the company has no incentive to adjust. The window between receiving a verbal offer and signing the written letter is the prime negotiation zone. Send your counter-offer email within 24-48 hours of receiving the written offer.
What if the employer says the salary is non-negotiable?
Shift to total compensation. Ask about signing bonuses, equity or stock options, additional PTO, remote work days, professional development budget, or an accelerated performance review timeline (e.g., a 6-month review instead of annual). Many employers who cannot flex on base salary have discretion on these components. Template 7 in this guide covers exactly how to structure this request.
Can you lose a job offer by negotiating salary?
It is extremely rare for a professional, data-backed negotiation to result in a rescinded offer. According to a Robert Half survey, only 3% of hiring managers have ever rescinded an offer due to negotiation. If a company withdraws an offer because you professionally asked for market rate, that signals a workplace culture problem — not a negotiation mistake.
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Sources & References
- Robert Half — 2025 Salary Negotiation Survey: 70% of Managers Expect Negotiation — Robert Half (2025)
- SHRM — Negotiating Job Offers: Best Practices for Employers and Candidates — Society for Human Resource Management (2025)
- Bureau of Labor Statistics — Occupational Employment and Wage Statistics — U.S. Bureau of Labor Statistics (2025)