How to Write a Salary Negotiation Email

Salary negotiation by email is uncomfortable for almost everyone. Most people either avoid it entirely or go into it without a clear strategy, both of which leave money on the table. The reality is that negotiating is expected — most hiring managers and employers build room into their initial offers precisely because they anticipate a counter.

A well-written negotiation email won't cost you an offer. A poorly written one might, but the bar for "poorly written" is actually quite high. As long as you're professional and specific, you have very little to lose and potentially a lot to gain.

The Core Principles

Express genuine enthusiasm first. You want the other person to know you're serious about the opportunity before you start negotiating. An employer who isn't sure you want the job has no incentive to improve the offer.

Be specific about what you're asking for. "I was hoping for a bit more" doesn't give the other party anything to work with. A specific number does. It also signals that you've thought this through, not that you're negotiating out of habit.

Give a reason. You don't owe anyone an explanation, but providing one makes the negotiation feel collaborative rather than transactional. Market data, your current compensation, competing offers, and cost of living are all legitimate reasons.

Keep it short. Salary negotiation emails should be brief. Three to five sentences is enough. Longer emails can come across as defensive or over-explained.

Templates

Countering a job offer (salary)

Subject: Re: [Job Title] Offer — [Your Name]

Hi [Name],

Thank you so much for the offer — I'm genuinely excited about the role and the team, and I've been impressed throughout the process.

I'd like to discuss the base salary. Based on my research into market rates for this role in [location/industry] and my [X years of experience in relevant area], I was hoping we could get to [specific number]. Is there flexibility there?

I'm excited to make this work and look forward to your thoughts.

[Your Name]

Countering a job offer (when you have a competing offer)

Subject: Re: [Job Title] Offer — [Your Name]

Hi [Name],

Thank you for the offer — I'm very excited about [Company] and this role specifically.

I want to be transparent: I currently have an offer from another company at [number or "a higher compensation level"]. [Company] is my first choice, and I'd love to find a way to make this work. Is there room to get to [specific number]?

I'd like to get this resolved quickly, and I'm happy to jump on a call if that's easier.

[Your Name]

Asking for a raise (current employer)

Subject: Compensation Discussion — [Your Name]

Hi [Manager's Name],

I'd like to schedule time to discuss my compensation. Over the past [time period], I've [specific accomplishments — projects delivered, revenue generated, team contributions], and I believe my current salary of [amount] no longer reflects the scope of the role or the market rate for someone at my level.

Based on my research, a salary of [specific number] would be more in line with what I'm seeing for comparable roles. I'd love the chance to discuss this.

When would be a good time to connect?

[Your Name]

Negotiating other parts of the offer (when salary is fixed)

Subject: Re: [Job Title] Offer — A Few Questions

Hi [Name],

Thank you again for the offer. I'm very excited about the role and the team.

I understand that the base salary may be fixed, so I wanted to ask about a few other aspects of the package. Specifically, I was hoping to discuss [signing bonus / additional vacation days / remote work flexibility / professional development budget / earlier performance review]. Would any of these be possible to revisit?

Looking forward to hearing your thoughts.

[Your Name]

Accepting after negotiation

Subject: Re: [Job Title] Offer — Accepting

Hi [Name],

Thank you for working with me on the compensation. I'm happy to accept the offer at [final agreed number] and am looking forward to joining the team.

Please let me know what the next steps look like from here.

[Your Name]

What to Do If They Say No

A "no" to your counter isn't the end of the negotiation — it's information. If they can't move on base salary, ask about other components: signing bonus, earlier performance review, additional PTO, remote flexibility, or professional development budget. If none of that moves either, you have a real decision to make about whether the offer works for you at the original number.

What you don't have to do is accept immediately after a "no." It's entirely professional to say "Thank you — I need a day or two to think it over" regardless of whether you plan to accept.

What Not to Do

Don't apologize for negotiating. Starting with "I'm sorry to ask this but..." signals that you think the request is unreasonable. It isn't. Negotiating is normal.

Don't give a range. If you say "I was hoping for $90,000 to $100,000," the employer will anchor to the lower number. Name a specific figure.

Don't negotiate over multiple rounds without getting something. Sending repeated counters without accepting any movement is aggressive and can sour the relationship. If you've gone back twice and the employer hasn't moved, you're close to the ceiling.

Don't threaten to walk unless you mean it. "I'll have to decline the offer if we can't get to X" is a real statement with real consequences. Only say it if you're genuinely prepared to follow through.

Getting the Tone Right

Negotiation emails need to be confident without being aggressive, enthusiastic without being desperate. The wrong tone in either direction weakens your position. If your draft feels off, paste it into PolishIt and try the Professional or Firm tone to find the right register.

Related reading: How to Ask for a Raise by Email · How to Follow Up on a Job Application · How to Write a Firm but Polite Email