Receiving a job offer brings a wave of excitement, but that initial thrill is often followed by a question: should you negotiate your salary? The process can feel daunting, but it is a standard part of the hiring process.
The good news is that you can negotiate your compensation over email. When approached with a clear strategy, using email for this important conversation can be a highly effective and professional way to advocate for your value. It allows for a level of precision and thoughtfulness that a spontaneous phone call might not.
When Email Negotiation Is a Good Idea
Using email for salary negotiation is a strategic choice that is particularly well-suited for certain situations. It is a strong option when the initial job offer was extended via email, as it keeps the conversation within the same communication channel. This approach is also appropriate when your primary contact throughout the hiring process has been through email, which maintains the established dynamic of your interactions.
One of the primary benefits is the creation of a written record, which documents all figures and points of discussion, preventing misunderstandings later. This method also grants you the valuable gift of time. Instead of reacting immediately on a phone call, you can conduct thorough market research, analyze the offer, and compose a well-reasoned response without feeling pressured. This deliberate process helps in avoiding emotional or impulsive reactions, ensuring your counteroffer is presented logically.
For candidates coordinating with companies in different cities or countries, email easily overcomes the challenge of scheduling a call across significant time zone differences. It allows both parties to respond at their convenience, moving the process forward without the logistical hassle of finding a mutually available time.
Potential Downsides of Negotiating by Email
While email offers distinct advantages, it’s important to consider its potential drawbacks. The most significant risk lies in the absence of non-verbal cues. In a phone or video call, your tone of voice and demeanor can convey enthusiasm and confidence, but in an email, your words must carry all that weight alone. There’s a risk that your message could be misinterpreted as demanding or ungrateful, rather than assertive and professional.
The back-and-forth nature of email can also significantly slow down the negotiation process. What might be a ten-minute phone conversation can stretch into days of waiting for replies. This delay can create anxiety and may not be ideal if you are managing other job offers with deadlines.
It can also be psychologically easier for a hiring manager to deliver a simple “no” in an email than in a live conversation. A direct conversation allows for a more dynamic exchange where you can respond to objections in real-time and collaboratively explore alternatives. An email rejection can feel more final and may offer less opportunity for further dialogue or to discuss other aspects of the compensation package.
How to Write a Salary Negotiation Email
A well-structured email is fundamental to a successful negotiation, balancing professionalism with clear justification for your request. The message should be broken down into distinct parts, each serving a specific purpose to guide the hiring manager through your thought process. This structured approach ensures your email is easy to read, professional, and persuasive, methodically building your case from appreciation to a well-supported counteroffer.
Crafting the Subject Line
The subject line is the first thing the hiring manager will see, so it needs to be both professional and clear. Avoid vague or overly demanding language. Instead, opt for something that clearly indicates the email’s content without being confrontational. Effective options include “Following up on the offer for [Job Title],” “Question about the employment offer,” or “Response to your offer of [Job Title].”
The Opening
Begin your email by expressing genuine gratitude for the job offer. This sets a positive and appreciative tone, reinforcing your interest in the position and the company. For example, “Thank you so much for offering me the [Job Title] position. I was very excited to receive the offer, as I’m confident my skills in [mention a key skill] will be a great asset to your team,” which reiterates your enthusiasm.
The Counteroffer and Justification
This is the core of your email, where you present your counteroffer and the reasoning behind it. State your desired salary figure clearly and confidently, but avoid presenting it as an ultimatum. For instance, you might write, “After reviewing the offer and considering the market rate for this role in [Your City], I would like to propose a starting salary of [Your Desired Salary].”
Your justification should be based on concrete data and the specific value you bring. Reference your research on industry salary benchmarks from reputable sources. You can also point to your specific experience, unique skills, or significant accomplishments that align with the job’s requirements. Phrasing such as, “This figure is based on my research into similar roles, as well as my [Number] years of experience in [Your Field],” provides a solid, fact-based foundation for your request.
The Closing
End your email on a professional and collaborative note. Express your flexibility and willingness to discuss the matter further, which shows that you view this as a conversation, not a demand. A good closing might be, “I am very enthusiastic about the opportunity to join [Company Name] and am open to discussing this further.”
Suggesting the next step, such as, “Please let me know if you would be open to a brief call next week to discuss,” can help move the process forward. Conclude with a professional closing like “Best regards” or “Sincerely,” followed by your name.
What to Do After You Send the Email
After you’ve sent your negotiation email, the next step is to wait patiently for a response. The timeframe for a reply can vary, but if you haven’t heard back within a few business days to a week, it is appropriate to send a polite follow-up. A simple, non-pushy email checking in on the status of your inquiry is sufficient to show your continued interest. The employer’s response will fall into one of a few common categories:
- The company accepts your counteroffer. If this happens, you should respond promptly by expressing your thanks and formally accepting the revised offer.
- The employer replies with a new offer that is higher than the original but lower than your counter. In this situation, you must decide if the revised figure is acceptable or if you want to continue the negotiation, perhaps focusing on non-salary benefits like additional vacation days.
- The company will hold firm on its original offer, stating that the number is non-negotiable. If this occurs, you have to evaluate whether the initial offer is still attractive enough for you to accept the position.
- The hiring manager may respond by asking to schedule a phone or video call to discuss your request. This is often a positive sign, as it indicates they are taking your counteroffer seriously and want to have a more detailed conversation. Prepare for this call by reviewing your research and key talking points.