An email to negotiate salary is a standard part of the hiring process. It is a professional conversation that demonstrates you understand your market value and provides an opportunity to advocate for your skills. Successfully navigating this conversation sets a positive tone for your new role and reinforces the value you will bring to the company.
Preparing to Negotiate
Before you begin writing, an important step is gathering data to build your case. Start by researching the market rate for the specific role in your geographic location. Websites like Glassdoor, Payscale, and LinkedIn’s Salary tool provide aggregated, anonymous salary data that can give you a realistic baseline. When using these tools, input the job title, industry, and city to get the most accurate range. Some platforms even allow you to filter by years of experience and company size, adding another layer of precision to your research.
With a market range established, you must then situate your own qualifications within it. Scrutinize the original job description and compare it against your resume, noting every skill, certification, or experience that exceeds the minimum requirements. If the role asks for five years of experience and you have eight, or if you possess a specialized skill like fluency in a particular software that wasn’t required, these are powerful points of leverage. Quantify your past achievements with specific metrics—for example, “increased sales by 15%” or “managed a budget of $500,000″—to transform your experience into tangible value for the employer.
The final step in preparation is setting your financial boundaries. Based on your research and self-assessment, determine your ideal salary target. This is the number you will propose. Just as importantly, decide on your “walk-away” number—the lowest figure you would be willing to accept. This number should be based on your personal financial needs, other job prospects, and the minimum salary that would make you feel valued in the role. Knowing this figure beforehand prevents you from making an emotional decision in the heat of negotiation.
Structuring Your Salary Negotiation Email
The structure of your email is just as important as the words you use. A logical flow guides the hiring manager through your thought process and makes your request easy to understand. Each part of the email has a specific function, from the subject line to the sign-off, and should be crafted with care.
Your subject line should be professional and immediately clear. Avoid vague phrases. Instead, use a direct subject line that includes the job title and your name, such as “Job Offer: [Your Name]” or “Following up on my offer for [Job Title].” A slightly more direct option is “Question about my offer for [Job Title].” This ensures the email is opened promptly and its context is understood before the first sentence is even read.
Begin the body of the email by expressing sincere appreciation and enthusiasm. Start with a sentence like, “Thank you so much for the offer for the [Job Title] position. I was so excited to receive it, and I am very much looking forward to the possibility of joining the team.” This positive opening reaffirms your interest and frames the subsequent negotiation as a detail to be worked out among future colleagues, not as a demand.
The next paragraph is where you make your counteroffer. Be direct and polite. A good way to phrase this is, “Based on my research into the market rate for this role in [City] and considering my [Number] years of experience in [Your Field], I would like to propose a starting salary of [Your Desired Salary].” Follow this with your brief, evidence-based justification, such as, “My background in [Specific Skill 1] and [Specific Skill 2] aligns directly with the responsibilities outlined, and I am confident I can deliver the results you are looking for.”
Conclude the email with a collaborative closing. Reiterate your enthusiasm and suggest the next step. For example, write, “I am very excited about the value I can bring to [Company Name]. Would you be open to discussing this further?” This maintains a positive and flexible tone. End with a professional sign-off, such as “Sincerely” or “Best regards,” followed by your full name.
What to Do After You Send the Email
After you send your negotiation email, the key is to be patient while preparing for the potential outcomes. The company will likely need some time to discuss your request internally, which could involve multiple stakeholders. Avoid the temptation to send a follow-up email too quickly. A good rule of thumb is to wait at least three to five business days before checking in if you have not received a response.
The company’s response will typically fall into one of three categories. They might accept your proposed salary, in which case you can reply with a gracious acceptance and confirm the next steps. They could also come back with a new counteroffer, which lands somewhere between their initial offer and your request. In this scenario, you must decide if the new number is acceptable or if you wish to continue the conversation, perhaps by asking if there is any flexibility on other benefits like vacation time or professional development funds.
It is also possible that the company will state they are unable to increase the salary. If they say no, it is important to respond professionally. You can express your disappointment but reiterate your enthusiasm for the role if you still plan to accept the original offer. If the salary is a deal-breaker, you can politely decline, thanking them for their time and consideration. This leaves the door open for future opportunities and ensures you maintain a positive reputation.