Whether you’ve just received a job offer or feel your responsibilities have changed, at one point you’ll likely need to negotiate your salary. Salary discussions with a recruiter, hiring manager, or boss can be uncomfortable. You don’t want to seem unappreciative, but you want your wages to reflect your true value.
You deserve to feel good about your compensation. Writing a professional salary negotiation email can help you broach the subject with your employer clearly and thoughtfully.
Why you should negotiate your salary
Yes — your salary pays your bills. But knowing your employer fairly compensates you also contributes to job satisfaction and overall happiness at work. It’s how they show they value and appreciate your efforts.
Despite this, most people are reluctant to discuss compensation. According to a Salary.com survey, only 37% of candidates always negotiate their base salary when they accept an offer of employment.
As a result, they could forgo up to $500,000 by the age of 60. The numbers aren’t better for existing employees. The same survey found that only 12% take advantage of an annual review to discuss a higher salary, while 44% never bring it up.
The main reason for holding back? Fear and a lack of know-how. That’s unfortunate because the odds favor success, whether you’re making a counteroffer on an initial salary proposal or requesting a raise.
Employers expect new hires to negotiate compensation packages, and when a candidate makes an attempt, they’re successful 85% of the time. The success rate is nearly as high for existing employees, with 70% who request a raise receiving one.
Regardless, if you still feel uncomfortable negotiating a job offer, discussing compensation, learning how to write a salary negotiation email can help you make your case for a pay increase with less anxiety.
What’s a salary negotiation email?
A salary negotiation email is a letter you send to a potential employer or existing manager requesting an increase in compensation. Usually, you write it in response to an initial work offer or after you’ve been with a company for more than a year.
Email writing is acceptable in salary negotiations, especially if it’s your primary method of communication. It’s also helpful on two fronts. Writing an email relieves some of the stress of talking face-to-face.
It also lets you clearly list qualifications, outline accomplishments, and express your desire for more pay, making your case while maintaining your professional composure no matter how nervous you feel.
How to write a salary negotiation email: 7 steps
Like any other formal correspondence, a salary negotiation email must be professional and courteous. Take your time, and include the following:
1. A clear subject
Leave the topic of salary in the body of the email. Instead, create a relevant subject line that doesn’t mention compensation. “Reply: E-commerce coordinator job offer” clarifies what you wish to discuss without referring to pay.
2. An appropriate greeting
Choose a respectful and professional greeting depending on your interactions throughout the hiring process.
“Dear [name]” is perfect for a more formal relationship, while “Hey [name]” is acceptable for casual situations. You can also add a greeting, like “I’m pleased to speak with you again” or “I hope your day is going well,” to connect with the recipient and break the ice.
3. A statement of gratitude
Expressions of gratitude create an atmosphere of generosity that strengthens relationships and smooths the negotiation process. If you’ve received a job offer, let your prospective employer know how excited you are about the opportunity. If you’re asking for a raise, express how much you enjoy working for the company.
4. A specific salary expectation
Now that formalities are out of the way, it’s time to state your request. Based on the market average for similar positions, you should already have a salary range or a specific number in mind. This value is the starting point for the negotiation.
It’s preferable to be upfront about your salary expectations, but if you’re uncomfortable, you can ask if there’s an opportunity to review the offer or your current salary.
5. Justification for an increased salary
Once you’ve made your request, state your case. Show your value by listing work accomplishments, employee strengths, and qualifications, including quantifiable examples. Be specific and express how your successes brought value to the company. The more evidence you present, the more reasonable your request will seem.
6. Other negotiable items
Money isn’t the only means of compensation. Your salary may be non-negotiable, but your employer might improve other areas, like a higher health spending account or more paid time off (PTO), to improve your work-life balance and overall well-being.
7. A positive sign-off
Once again, thank the potential employer or your manager for considering your request. Let them know how much you enjoy or look forward to working with them. Follow up by requesting confirmation of next steps before signing off with your full name and contact information.
6 tips and best practices for your email
Whether you’re an entry-level worker or a seasoned professional, finding a compromise on a proposed salary increase is an opportunity to practice your negotiation skills. Incorporating these tips and tricks will polish your salary negotiation email and help it stand out.
1. Keep it simple
You may feel there’s a lot of ground to cover to justify your salary increase, but it’s best to restrict your email to three or four paragraphs, including an introduction, body, and conclusion. That way, you don’t lose important information in miscellaneous details.
Miscommunications often happen in emails. Avoid confusion by considering your tone during the writing process. Keep your language simple and direct while remaining polite. And remember to emphasize your continued interest in joining the company or building a professional relationship.
2. Know your value
Like in a job interview, you’re selling yourself to the employer. Your negotiation email should outline how you bring value to the role. Include anything relevant to the job description, like your skill set, education, and certifications.
To better understand your value, find out if there’s an industry-standard market value for someone in your position. Investigate job postings, and online databases to discover the average salary for someone with your:
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Qualifications
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Experience level
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Employer and department
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Geographic location
Salary calculators like Glassdoor’s Know Your Worth can help you build a compensation profile based on what you bring to the table. And if your existing wage or starting salary is less than the market average, mention that in your email.
3. Aim high
If you provide your employer with a salary range, their initial proposal will gravitate toward the lower end of that scale. To avoid a lowball offer, establish a salary range that places your desired amount closer to the middle so you both have room to bargain.
4. Consider alternative forms of compensation
Be open to exploring other options if your salary is non-negotiable. Some perks are just as valuable as financial compensation, so consider the following:
Remember to assess your expenses before suggesting an offer to know what you’d accept if they disapprove of your initial request. You might realize you actually care more about increased vacation time, less about a salary increase, and can adjust your email as necessary.
5. Be firm
After careful research and considering alternatives, stay firm on your request, drawing on your data and proven results to show you know what you’re worth and have evidence to back it up.
This confidence is also an excellent negotiation strategy as you’re stressing you won’t back down. For fear that you’ll reject the job offer or leave to find better employment, they might respond to this confidence with a firm “Yes.”
6. Review your letter
Before you hit “Send,” read your letter aloud and run it through a spelling and grammar checker to ensure it’s professional and error-free. You could ask a trusted friend, mentor, or career coach to review your letter to gain their perspective.
Salary negotiation email template
If you’ve received a job offer and would like to negotiate your starting salary, here’s a template you can use to frame your email.
Subject: Offer response – [job title]
Greeting: Dear [first name]
Gratitude: I was very excited to receive your offer for the [job title] position. Thank you very much.
Expectation: Before I accept, I’d like to discuss the matter of salary. I’ve researched the compensation for employees with comparable experience in similar roles. After some consideration, I believe a salary falling between [salary range] would better reflect my [skills, experience, or achievements], which is slightly more than your initial offer of [initial offer].
Justification: In my last position, my [accomplishment one] delivered [quantified result one] for my previous employer. I also [accomplishment two], which allowed me to [quantified result two]. I’m confident I can achieve the same results or better in this new role.
Alternative: Are you open to negotiating this salary or other aspects of the compensation package, such as [alternative one], [alternative two], or [alternative three]?
Closing: I’m excited about my future with [company name] and hope we can find something mutually agreeable here. I look forward to hearing from you regarding our next steps.
Thank you again for your time and consideration.
Sincerely,
[full name]
Salary negotiation email samples
If you’re looking for additional guidance, here are two more examples.
1. Counteroffer email for new job applicant
Subject: Sales Manager Employment Offer – Reply
Dear [name],
I hope you enjoyed your weekend.
I was very excited to receive your offer for the Assistant Sales Manager role with [company name].
I’ve considered your offer and would like to discuss my starting salary before accepting. My extensive knowledge and five years of experience in B2B sales will be a great addition to your growing sales department.
During my time with my previous employer, I regularly exceeded my group sales quota by 15%. I also have a proven track record of building rapport with my clients, which allows me to retain their business year-over-year.
The responsibilities of this role will enable me to contribute directly to [company name]’s continued success, which is why I’m enthusiastic about working with you and your team.
I would accept this role if the salary sat between $88–92,000 yearly. After reviewing the average market value for someone in my position, I believe this amount is a fair reflection of my skills and years of experience.
I recognize this is more than your offer of $82,000, and am willing to accept additional paid vacation time or a comprehensive health benefits package if you can't consider a salary increase.
Thank you again for your consideration. I await your response to discuss next steps and am very eager to start my career with [company name].
All the best,
[name]
[number]
2. Pay increase email
Subject: Performance review follow-up
Hello [name],
I hope you’re having a wonderful afternoon.
I appreciated your feedback during my annual performance review. I genuinely enjoy working for [company name] and am thrilled that my work satisfies you.
The four projects I took the lead on challenged my abilities, and it’s gratifying to hear the clients were pleased with the results. I look forward to continuing to expand my project management skills over the coming 12 months.
Based on my performance, I would like to request a review of my current salary. In addition to my project management duties, I’ve streamlined our design process and reduced the amount of rework by 10%.
In addition, I’ve delivered two projects ahead of time while mentoring three new employees. My contributions have increased the company’s profit margin by 8%.
Considering my success and continued commitment to growing the department, I believe a salary of $102–107,000 would align better with my skills and experience.
The amount is only slightly more than my present salary of $98,000 and better reflects the current market average in the state. If you can’t accommodate a salary increase, I would consider the possibility of remote work and other professional development opportunities.
I appreciate you taking the time to review my request. Please let me know if you’d like to meet in person to discuss the matter further. I look forward to hearing from you soon.
See you at next week’s team production meeting.
Sincerely,
[name]
It gets easier
Feeling nervous about negotiating your salary is understandable, especially if it's your first time. But let the research guide you — seeing how employers pay others with your experience level will affirm your worth.
Now that you know how to write a salary negotiation email and have useful templates to start with, you’re well-equipped to stand up for what you think is fair.
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