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  • Writer's pictureMatilda

How to Negotiate Salary Over Email + 2 Negotiation Templates

Do you currently have a job offer in hand, or do you simply want to prepare yourself in advance? Regardless of the stage you're at in your job search journey, sooner or later, you'll likely find yourself at the final step—salary negotiation.

Given that most communication between companies and candidates happens via email, the chances are you'll need to negotiate salary over email. And this brings out many questions and doubts. What should you write? How can you communicate your salary expectations without appearing too demanding or jeopardizing your job offer?

Don't worry! This post will answer all these questions and guide you on how to create a powerful email for salary negotiation. You'll learn how to present your case and ask for what you're worth, all while maintaining a positive relationship with the company. So, no more feeling unsure or intimidated. Let's dive into the essentials of a compelling salary negotiation email!

Want to jump straight to the templates? Click here.

Btw, while you're at it, don't miss these posts:


Importance of Negotiating Salary

When it comes to your career, negotiating your salary is a crucial step towards achieving your financial goals and ensuring that you are valued for your skills and contributions. It's simple: You deserve to be paid well. Sometimes, you just have to negotiate your way to that ideal salary.

By negotiating your salary, you have the opportunity to increase your earning potential and secure the compensation you'll be satisfied and comfortable with. In case that's not convincing enough, let's explore why negotiating salary is so important.

1. Maximizing your earning potential

By negotiating your salary, you are taking an active role in maximizing your earning potential. When you accept the initial salary offer without negotiation, you may be leaving money on the table. Negotiating can lead to a higher starting salary, which in turn can have a significant impact on your long-term earnings. Remember, every increase in your salary now can compound over time, making a substantial difference in your financial future.

2. Recognizing your value

Negotiating your salary allows you to demonstrate your worth and ensure that your skills and experience are properly recognized. It sends a message to your employer that you are confident in your abilities and that you understand your market value. By advocating for yourself and negotiating a fair salary, you are asserting your value within the organization and setting a precedent for future opportunities for growth and advancement.

3. Building confidence and assertiveness

Negotiating your salary is not just about the money; it is also an opportunity to develop and strengthen your confidence and assertiveness. Engaging in negotiations requires effective communication, strategic thinking, and persuasive skills. By successfully negotiating your salary, you are building these important professional traits that can benefit you throughout your career. It shows that you are willing to stand up for yourself and your worth, which can lead to increased respect and opportunities for advancement.

4. Creating a fair and equitable workplace

When individuals negotiate their salaries, it contributes to creating a fair and equitable workplace. By advocating for your own fair compensation, you are helping to bridge the wage gap and ensure that everyone is compensated based on their skills, experience, and contributions. Negotiating salary sets a positive example for others and can encourage a culture of fairness and transparency within the organization.

Three colleagues having a fun conversation at work.

Photo by Brooke Cagle on Unsplash

5. Long-term implications

Lastly, negotiating your salary can have long-term implications for your financial well-being. A higher starting salary can lead to increased raises, bonuses, and other benefits throughout your career. It can also impact future job offers and opportunities, as your salary history often serves as a benchmark for future negotiations. By negotiating now, you are setting yourself up for greater financial stability and success in the future.

Remember, negotiating your salary is an important step in taking control of your career and ensuring that you are fairly compensated for your skills and contributions. Don't be afraid to advocate for yourself and confidently negotiate the best possible salary.


Research and Preparation

Before you start negotiating your salary over email, it is crucial to do your homework and be well-prepared. This will not only give you the confidence to negotiate effectively, but it will also help you set realistic expectations and increase your chances of success.

To do so, you should follow three key steps:

  1. Understand your value,

  2. Know the market rates,

  3. Identify your desired salary range.

Understand your value

Begin by evaluating your skills, qualifications, and relevant experience. Take a close look at your achievements and the value you bring to the table. What sets you apart from other candidates? Identify your unique selling points and emphasize them in your negotiation. Understanding your value will give you the confidence to ask for what you deserve.

Know the market rates

Person holding a wallet, symbolizing the importance of knowing your value in salary negotiations.

Research the current market rates for similar positions in your industry and location. Websites like Glassdoor, Payscale, and LinkedIn Salary Insights can provide valuable insights into salary ranges. Consider factors such as your experience level, education, and the demand for your skills. This information will help you negotiate within a realistic range and avoid undervaluing yourself.

Identify your desired salary range

Determine your desired salary range based on your research and personal circumstances. Consider your financial needs, lifestyle, and long-term goals. It's important to set a range rather than a specific number to allow room for negotiation. Be prepared to justify why you believe this range aligns with your value and the market rates. Having a clear salary range in mind will help you navigate the negotiation process with confidence.

You don't have to figure it all out on your own.

Grab this negotiation cheat sheet and get the salary you deserve!↓ 


How to Write a Salary Negotiation Email

Onto the main reason you're here: writing a compelling salary negotiation email. Let's see how to craft an email template that will help you negotiate your salary offer with confidence and professionalism. By following these steps, you can increase your chances of securing a salary that reflects your skills and qualifications.

Step #1: A straightforward subject line

Your subject line is the first thing the recipient will see, so it's essential to make it easy to understand. Use keywords like "Thank you for your offer," "Job Title - Compensation" or "Job Title - Offer" to grab their attention. Keep it concise and to the point so they know what the email is about right away.

Step #2: Greeting and introduction

Start your email with a polite and professional greeting, addressing the recipient by their name if possible. Begin with a brief introduction to set the tone and establish rapport. Keep it concise, friendly, and respectful.

Step #3: State your appreciation

Person holding a 'Grateful' sign.

Photo by Nathan Dumlao on Unsplash

Express your gratitude for the job offer and the opportunity to join the company. This shows that you value their consideration and creates a positive atmosphere for the negotiation process.

Step #4: Present your case

Clearly state why you believe your current offer doesn't align with your qualifications and responsibilities. Provide specific examples of your skills, experience, and achievements that make you an asset to the company. Use bullet points or bolded text to make these points stand out.

Step #5: Highlight Your Qualifications and Achievements

Emphasize your relevant qualifications, certifications, and any notable achievements that make you a strong candidate. Use numbers and statistics to demonstrate the impact you've made in previous roles. This will help justify your request for a higher salary.

Step #6: Justify your salary expectations

Explain why you believe your salary expectations are justified based on market research, industry standards, and your level of expertise. Show that you have done your homework and that your expectations are reasonable.

Step #7: Leave room for negotiation

A notebook, a phone, a coffee mug and a laptop on a table.

Photo by Andrew Neel on Unsplash

End your email by expressing your willingness to discuss the offer further and find a mutually beneficial solution. This demonstrates your flexibility and desire to work collaboratively with the company. Close with a polite and professional sign-off.


Salary Negotiation Email Templates

Now, all these tips are great. But nothing helps more than seeing them in action, right? So, instead of crafting an email from scratch, feel free to steal these salary negotiation email templates:

Salary Negotiation Email Template #1

Subject line: Thank You for Your Offer - {Job Title}

Dear {Name},

I'm genuinely grateful for the offer and excited about the prospect of joining {Company}.

However, after careful consideration, I'm hoping there's room for us to discuss the compensation package further.

In my time reflecting on the offer, I've noted that my qualifications and responsibilities align with the demands of the role. Allow me to highlight a few key points:

  • {Highlight specific skill #1}

  • {Highlight specific experience #1}

  • {Highlight notable achievement #1}

Moreover, my background includes {relevant qualifications and certifications}, and I have achieved {quantifiable achievements} in my previous roles, demonstrating my ability to deliver results.

Considering market research, industry standards, and my expertise, I'm confident that an adjustment in the salary aligns with the value I bring to the position, bringing it closer to {expected salary}.

I am open to discussing this further and finding a mutually beneficial solution.

Thank you for your understanding and consideration.

Best regards,

{Your Full Name}

Want to keep it shorter? Use the following template.

Salary Negotiation Email Template #2

Subject line: Thank You for Your Offer - {Job Title}

Hi {name},

Thank you for extending the job offer. I'm genuinely excited about the prospect of joining and contributing to {Company Name}.

As much as I'm enthusiastic about the opportunity, I believe a slight adjustment in the compensation would better reflect my skills and the value I bring. Based on my experience, particularly in {specific skill/experience}, and achievements such as {quantifiable achievement}, I propose {specific expectation}, aligning with industry standards.

Please let me know how we can get closer to the proposed salary.

Looking forward to your feedback and a positive collaboration.


{Your name}

Loved this one and need more templates? Check out Emails That Get You Hired.

With 30+ word-for-word job search templates, you'll know exactly what to say and how to say it at every step of your journey. You can finally stop overthinking and stressing about messages you send to recruiters or hiring managers!


The Right Tone for Salary Negotiation

When negotiating a salary offer via email, it is crucial to maintain a professional and polite tone throughout your communication. This will help you come across as confident, knowledgeable, and respectful, increasing the likelihood of a successful negotiation.

Here are some tips to help you achieve the right tone:

Use clear and concise language

When writing your email, make sure to use clear and concise language. Be specific in expressing your thoughts and avoid using unnecessary jargon or complicated terms. This will help ensure that your message is easily understood and leaves no room for confusion.

Avoid demands or ultimatums

While it's important to assert your value and negotiate for what you believe you deserve, it's equally important to avoid using demanding or ultimatum-like language. Instead, focus on presenting your case in a respectful and persuasive manner. This will create a more collaborative atmosphere and increase the chances of reaching a mutually beneficial agreement.

Express enthusiasm and interest

Throughout your email, express enthusiasm and genuine interest in the position and the company. Let the employer know that you are excited about the opportunity and that you value their organization. This will help build rapport and show that you are eager to find a solution that works for both parties.

Maintain a friendly tone

While negotiating, remember that you are engaging in a professional discussion, not a confrontation. Your tone matters. A lot. So, always maintain a friendly tone. Keep your tone positive, respectful, and cooperative. This will create a more favorable impression and make it easier for the employer to consider your requests.

Two women sitting next to each other having a friendly conversation in an office.

Photo by Amy Hirschi on Unsplash

Once you've sent your initial salary negotiation email, it's important to follow up and continue the conversation. This section will guide you through the next steps, helping you navigate counteroffers and reiterate your value.

Give the employer time to respond

After sending your initial email, it's crucial to be patient. Give the employer ample time to review your request and respond. Remember, they may have other priorities and deadlines to meet. It's best to wait at least a week before following up.


How to Respond to Counteroffers

When negotiating a salary offer, it's common for employers to counter with a different figure. Be prepared for this possibility and consider it as part of the negotiation process. Research the market value for your position and anticipate possible counteroffers.

Responding to counteroffers

When you receive a counteroffer, take some time to evaluate it. Compare the new offer with your expectations and the market value for similar roles. If the offer falls short, craft a response that politely and confidently states your reasons for requesting a higher salary.

Reiterate your value

When negotiating further, it's essential to remind the employer of the value you bring to the table. Highlight your skills, accomplishments, and how you can contribute to the company's success. Emphasize why you deserve a higher salary based on your qualifications and the value you bring to the role.

Suggest alternative benefits

If the employer is unable to meet your desired salary, consider proposing alternative benefits that can enhance your compensation package. These could include additional vacation days, a flexible work schedule, professional development opportunities, or remote work options. Be open to creative solutions that can meet both parties' needs.

A home office space with a macbook on the table.

Photo by Mikey Harris on Unsplash

Once you have gone through the negotiation process and reached a mutual understanding, it's time to finalize the deal. This section will guide you through the necessary steps to ensure a smooth and successful conclusion to your salary negotiation.

Reaching an agreement

After a series of back-and-forth discussions, you and the employer have reached a compromise on the salary offer. It's important to confirm all the agreed-upon details before proceeding further. Take the time to review the terms and conditions, including any additional benefits or incentives that were part of the negotiation. Ensure that both parties are clear about the expectations and responsibilities associated with the job position.

Get the offer in writing

Once you have reached an agreement, it's crucial to have the final salary offer in writing. This serves as a formal document that protects both you and the employer. The written offer should include all the agreed-upon terms, such as the salary amount, start date, working hours, benefits, and any other relevant details. Having a written offer provides clarity and avoids any potential misunderstandings in the future.

Loving this?

Get more tips + over 30 word-for-word job search templates, so you'll know exactly what to say and how to say it at every step of your journey.

Express gratitude

After finalizing the deal, it's essential to express your gratitude to the employer for the opportunity and for considering your requests during the negotiation process. A simple thank-you email or a handwritten note can go a long way in showing your appreciation. Remember to be sincere and specific in your gratitude, highlighting the aspects of the offer that you are particularly excited about. This not only leaves a positive impression but also reinforces the professional relationship you have established with the employer.

A thank you note and a fountain pen on a surface.

Photo by Aaron Burden on Unsplash


Key takeaways

Negotiating a salary over email ain't easy. But with the right approach and a well-crafted template, you can increase your chances of getting the salary you deserve.

Here are the 3 main tips to follow:

  • Remember to research the market value for your position, highlight your unique qualifications, and be confident in your worth.

  • Keep your email concise, professional, and polite, focusing on the value you bring to the company.

  • Stay open to compromise and be willing to engage in constructive dialogue.

By following these steps, you can navigate the negotiation process effectively and secure a salary that reflects your skills and expertise.

Headshot of two female expats and career coaches. Cutout headshot in a circle on purple background.

Matilda Patsou & Ana Colak-Fustin

Hi there! We're Matilda and Ana — founders of MoreThanCareers, expats, international corporate recruiters, and HR professionals with 18+ years of combined HR experience. Since 2018, our career-building techniques, tools, and resources have helped over 500 coaching clients and 8,000 individuals worldwide land new, more fulfilling, higher-paying, career-changing jobs. Now it's your turn. And MoreThanCareers is here to help!

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