Salary Negotiation Email Templates: 9 Examples to Copy

A salary negotiation email should thank the employer, restate your enthusiasm, make one specific, researched request and invite a conversation, all in three short paragraphs. Below are nine copy-paste templates for the most common situations, plus the four-part formula behind them so you can adapt any of them in minutes.

Key takeaways

• Use one specific number, backed by market data and one concrete result. Don’t send a range.
• Keep the email under 200 words; long emails read as anxious.
• Asking works more often than not: in Pew Research Center’s survey, 66% of workers who asked for more pay got more than the first offer.
• If base pay is fixed, negotiate the package: signing bonus, PTO, remote days or an early salary review.

When to negotiate salary by email

Email is a good choice when you want precise wording, a written record, or time to think between replies. Phone works better for reading reactions. Many people use both: a short call to open the conversation, then an email that confirms the numbers.

Either way, you’re in good company. Pew found that most U.S. workers didn’t ask for higher pay the last time they were hired, yet among those who did, 28% got what they asked for and 38% got more than the original offer (Pew Research Center).

Need a first draft fast? Our free salary negotiation email generator fills in these templates with your details. To check whether the offer is fair before you write anything, the AI salary copilot compares it with industry benchmarks, and the AI interview simulator lets you rehearse the follow-up call.

The four-part formula

Part	What to write	Length
1. Gratitude	Thank them and confirm you’re excited about the role	1–2 sentences
2. Value	One fact from market data, one result you’ve achieved	2 sentences
3. The ask	A specific number or benefit	1 sentence
4. Collaboration	Invite a conversation and confirm your interest	1 sentence

Before writing, research your number with the BLS wage data for your occupation and area plus posted salary ranges for similar roles. Our full guide on how to negotiate a job offer explains how to set your target, expected and walk-away numbers.

Subject lines that work

• Offer discussion – [Your Name]
• [Job Title] offer – questions before I accept
• Following up on the [Job Title] offer
• Re: [original offer email subject] (replying in the same thread is often best)

Which template should you use?

Your situation	Template
You have a written offer and want more base pay	1. Standard counteroffer
You have another real offer	2. Competing offer
You need a few days to decide	3. Asking for more time
They say salary can’t move	4. Benefits when salary is fixed
You don’t know the budget yet	5. Asking for the salary range
They met you partway	6. Second-round counter
You’ve agreed and want it in writing	7. Accepting the negotiated offer
The role is paid hourly	8. Hourly pay negotiation
You haven’t heard back	9. Polite follow-up

Template 1: Standard counteroffer

Use this when you have a written offer and want a higher base salary.

Subject: Offer discussion – [Your Name]

Hi [Name],

Thank you again for the offer to join [Company] as [Job Title]. I'm excited about the role, especially [specific project or team detail].

Based on my research for similar roles in [city/remote] and the experience I'd bring, including [specific result, e.g., "growing qualified leads 40% in a year"], I'd like to ask for a base salary of $[target].

If we can reach that number, I'm ready to move forward. Would you be open to a quick call this week to discuss?

Best regards,
[Your Name]
[Phone]

Template 2: Counteroffer with a competing offer

Only use this if the other offer is real.

Subject: [Job Title] offer – [Your Name]

Hi [Name],

Thank you for the offer. [Company] is my first choice because of [team, mission or growth reason].

I want to be transparent: I've received another offer with a base salary of $[amount]. I'd much rather join [Company], so I wanted to ask whether there's flexibility to bring the base salary closer to $[target].

I'd be glad to talk it through, and I can give you my decision by [date].

Thanks,
[Your Name]

Template 3: Asking for more time

Use this if you need a few days to review the offer or wait for another process.

Subject: Re: [Job Title] offer

Hi [Name],

Thank you so much for the offer. I'm genuinely excited about the opportunity.

To give it the consideration it deserves, could I have until [day, date] to review the full package and come back to you? If any details are still being finalized, I'd also appreciate seeing the complete written offer.

Thank you for understanding,
[Your Name]

Template 4: Negotiating benefits when salary is fixed

Use this when the employer says the base salary can’t move.

Subject: Re: Offer discussion – [Your Name]

Hi [Name],

Thank you for explaining the salary band. I understand the base is set for this level.

To help close the gap, would [Company] consider one of the following:
- a signing bonus of $[amount],
- [two] remote days per week, or
- a compensation review at six months based on agreed goals?

Any of these would make it easy for me to accept. Thank you for working with me on this.

Best,
[Your Name]

Template 5: Asking for the salary range

Use this before an interview or when an offer arrives without full details. The New York State Department of Labor suggests a similar approach: thank them and ask for the range before giving an exact number (NY DOL salary negotiation guide).

Subject: Question about the [Job Title] role

Hi [Name],

Thank you for moving me forward in the process. I'm very interested in the position.

Before we discuss compensation further, could you share the salary range budgeted for this role? My expectations are flexible, and knowing the range will help me give you a thoughtful answer.

Thank you,
[Your Name]

Template 6: Second-round counter

Use this when they come back with a number between their offer and your ask.

Subject: Re: Offer discussion – [Your Name]

Hi [Name],

Thank you for going back to the team. I appreciate the updated offer of $[their number].

I'm very close to saying yes. If we can meet at $[midpoint or slightly below your target], or keep $[their number] with a $[amount] signing bonus, I'll accept today.

Thanks again for your flexibility,
[Your Name]

Template 7: Accepting the negotiated offer

Always confirm the final terms in writing.

Subject: Accepting the [Job Title] offer

Hi [Name],

Thank you for working with me on the offer. I'm delighted to accept the [Job Title] position at a base salary of $[amount], with [other agreed terms], starting on [date].

Could you send an updated offer letter that reflects these details? I'm looking forward to joining the team.

Best regards,
[Your Name]

Template 8: Hourly pay negotiation

Use this for hourly roles in retail, healthcare, trades or hospitality.

Subject: Re: [Job Title] offer

Hi [Name],

Thank you for the offer. I'm excited to join the team at [location].

Given my [number] years of experience with [skill or certification], would you consider a rate of $[amount] per hour? If the rate is fixed, I'd also be happy to discuss a shift differential or a pay review after 90 days.

Thank you,
[Your Name]

Template 9: Polite follow-up

Use this if the agreed date passes without a reply.

Subject: Re: Offer discussion – [Your Name]

Hi [Name],

I hope your week is going well. I wanted to follow up on my note from [day] about the offer. I'm still very excited about joining [Company] and would love to finalize the details.

Is there anything else you need from me, or a good time for a quick call?

Thank you,
[Your Name]

How a negotiation email thread usually plays out

Here’s a typical sequence, so you know what to expect:

1. Day 0: the recruiter calls with an offer of $80,000. You thank them, ask for it in writing and agree to reply by Thursday (Template 3 if you need to confirm by email).
2. Day 2: you send Template 1, asking for $88,000 with one market data point and one result.
3. Day 4: the recruiter replies that the band tops out at $84,000 but offers to check on a signing bonus.
4. Day 5: you send Template 6: accept $84,000 if they add a $4,000 signing bonus or a six-month review.
5. Day 6: they agree to the review and a smaller bonus. You send Template 7 to confirm in writing.

Not every thread looks like this, but most follow the same rhythm: a counter, a partial move, and a final confirmation. Staying polite and specific at each step keeps it short.

What to say, and what not to say

Instead of…	Say…
”Sorry to ask, but…"	"I’d like to discuss the base salary."
"I was hoping for $80,000 to $90,000."	"I’d like to ask for $88,000."
"I need more because my rent went up."	"Based on market data for this role and my results in X…"
"That’s too low."	"Is there flexibility to get closer to $X?"
"I’ll only accept if…"	"If we can reach X, I’m ready to move forward.”

How to write a salary negotiation letter

A formal letter follows the same formula with a more traditional layout: your contact details, the date, the employer’s name and address, a formal greeting, three short paragraphs (gratitude, justification, request) and a formal close. Use it if the employer communicates by letter or attached PDF; otherwise, a well-written email is standard and faster.

Common mistakes

• Writing an essay. Three short paragraphs are enough.
• Leaving out the number. “Is there room to improve the offer?” invites a token increase.
• Negotiating everything at once. Pick salary plus one or two priorities.
• Ignoring tone. Reread the email aloud; it should sound warm and confident.
• Sending without proofreading the numbers. A typo in a salary figure is hard to undo.

Checklist before you hit send

• One specific number, researched from two sources
• One concrete result that justifies it
• Under 200 words, warm tone
• Clear subject line and correct names
• A suggested next step (call or decision date)
• Numbers double-checked

After you send it

Most employers reply within a few business days. If you haven’t heard back by the date you agreed, send a short, friendly follow-up rather than a second counteroffer. Worried the request could backfire? Read can you lose a job offer by negotiating salary. If the final offer still isn’t right, our guide on how to turn down a job offer gracefully keeps the door open for the future, and our tips on what to write in an email when sending a resume help with the professional email habits that make every message easier. Browse more in our job search guides.

The best negotiating position is having options. JobsAICopilot applies to matching jobs for you every day, so offers aren’t a one-off, and the AI salary copilot helps you judge each offer against market data. See plans on the pricing page.