Guide
Salary Negotiation Email: 7 Templates for Every Step
A salary negotiation email thanks the recruiter, says you're excited about the role, asks for one specific number or change with a short reason, and ends with a clear next step. Keep it under 200 words, send it within the time you agreed, and keep the same friendly tone in every reply.
Key takeaways
- A salary negotiation email should ask for one specific number or change, give a short reason based on the role's scope or your results, and say what happens if they agree.
- Before you counter, ask for the full offer in writing so you can weigh base, bonus, equity and benefits together.
- A good subject line for a salary negotiation email is plain and easy to find later, such as "[Your name] – offer for [Role]".
- If a recruiter says the base salary is fixed, a sign-on bonus, equity or an early pay review are common things to ask about instead.
- Once you've agreed terms, accept in writing and list what you agreed, so the final offer letter matches.
Download all 7 templates (Word) Opens in Google Docs too.
How do you write a salary negotiation email?
Write a salary negotiation email in four short parts: thanks, genuine interest, one specific ask with a reason, and a next step. Send it to whoever made the offer, usually the recruiter, and keep it short enough to read on a phone.
This page gives you the emails for each step of an offer, in order. For strategy (how to find the number, when to push and what to trade), start with our salary negotiation guide. For more counter versions, including a competing offer, see the counter offer letter templates.
Should you negotiate salary by email or on the phone?
Either works, and most offers use both: the recruiter calls with the news, and the details and counters go back and forth in writing. Email gives you time to think and a record of what was agreed. A call is faster and warmer for the back-and-forth.
| Use email when | Use a call when |
|---|---|
| You need time to think before answering | The recruiter prefers to talk, and asks for a call |
| You want a written record of numbers | Several parts of the package are moving at once |
| You get nervous thinking on the spot | You want to hear how firm a “no” really is |
| You’re confirming what was agreed on a call | You’re close and want to close it in one conversation |
A good pattern is to ask for the call, then send a short email after it confirming what you discussed.
What subject line should you use?
Use a plain subject line that the recruiter can find later. Reply in the same thread as the offer if there is one.
- “[Your name] – offer for [Role]”
- “Re: Offer for [Role] at [Company]”
- “[Your name] – questions on the [Role] offer”
Salary negotiation email templates
These templates follow an offer from first reply to signed acceptance. Use the ones you need, and treat every line as a starting point: rewrite it the way you’d say it on a call with this recruiter. They’ve been talking to you for weeks, and an email that suddenly sounds like a form letter stands out.
1. Thank them and ask for time and the full offer
Send this the same day the offer arrives. It buys you time without saying yes or no, and gets every part of the package in writing.
Subject: Re: Offer for [Role] Hi [Name], Thank you, I'm really pleased to get the offer for [Role], and I enjoyed meeting the team. Could you send the full details in writing, including base, bonus, equity, benefits and the start date? I'd like to review everything properly and will come back to you by [day, usually 2–3 business days]. Best, [Your name]
2. Ask questions before you counter
Use this when part of the offer is unclear, such as how the bonus pays out or how the equity vests. Knowing the details makes your counter more precise.
Hi [Name], Thanks for sending the offer through. A few questions before I respond: - How is the bonus calculated, and what has it paid out in recent years? - What's the vesting schedule for the equity, and is there a cliff? - Where does this offer sit in the salary range for the role? Happy to cover these on a quick call if that's easier. Best, [Your name]
Many US states now require employers to share a salary range in job postings or on request; Cooley’s summary of state pay transparency laws explains where.
3. Counter the base salary
Ask for one specific number, give one reason, and make it easy to say yes.
Subject: [Your name] – offer for [Role] Hi [Name], Thank you again for the offer. The more I learn about [the brand relaunch / building the lifecycle program], the more excited I am about the role. Based on the scope we discussed, [owning paid social, CRM and the agency relationship], and my results running the same scope at [Company], I'd like to ask for a base salary of [specific number]. If we can get there, I'm ready to accept and can start on [date]. Best, [Your name]
4. Ask for a sign-on bonus or more equity
Use this when the base is fixed, or when you’d be leaving money behind, like an unvested bonus or equity at your current job.
Hi [Name], Thanks for checking on the base. I understand it's set for this level. I'd be leaving [a bonus that pays out in [month] / unvested equity] at my current company. Would you be open to [a sign-on bonus of [amount] / an additional [number] options or RSUs] to bridge that? With that in place, I'm happy to accept. Best, [Your name]
Other things to ask for if the money is fixed: an earlier pay review against agreed goals, a title or level change, extra vacation, remote days or a learning budget.
5. Follow up when you haven’t heard back
Recruiters often need sign-off from the hiring manager, finance or both, so silence for a few days usually means they’re checking. Follow up after about three business days, or a day before any deadline they gave you.
Hi [Name], Just checking in on my note from [day] about the offer. I'm still very interested in the role and happy to talk it through if helpful. Is there any update on your side? Best, [Your name]
6. Accept after negotiating
Accept warmly and list exactly what you agreed, so the revised offer letter matches. Don’t resign from your current job until that signed letter arrives.
Subject: Re: Offer for [Role] Hi [Name], Thank you for working on this with me. I'm delighted to accept the offer for [Role]. To confirm what we agreed: - Base salary: [amount] - [Sign-on bonus: [amount], paid [when]] - [Equity: [amount and type]] - Start date: [date] I'll look out for the updated offer letter. I'm really looking forward to joining the team. Best, [Your name]
Our how to accept a job offer guide covers what to check before you sign.
7. Decline after negotiating
If the final offer doesn’t work, decline kindly and leave the door open. The recruiter may have other roles later, and the hiring manager may move companies.
Hi [Name], Thank you for all the work you put into this offer, and for being so open throughout. After a lot of thought, I've decided it isn't the right move for me at this point, so I'm going to decline. I really enjoyed meeting [hiring manager] and the team, and I'd love to stay in touch. Best, [Your name]
More versions are in our how to decline a job offer guide.
What should you avoid in a salary negotiation email?
Each of these has a simple fix.
- Asking for a range. If you write “ to [Y]”, expect to hear [X]. Ask for one number.
- Giving no reason. “I’d like more” invites a no. Tie your number to the scope of the role or a result you’ve delivered.
- Several asks at once without priority. If you want two things, say which matters most.
- Ultimatums you don’t mean. Say “I’m ready to accept if…” rather than “I’ll walk unless…”.
- Long emails. Five or six short sentences is plenty. Save the detail for a call.
- Mentioning personal costs. Rent and student loans aren’t the employer’s reasons to pay more; the role and your results are.
Pick the template for the step you’re on, fill in the brackets, and read it aloud once before you send it.
FAQ
Is it OK to negotiate salary over email?
Yes. Many offers are negotiated mostly by email, and it gives you time to think and a written record. If the recruiter asks for a call, take it, and confirm the outcome by email afterward.
Can negotiating over email make them withdraw the offer?
It’s rare when the request is polite, specific and reasonable. A short, friendly counter that says you’re excited about the role is a normal part of hiring.
How long should I wait before replying to an offer?
Reply the same day to thank them and say when you’ll respond, then take the two or three business days you asked for. If they gave a deadline, answer before it.
What if they say the offer is final?
Thank them, and either ask about one non-salary item, such as a sign-on bonus or an early review, or decide whether you’ll accept as is. Arguing the same number again rarely changes a final answer.