How to Write a Salary Negotiation Email: 8 Best Templates

A recruiter called me on a Thursday afternoon and said the words I'd been waiting three months to hear. I was two seconds away from saying yes before she finished the sentence. Instead, I said, "Can I have a couple of days to think it over?" She said, “Sure.” That pause ended up being worth $9,000.

I spent those two days figuring out how to write a salary negotiation email that wouldn't blow up the offer. That first template worked. I refined it across three job changes after that and one raise request at a company I'd been with for two years. Every time I sent an email that followed this structure, I got more than the initial offer.

Most people leave money on the table because they don't know what to write. This guide covers 8 templates organized by scenario, so you don't spend 20 minutes reading through ones that don't apply to you. 

What is a salary negotiation email?

A salary negotiation email is a written request you send to a hiring manager or your current employer asking for higher compensation or better terms before you accept an offer. It's a professional conversation you're starting in writing instead of on the spot.

Email works well for this for a few reasons. You get time to research, choose your words carefully, and make your case clearly. The recruiter gets time to take your request to their budget holders instead of answering on the spot. And you both have a paper trail if there's any confusion later.

You can negotiate more than just base salary. Signing bonus, remote work flexibility, extra PTO, a professional development budget, and an earlier performance review are all part of the compensation package.

When to send your salary negotiation email (and when not to)

The best window is after you receive the written offer but before you sign. At that point, the company has already decided they want you. That's your peak leverage. Send within 24-48 hours of receiving the written offer. Any earlier and you seem reactive. Any later and you signal indecision.

Timing during the week matters too. Mid-week sends (Tuesday through Thursday) tend to get faster replies. Monday is inbox chaos; Friday is mentally checked out.

If you're asking for a raise at your current company, the mechanics are different. Start that conversation in person with your manager, then follow up with an email to put it in writing. Time it around a recent win, an expanded scope of responsibilities, or an upcoming performance review.

Two hard rules I always follow: Never negotiate before you have an offer (you have no leverage), and never try to reopen the conversation after you've already accepted (that leverage is gone the second you sign).

How to research your number before you write anything

Most people skip this step or do it too quickly. They check one salary site, see a range, pick the middle of it, and call that their number. That's how you end up either under-asking or asking for something you can't defend.

Here's how to build a number that holds up:

1. Pull three data points: Check Glassdoor, the salary ranges on LinkedIn job postings, and either Levels.fyi (for tech roles) or Payscale (for everything else). Use the same filters each time: job title, company size, and city. Industry-wide averages are too broad to be useful. You want the number for your specific role, in your specific market.
2. Adjust for your experience delta: If the average profile on these sites has 3-4 years of experience and you have 6-7, add 10-15% to the midpoint. The data reflects the average candidate.
3. Set your counter 10-20% above your actual target. Companies expect a back-and-forth. Most have budget flexibility in that range. If your real target is $100,000, open with $110,000-$115,000. You have room to land where you want.
4. Commit to one specific number: This is the most important step. If you write "$95,000-$105,000" in your email, the company hears $95,000. You've done the negotiating against yourself before the conversation even starts. Write one number: "I'm targeting $105,000." If there's flexibility, let them suggest the range.

Bonus tip: Always note which sources you're going to cite in the email before you start writing. "Based on Glassdoor data for this role in Austin" lands differently than "based on my research." Named sources make the ask feel grounded.

8 best salary negotiation email templates

Not every situation calls for the same email. A standard counter looks different from a lowball response, which looks different from countering with a competing offer in hand, or just buying yourself a day to think. Then there are internal raise requests, benefits pivots when the base is locked, follow-ups after radio silence, and the often-overlooked acceptance email once the negotiation lands.

Template 1: Standard counter-offer

Use this when the offer came in below your target range but isn't shockingly low. You have market data, you have a specific number, and you want to open a professional back-and-forth. This covers the majority of situations. If you're not sure which template applies, start here.

Subject: Re: [Job Title] offer, [Your Name]

Hi [Recruiter/Hiring Manager Name],

Thank you for sending over the offer for the [Job Title] role. I'm excited about the opportunity and have been looking forward to this since [specific detail from your conversations, e.g., "our conversation about the growth roadmap"].

Before I sign, I'd like to discuss the base salary. I'm targeting [your counter number]. [Salary source, e.g., "Glassdoor data for this role in [City]"] shows a range of [$X to $Y] for candidates at my experience level, and I believe my background in [relevant area] aligns with the higher end of that range. Over the past [time period], I [specific achievement with a metric, e.g., "grew organic traffic by 60% and reduced CPL by 22%"], and I'm confident I can bring that same impact here.

Would you be open to revisiting the base salary before we finalize? I'd love to get this finalized and start on the right foot.

Thanks again, [Your Name]

Template 2: Lowball offer (two-step approach)

Use this when the initial offer is so far below market that countering directly risks anchoring to a still-too-low number. Step 1 asks them to revise without you naming a figure. You're getting them to negotiate against themselves first. Step 2 is your actual counter, sent after they come back with an improved offer.

Step 1: Ask them to revise first

Subject: Re: [Job Title] offer, [Your Name]

Hi [Name],

Thank you for the offer for the [Job Title] role. I appreciate the time your team has put into this process, and I'm interested in the position.

After reviewing the details, I'll be honest: the base salary came in lower than I was expecting given my background and the market rate for this role in [City]. I'm not in a position to accept at this level, but I'd love to find a way to make this work. Is there room to revisit the offer before I respond formally?

Looking forward to hearing from you.

[Your Name]

Step 2: Counter after they improve (or don't)

Subject: Re: [Job Title] offer, [Your Name]

Hi [Name],

Thank you for coming back to me. I appreciate the adjustment.

I've done some additional research, and based on [source, e.g., "Glassdoor and LinkedIn data for this role in [City]"], the market range sits between [$X and $Y]. Given my [specific experience or achievement], I'm targeting [$your number] as the base salary. I believe that reflects both the scope of the role and what I bring to it.

Is there flexibility to get closer to that number? I'm committed to making this work and hope we can land on a number that works.

Thanks, [Your Name]

Template 3: Competing offer

Use this when you have a real offer from another company and want to give your preferred employer a chance to compete. Do not fabricate the competing offer. Recruiters talk, and a fictional competing offer can cost you both opportunities if it comes out.

Subject: Re: [Job Title] offer, [Your Name]

Hi [Name],

Thank you again for the offer. I want to be upfront with you: [Company] is my first choice, and I'm excited about what the team is building.

I've also received an offer from [Other Company] at a base salary of [$X]. Compensation isn't the only thing I'm weighing, but the gap is significant enough to factor in. If [Company] has any flexibility to get closer to [$X], it would make my decision straightforward. I'm not looking to play both sides. I'd much rather be here. I just want to be honest about where things stand.

Is there room to revisit the base before I need to respond to the other offer?

Thanks, [Your Name]

Template 4: Buying time

Use this the moment you receive a verbal offer and aren't ready to respond. Most people either accept on the spot (losing all leverage) or go silent (creating awkwardness). This email does neither. It buys you 1-2 days to research without raising any red flags.

Subject: Re: [Job Title] offer, [Your Name]

Hi [Name],

Thank you so much for the offer. I'm really glad things have moved forward to this point.

I want to give this the consideration it deserves before I respond. Would it be alright if I took until [specific date, e.g., "end of day Thursday"] to review the details and get back to you? I want to make sure I'm making a thoughtful decision on my end.

Looking forward to continuing the conversation.

[Your Name]

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Template 5: Internal raise request

Use this after initiating an in-person conversation with your manager. This email is the written follow-up that formalizes your internal raise request and gives them something to take to their own leadership. 

The case here is built on results and market data. You need both, but what you've actually delivered carries more weight internally than any salary site.

Subject: Following up on our compensation conversation

Hi [Manager's Name],

Thanks for making time to discuss this. I wanted to follow up in writing to make sure we're aligned.

Over the past [time period], I've [achievement 1 with metric, e.g., "taken on full ownership of the enterprise accounts, growing that segment by 34%"] and [achievement 2 with metric, e.g., "reduced onboarding time from 6 weeks to 3 by rebuilding the process from scratch"]. I've also taken on [any new responsibilities not in your original scope]. Based on my contributions and the market for this scope of work ([source, e.g., "Glassdoor and LinkedIn show a range of $X to $Y for this role in [City]"]), I'm requesting an adjustment to [$your target].

I'm committed to this team and want to keep growing here. Would you be open to bringing this forward for review?

Thanks, [Your Name]

Template 6: Benefits pivot

Use this when the recruiter tells you base salary is non-negotiable, or when the base already meets your expectations, but the rest of the package doesn't. Many companies have more discretion over these items than over base pay.

Subject: Re: [Job Title] offer, [Your Name]

Hi [Name],

Thank you for the update on the salary. I understand and appreciate the transparency.

I'm still very interested in the role and want to find a package we're both glad we agreed to. Given that the base is fixed, I'd like to explore a few other areas. Specifically, I was hoping we could discuss [choose what applies: a signing bonus of [$X] / [X] additional days of PTO / a remote work arrangement [X] days per week / a professional development budget of [$X per year] / moving the first performance review to 6 months instead of 12 months]. Any of those would make accepting feel like the right call.

Is there flexibility in any of those areas?

Thanks, [Your Name]

Template 7: Follow-up when there's no response

Use this if it has been 3-4 full business days since you sent your counter and you've heard nothing. Do not follow up after 24 hours. Silence usually means internal review is happening. Send this as a reply to the same thread. Starting a new email chain means the hiring manager may never see it.

Subject: [Reply to same thread]

Hi [Name],

Just following up on my previous note about the [Job Title] offer. I wanted to make sure it didn't get lost in a busy inbox.

I'm looking forward to working through the details. Happy to jump on a quick call if that's easier than email. Let me know what works on your end.

Thanks, [Your Name]

Template 8: Accepting the offer

Use this once the negotiation is done and you're ready to sign. Don't reopen any discussion here. The goal is to close cleanly, confirm the agreed terms in writing, and move the process forward. Keep it short.

Subject: Re: [Job Title] offer, [Your Name]

Hi [Name],

Thank you for working through this with me. I'm happy to accept the offer at the agreed base salary of [$final number], with [any other agreed terms, e.g., "the signing bonus of $X and remote work arrangement of 3 days per week"].

I'm looking forward to joining the team on [start date]. Please let me know what the next steps look like from your end.

Thanks again, [Your Name]

Five mistakes that kill salary negotiation emails

Most salary negotiation emails fail because of the way the ask is framed. 

Here are the five patterns that show up most often:

What to do after you send the email

Sending the email is only half the job. Five things tend to happen next, and each one has a right move.

Here's how to handle each one:

• Wait 3-4 full business days before following up: If your email gets opened multiple times with no reply, that's usually a good sign. It means the recruiter is forwarding it internally, checking with finance, or making the case to whoever controls the budget. It's not being ignored. Give it time.
• When they come back with a partial increase, you have two options: Accept it if it's close enough to your target. Or ask for one more adjustment, clearly and briefly: "Thank you for the update. I'm still a bit short of my [$X] target. Is there any room to close that gap?" One follow-up question is fair. Two starts to feel like a never-ending negotiation.
• When they say no on base, shift to the package: "No" on salary doesn't mean the conversation is over. Shift to whichever perk matters most to you. Template 6 above has the full menu. Many companies have discretion on these items even when the base is locked.
• If the offer is rescinded (very rare), that tells you something: In a Salary.com survey of employers, 87% said they've never rescinded a job offer because a candidate negotiated. If it happens to you, it reflects on their culture.
• Confirm everything in writing before you sign: Once you've reached an agreement, send a short email restating the final terms: base salary, any bonuses or equity discussed, and any non-standard arrangements like remote work. This protects you if anything shifts between the handshake and day one.

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How Lindy can help you prepare

Lindy is an AI assistant you text to handle work across your inbox, calendar, and the tools you already use. For salary negotiation, the three parts that eat the most time are researching your number, drafting the email, and following up after silence.

Here’s how Lindy handles things for you:

• Research your target number: Tell Lindy your role, city, years of experience, and industry. Ask it to pull current salary benchmarks from Glassdoor, LinkedIn, and comparable job postings. Lindy delivers a summary in one place so you're not jumping between tabs before you've written a single word.
• Draft the negotiation email: Describe your situation to Lindy: the role, the offer amount, your target number, and one or two achievements you want to include. Lindy drafts the email in your voice, saves it to your drafts folder, and you review it before anything goes out. Edit, approve, send.
• Schedule the follow-up call: If the recruiter wants to talk it through after reading your email, tell Lindy to find a time and lock it in. No back-and-forth or scheduling links to chase.
• Hundreds of app integrations: Lindy connects with Gmail, Google Calendar, and the other tools already in your job search workflow, so the research, drafting, and scheduling all happen in one place without switching between apps.

Try Lindy free.

FAQs

Is it OK to negotiate salary over email?

Yes, recruiters expect it. Written negotiation is now the norm for salaried roles, and it usually works in your favor: you control the framing, nothing gets agreed in the heat of a call, and most negotiations resolve over email without ever needing a phone conversation.

What should I say in a salary negotiation email if I have no competing offer?

If you have no competing offer, the market data is your leverage. Reference Glassdoor, salary ranges on LinkedIn job postings, or Payscale for your specific role, city, and experience level. Pair that with one or two concrete achievements from your background that map to what the role needs. A well-researched market-rate ask is a completely legitimate basis for negotiation on its own.

Should I negotiate over email or on the phone?

You should negotiate over email first. It gives you time to make a complete, well-researched case and lets the recruiter work on their end without having to answer on the spot. If they want to talk it through after reading your email, that usually means they're open to moving. 

How much above the offer should I counter?

Counter 10-20% above your actual target number, not the company's offer. If your target is $100,000, open at $110,000-$115,000 so you have room to land where you want.

When is the worst time to negotiate salary?

The worst time to negotiate salary is after you've accepted the offer. Once you say yes, the company has no incentive to revise. The window between a verbal offer and signing the offer letter is the only point where you have real leverage. After that, the conversation moves to the next performance review cycle.