Salary Negotiation Email: Free Templates and What to Say

Yes, but most people don't. In a Pew Research Center survey of U.S. workers taken February 6 to 12, 2023, people were asked: "Thinking about the last time you were hired for a job, did you ask for higher pay than what was offered at first?" Only 30% said yes. 60% said no, and 10% didn't remember.

The people who did ask mostly came out ahead. In Pew's words: "Among workers who did ask for higher pay, 28% say they were given the pay they asked for, 38% say they were given more than was originally offered but less than they had asked for, and 35% say they were only given what was first offered."

So about two out of three people who asked got more than the first offer. One honest limit: this is what people reported about their own hire, and the people who asked may have had stronger offers to start with. The survey shows what happened to askers. It doesn't prove asking caused it.

Of the workers who didn't ask, 38% picked the answer "You didn't feel comfortable asking for higher pay." That's the gap a template closes. You don't have to find the words on the spot.

Email works well for the first ask. You can think about your number, keep your tone calm, and both sides have the same thing in writing. If the recruiter calls you back, that's fine. Use the email as your script.

Start with the pay range for the role. In some states, the law puts that range right on the job posting.

Washington is one example. Its pay-transparency law, RCW 49.58.110, says: "The employer must disclose in each posting for each job opening: (i) The wage scale or salary range, except where the employer is offering only a fixed wage amount for the opening, the employer must disclose the fixed wage amount rather than a scale or range; and (ii) a general description of all of the benefits and other compensation to be offered to the hired applicant." The law also says: "This section only applies to employers with 15 or more employees."

That second part of the rule matters for negotiating. If the posting has to describe the benefits too, you know what's on the table before you ask for it.

Other states and cities have their own pay-transparency rules, and they differ. Check the one where the job is. This is general information, not legal advice.

Once you have the range:

• Save the posting the day you apply. Postings come down, and you'll want the range later.
• Pick one number, not a range of your own. A range invites them to pick the bottom.
• Give one reason: the posted range, a skill they said they need, or a market number you can point to.

Here is a made-up example to show how it works. Consider someone in Seattle who applies to a role posted at $68,000 to $80,000. The offer comes in at $70,000. They liked the team, and in the interviews the manager said reporting was the team's biggest headache. They've built reports like that before.

They send Template 1 and ask for $76,000: inside the posted range, with one reason tied to what the manager said. The company comes back at $74,000. They accept with Template 4.

Nothing in that exchange was pushy. The number came from the posting, the reason came from the interview, and the whole thing took two short emails.

Subject: [Job title] offer

Hi [Name],

Thank you so much for the offer. I'm really excited about the [Job title] role
and about working with [team or manager].

Before I accept, I'd like to talk about the base salary. Based on [the posted
range of $X to $Y / the scope we discussed / my experience with Z], I'm asking
for a base salary of $[number].

If we can get there, I'm ready to say yes. Thanks again, and I'm happy to talk
by phone if that's easier.

Best,
[Your name]

Subject: [Job title] offer

Hi [Name],

Thank you for the offer. I'm excited about it and want to give it the
attention it deserves.

Would it be all right if I got back to you by [specific date]? If any
questions come up before then, I'll reach out.

Thanks for understanding,
[Your name]

Name a real date, usually a few business days out. "Some time to think" is harder for them to plan around than "by Thursday."

Subject: Re: [Job title] offer

Hi [Name],

Thanks for checking on the salary. I understand the base is set.

Would there be room on [one or two items, e.g. a sign-on bonus of $X / an extra
week of paid time off / a start date of [date] / a salary review after six
months]? That would make it easy for me to accept.

I'm looking forward to joining the team either way.

Best,
[Your name]

Things people often ask for when the base won't move:

Pick one or two. A list of six asks reads like a demand.

Subject: Accepting the [Job title] offer

Hi [Name],

Thank you for working with me on this. I'm happy to accept the [Job title]
role at a base salary of $[number], [plus any other terms you agreed, e.g. a
start date of [date]].

Could you send the updated offer letter when it's ready? I'm looking forward
to getting started.

Best,
[Your name]

Always ask for the new terms in writing. Read the updated letter before you sign it.

Sometimes the answer is no, and the job is still the right one. Say yes warmly.

Subject: Re: [Job title] offer

Hi [Name],

Thanks for looking into it. I understand, and I'm happy to accept the offer
as it stands. I'm excited to join the team on [start date].

Please send over anything you need me to sign.

Best,
[Your name]

• Don't mention another offer you don't have. If they ask to see it, you're stuck.
• Don't give an ultimatum unless you're ready to walk away.
• Don't ask in pieces. Put your main ask in one email instead of adding a new one each round.
• Don't apologize for asking. "I'd like to talk about the base salary" is enough.

Negotiating is easier when you have choices, and choices come from applying widely. Morrow fills job applications from answers you give once, runs on your own computer (Mac or Windows), and gives you a receipt for every submission. Your first week is $0, up to 10 real applications. Cancel any time. See Morrow's pricing.