Getting a job offer is exciting! It means your hard work paid off and the employer sees you as a valuable potential employee. However, the initial salary offer may not align with your expectations. Negotiating salary can feel nerve-wracking, especially when done over email. With the right approach though, you can respectfully make a case for higher pay in writing.
Know Your Worth
Before negotiating, research typical salaries for the role in your location. Sites like Glassdoor, PayScale, Salary.com, and LinkedIn provide salary ranges based on position, experience level, industry, and geographic area. The location makes a huge difference. A Software Engineer in San Francisco earns over 50% more than one in Atlanta. Determine the market rate for someone with your background.
Review your qualifications – skills, certifications, education, and experience. How do you stack up against other applicants? If you meet all the requirements, aim for the higher end of the range. If you’re missing some key qualities, expect something closer to the middle.
Consider the intangibles you offer. Do you have specialized expertise or sought-after skills? Quantify your accomplishments like awards won, sales closed, products launched, costs reduced, etc. Know your value so you can make a compelling case.
Be Positive
Start your email reply by expressing excitement and gratitude for the offer. Thank the hiring manager for considering you and sharing your enthusiasm for the company and position.
Before countering, praise aspects of the offer you’re happy with like work schedule, benefits package, or opportunities for advancement. Find positives to call out before negotiating pay. This maintains a friendly tone and shows you’re excited despite the lower salary.
Explain Your Reasoning
Next, respectfully explain why you were hoping for a higher amount. Provide context on how you arrived at your number.
Reference your market research and point out the typical salary range for this role in your geographic area. You could write something like:
“I was excited to see the salary offered. After reviewing typical compensation for this role in the Chicago area, I noticed Software Engineers with my level of experience are earning between $90,000-$120,000. Given my 5 years of experience and Python expertise, I was hoping for a salary closer to $105,000.”
If you have unique skills or achievements, highlight why you are above average:
“In addition to meeting all the required qualifications, I also hold an MS in Computer Science and have experience leading programming teams. Given my strong technical background and management experience, I feel I would provide great value in this Senior Developer role.”
Be positive and complimentary, not demanding or entitled. Make your case graciously.
Specify Your Counteroffer
Now provide a specific salary request, ideally citing a single number or narrow range.
If you want $105,000, ask for that exact amount rather than saying “in the $100Ks”. Giving a range leaves room for further negotiation. Pick the minimum salary you’d accept and be firm.
Back up your request with reasoning:
“After looking at the typical salary range and considering my advanced education and expertise, I believe $105,000 would be fair compensation for this role. I am very enthusiastic about joining your team, and know I could provide significant value at this rate.”
If the offer is $15,000 below your target, counter with $7,500-$10,000 above their figure, which starts closing the gap. Justify the higher amount based on your qualifications.
Be Flexible
While you want to be firm, also indicate there is room for discussion. This gives the employer permission to come back with another offer without flat out rejecting you.
“I am open to further discussing compensation if this salary exceeds the budget for this role. I understand budgets are a reality in any business. Then, I look forward to finding a package that works for both of us.”
If you sense significant pushback, consider compromising by asking for additional perks like more vacation time, flex scheduling, expanded health insurance, etc. There are often alternatives besides base pay that provide value.
Keep It Brief
Your email only needs to be 3-5 paragraphs. Avoid belaboring all your qualifications and accomplishments. Stick to the highlights relevant to the position and keep it succinct. You want the offer letter you attach to be longer than your counter email!
Thank Them
Wrap up by thanking the employer again for the offer and expressing enthusiasm about the role and company. Let them know you look forward to discussing further and would appreciate a response at their earliest convenience.
Close on a positive note reaffirming your interest despite the salary difference. This shows you want to find common ground. With the right approach, you can advocate for fair pay while maintaining a polite, professional tone that leaves the door open for negotiation.
Email Negotiation Do’s and Don’ts
When negotiating salary over email, what you write and how you write it matters. Follow these do’s and don’ts to increase your odds of success:
Do:
Highlight your relevant qualifications – Emphasize skills, experience, and accomplishments that make you worth the higher salary. Quantify achievements.
Research market rates – Cite data on typical pay for this role in your location to justify your request.
Make a specific counteroffer – Provide one number or tight range vs. a wide bracket.
Express enthusiasm for the role – Thank them for the offer and say you’re excited about the company.
Keep emails brief – Get to the point concisely in 3-5 paragraphs.
Suggest alternatives – If base pay can’t budge, propose other perks like more PTO or flex scheduling.
Use positive language – “I was hoping for” not “I demand”. Polite but firm.
Don’t:
Overshare irrelevant details – Don’t dilute your message with unnecessary qualifications.
Make threats – Saying you’ll decline the offer if pay isn’t raised usually backfires.
Exaggerate your skills – Be truthful. Getting caught in a lie kills trust and credibility.
Go radio silent – Respond promptly to continue the dialogue vs. making them chase you.
Send multiple long emails – Make your key points succinctly to avoid overwhelming the employer.
Take an aggressive tone – Avoid sounding entitled or demanding higher pay as an obligation.
Neglect to say thanks – Express gratitude for the offer, even if less than hoped for.
With the right balance of confidence, perseverance, and politeness, you can negotiate fair compensation over email. Just remember to be positive, specific, reasonable, and brief.
Email Negotiation Templates and Examples
Reviewing sample emails can help craft your own negotiation note. Here are templates and real-life examples to model:
Counteroffer Email Template
Dear [Hiring Manager Name],
I’m so excited you offered me the [Job Title] role at [Company]! I’m thoroughly impressed by [detail you like about company] and would love to join the team.
*In reviewing the offer details, I noticed the salary of [$XX,XXX] is below the typical range for this position in the [City] market. After researching on [Glassdoor/Payscale/LinkedIn/etc], it appears the average pay for [Job Title] with my Y years experience falls between [$XX,XXX and $XX,XXX]. *
Because I [highlight relevant qualifications/achievements], I was hoping for compensation of [$XX,XXX]. I feel this would be fair market value for the skills and experience I can bring to the role. I’m open to discussing this further and finding a package that works for both of us.
Again, I’m delighted you saw me as a strong candidate and want to express my genuine enthusiasm for [Company]. I look forward to discussing next steps and hope we can find agreement on compensation. Please let me know your thoughts on salary expectations whenever convenient. Thank you!
Best, [Your Name]
Real Example 1
Hi [Hiring Manager],
Thank you so much for the job offer to join [Company] as a Business Analyst. I’m thrilled to have the opportunity to work with such an impressive team. The chance to take on diverse challenges in the healthcare industry while developing my analytical skills makes this role a perfect fit.
*In reviewing the offer details, I noticed the salary of $58,000 is below typical compensation for a Business Analyst position in the Austin area. From my research on Glassdoor and Indeed, it looks like the average salary is $65,000 – $75,000 for someone with my data analytics background and Python/SQL skills. *
Because this is such a great opportunity aligning perfectly with my experience, I was hoping we could get the base salary closer to $68,000. I feel this would accurately reflect the value I can bring to the role. I’m certainly open to discussing this further and want to find a compensation package that works for both of us.
Again, I sincerely appreciate you extending this offer. I’m excited about the chance to grow my skills at [Company] and collaborate with such a talented analytics team. Please let me know your thoughts on salary expectations when you have a chance. I look forward to connecting further and finalizing the details. Thank you!
Regards,
[Your Name]
Real Example 2
Dear [Hiring Manager],
Thank you so much for offering me the Senior Product Designer role at [Company]. I was so impressed by the amazing work your team is doing and would be honored to contribute.
*The details you shared all sound great. Looking at the compensation package, I noticed the salary offer of $110K is a bit below the typical range for Senior Designers in the SF market. From my research, it looks like the average is $130-$150K for someone with 8+ years of experience leading digital product design like I have. Of course I understand budgets are a reality. *
Because I’m genuinely excited about [Company] and this opportunity, I wanted to inquire if there might be flexibility to get the salary closer to $135K. My background in user research, UI design, and collaborating cross-functionally would enable me to hit the ground running. I’d be open to structuring the increase in base vs. bonus or additional equity.
Please let me know if there is room to get the compensation closer to the $135K-$140K range or if the package is firm. Either way, I’m still very enthusiastic about the role and know I’d be an asset to your team. Looking forward to connecting further and determining the best path forward. Thank you again and I appreciate your consideration.
Best regards,
[Your Name]
Flexibility Email Template
Hi [Hiring Manager],
*I sincerely appreciate you getting back to me on salary expectations for the [Job Title] role. I fully understand your need to stay within a defined budget at this time. *
*While I was hoping for [$X] base salary based on my research of market rates, I certainly remain very enthusiastic about joining [Company]. I agree it would not make sense to walk away from this great opportunity over [small percentage] difference. *
I am absolutely open to structuring a compensation package that stays within your budget while still providing fair value. Would you have any flexibility to incorporate additional PTO, work remote days, professional development funds, or any other perks you may be able to offer? My priority is finding a mutually acceptable solution.
Please let me know if there are any aspects of the offer we could explore adjusting. I appreciate you working with me and look forward to finalizing the details soon. Thanks again!
Regards, * [Your Name]*
Common Salary Negotiation Mistakes to Avoid
When trying to increase a job offer, it helps to know what not to do. Steer clear of these common mistakes:
Making Threats
Saying you’ll walk away if the salary isn’t raised may backfire. Employers don’t appreciate ultimatums. Keep it positive. Highlight why you’re worth more without using declines as leverage.
Neglecting to Say Thanks
Always express gratitude, even if the offer is lower than expected. Thank them for considering you and share excitement before making a counter.
Getting Emotional
Keep it professional. Don’t take a lower salary personally or get defensive. Make your case calmly with facts and data.
Exaggerating Qualifications
Be truthful. You’ll lose credibility if caught stretching the truth about your skills or experience.
Not Knowing Market Rates
Cite realistic salary ranges backed by solid research. Numbers perceived as inflated get dismissed.
Making It All About Money
Emphasize you’re excited about the role and company. Lead with positives before addressing the pay disparity.
Rambling in Long Emails
Get to the point concisely. A long essay dilutes your message. Keep it succinct.
Using Aggressive Language
“Demanding”, “expecting” and “requiring” convey arrogance. Polite but firm is best.
Waiting Too Long to Respond
Don’t let days go by before following up or it signals you’re not very interested.
Not Providing a Specific Number
Give a single target salary vs. a wide range. The latter leaves room for lower offers.
Avoid these missteps, and you’ll boost your odds of successfully negotiating pay over email. Research, brevity, manners, and positivity go a long way.
FAQs
How long should my negotiation email be?
Aim for 3-5 concise paragraphs focused only on the most relevant details. Avoid lengthy emails that can dilute or obscure your message.
When should I send the negotiation email?
Respond within 1-3 days of receiving the offer. This allows time to compose an effective counteroffer while showing prompt enthusiasm.
What if they say the offer is firm?
Reply thanking them for considering your request. Express you remain excited about the role and see great potential for growth at the company.
Can I negotiate benefits like vacation time?
Yes. If salary won’t budge, politely ask about enhancing benefits or perks to improve the total package.
How many times can I counter before accepting?
1-2 follow up emails is reasonable. Don’t drag it out past 3-4 exchanges or risk annoying the employer. Know when to accept defeat gracefully.
Should I disclose my current salary?
No. Give a range based on market research. What you currently make is irrelevant to your worth. Deflect by focusing on the role’s market value.
Can I negotiate both salary and sign-on bonus?
Yes, but choose one to focus on first, such as base pay. After countering salary, you can inquire about the bonus.
What if they rescind the offer?
It’s rare, but can happen if demands are unreasonable. Politely making a case for fair market value shouldn’t jeopardize the offer.
The keys are brevity, persistence balanced with flexibility, and maintaining a positive tone. With the right approach, you can achieve fair compensation through email negotiation.
In Summary
Negotiating salary over email is totally doable with the right strategy. Research market rates, highlight your relevant qualifications, make a reasonable counteroffer, express enthusiasm for the role, stay flexible to alternatives, and maintain a polite tone. A creative approach to a job implies thinking outside the conventional boundaries, finding innovative solutions, and fostering a dynamic work environment. Avoid common mistakes like making threats, exaggerating credentials, and sending overly long emails; instead, with preparation and positivity, you can tactfully advocate for fair pay in writing, showcasing your unique skills and contributions. The initial offer is just the starting point for discussion, not the final word. Now you have the keys to effectively negotiate and unlock your true earning potential.