How to Write a Job Offer Negotiation Email That Works
ShouldITakeThis Team · 5 min read
A salary negotiation email gives you something a phone call doesn't: time to choose your words carefully, no pressure to respond instantly, and a written record of everything discussed. Done right, it can move an offer by thousands of dollars with a single well-crafted message.
When to send the email
Send your negotiation email within 24–48 hours of receiving the offer — ideally after a brief phone call where you've expressed enthusiasm. If the offer came entirely by email, it's appropriate to respond by email. Don't wait longer than two days; stalling signals either disinterest or poor decision-making.
If a recruiter calls with the offer and pushes for an immediate answer, it's completely acceptable to say: "I'm really excited — can I review the details and send you my thoughts tomorrow morning?" That buys you time without seeming disengaged.
Structure of a strong negotiation email
- Open with genuine enthusiasm. Reinforce that you want the job. This isn't manipulation — it's context. They need to know you're negotiating because you care, not because you're using them as a backup.
- Name your number specifically. Don't give a range. A specific number anchors the conversation where you want it.
- Give a brief reason. "Based on my research into market rates" or "given the scope of the role" is enough. You don't need to justify at length.
- Ask a question. End with "Is there flexibility there?" or "Can we work with that?" — an open question is easier to respond to than a demand.
- Keep it short. Five to eight sentences is ideal. Long emails lose the reader.
3 templates you can send today
Template 1 — Standard counter
"Hi [Name], thank you for the offer — I'm really excited about this role and the team. Before I formally accept, I wanted to discuss the compensation. Based on my research into market rates for this position in [city], I was hoping we could land at $[X]. Is there room to move in that direction? I'm confident this is the right fit and want to make it work."
Template 2 — With competing offer
"Hi [Name], thank you for the offer. I want to be upfront: I have a competing offer at $[Y], but [Company] is genuinely my first choice. If you're able to match $[Y], I'll accept without hesitation. Is that something you can work with?"
Template 3 — When salary is fixed, pivot to alternatives
"Hi [Name], I appreciate the offer and understand there may be limited flexibility on base salary. I'd love to explore whether a signing bonus is possible, or whether we could agree on a performance review at the six-month mark. Either of those would help bridge the gap. Happy to discuss — would a quick call work?"
Following up after the negotiation email
If you don't hear back within 48 hours, a short follow-up is appropriate: "Hi [Name], just checking in on my previous email. Happy to discuss if a call would be easier." Keep it brief.
Once they respond — whether with a yes, a partial, or a no — confirm everything in writing before verbally accepting. "To confirm: base salary of $[X], starting [Date] — I'm happy to formally accept on those terms." That closing confirmation protects both sides.
What not to write
- Don't apologize for asking — it weakens your position immediately
- Don't give a range — they'll offer the bottom of it
- Don't write more than 150 words — brevity signals confidence
- Don't include ultimatums unless you mean them and have the leverage to back them up
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