How to Write Salary Negotiation Emails That Actually Work

My first salary negotiation email was one sentence: "Is there any flexibility on the salary?"

The response was also one sentence: "No."

I left $15,000 on the table because I didn't know how to ask. Since then, I've helped dozens of people negotiate their offers. Here's exactly what I learned.

Why Most Negotiation Emails Fail

Most people approach salary negotiation like they're asking for a favor. They apologize. They hedge. They make it easy to say no.

"I was wondering if maybe there might be any flexibility..." "I hate to ask, but..." "I know the budget might be tight, but..."

This framing positions you as a supplicant, not as a professional discussing fair compensation.

The people who successfully negotiate don't ask if negotiation is possible. They assume it is and make their case.

The Right Timing

When to send your negotiation email matters.

After you receive a written offer: Not before. Negotiating before you have a formal offer puts you in a weaker position.

Before you verbally accept: Once you've said yes, your leverage disappears.

Within 24-48 hours: Shows you're serious and engaged, not stalling indefinitely.

If they pressure you for an immediate answer, it's okay to say: "I'm very excited about this opportunity and want to give you a thoughtful response. Can I have until [specific day]?"

The Email Structure That Works

After testing dozens of approaches, this structure consistently performs:

Paragraph 1: Express genuine enthusiasm. This isn't manipulation—it's context. They need to know you want the job.

Paragraph 2: Make your request. Be specific. Not "more money" but "a base salary of $X."

Paragraph 3: Justify the number. Why you're worth it. Keep it brief—two to three reasons max.

Paragraph 4: Reaffirm interest and invite dialogue. Make it easy for them to respond.

A Real Example

Here's an email that worked:

Subject: Re: Offer for Senior Product Manager Position

Hi Sarah,

Thank you so much for the offer. I'm genuinely excited about the opportunity to join the product team and work on the initiatives we discussed.

After reviewing the offer, I'd like to discuss the base salary. Based on my research into market rates for this role in our area, along with my 7 years of experience leading product teams, I was hoping we could move the base to $145,000.

I've led three successful product launches and built the team at my current company from 2 to 12 people. I'm confident I can bring similar results to your team and make an immediate impact.

I'm absolutely committed to joining—I just want to make sure we start on the right foot. Is there flexibility to meet closer to that number?

Looking forward to hearing from you, [Name]

Notice what this does:

• Expresses clear enthusiasm (not fake, not over-the-top)
• Makes a specific request with a number
• Justifies with relevant experience
• Stays positive and collaborative

The Numbers Question

"What number should I ask for?"

If you have competing offers, use those. If not, do market research:

• Glassdoor, Levels.fyi, and industry surveys
• What the job posting listed (if there was a range)
• What people in your network report

Ask for 10-20% more than your target. If you want $130K, ask for $145K. This leaves room to meet in the middle at a number you're happy with.

Never anchor yourself low. They can always come down; they rarely come up from your first number.

What If They Say No?

Sometimes the answer is no. This doesn't mean the negotiation failed.

Options:

• Ask about signing bonus (often from a different budget)
• Ask about accelerated review timeline ("Can we revisit in 6 months instead of 12?")
• Ask about other benefits (vacation days, remote flexibility, professional development budget)
• Ask about equity or bonus structure

These are often easier to move than base salary.

If everything is truly fixed, you haven't lost anything by asking. You've shown you value yourself.

What About Competing Offers?

Competing offers are powerful leverage—but you have to use them carefully.

Good: "I have another offer at $140K and would prefer to work with your team. Is there flexibility to match that?"

Bad: "Give me more money or I'm going to the other company."

The goal isn't to threaten. It's to give them a concrete reason to increase their offer.

Don't lie about competing offers. If you get caught—and people do—it destroys trust immediately.

The Internal Negotiation

Negotiating a raise at your current job is different. You don't have the leverage of walking away (or you have less of it).

Your email should focus on:

• What you've accomplished (specific results, not job duties)
• How you've grown (new responsibilities, skills, impact)
• Market context (what similar roles pay externally)
• What you're asking for (specific number)

The ask: "Based on my contributions over the past year and market rates for this role, I'd like to discuss adjusting my compensation to $X. Can we set up time to talk through this?"

Common Mistakes

Being too apologetic. You're not asking for charity. You're discussing fair compensation.

Giving a range. If you say "$120K-$140K," they hear $120K.

Negotiating in person without preparation. It's fine to say "Let me think about this and follow up" if they surprise you.

Accepting the first offer too quickly. Even "great" offers usually have room.

Burning bridges. Negotiate firmly but professionally. You might work with these people for years.

The Mindset Shift

The biggest change isn't technique. It's realizing that negotiation is expected.

Companies budget for it. Recruiters expect it. Your manager respects you more for advocating for yourself.

The worst outcome of asking is hearing "no." You're no worse off than before. But the upside is significant—money that compounds over your entire career.

Ask.

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