Key takeaways
When writing a salary negotiation email, take the necessary time to review the entire package and conduct your research thoroughlyBe confident, concise, and justify your requests with evidenceKeep communication ongoing and follow-up regularlyBe tactical. Don’t reveal too much, act rudely, or make rigid demands outright
Take your time and do your research
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Once you’ve been offered a new role, or accepted an internal promotion, you will be sent a salary negotiation email. This will contain a contract and a salary offer; it’s important to negotiate the salary before signing the contract.
Once you’ve received these documents, give yourself time to reflect. Consider all the details in the remuneration package, including salary, benefits, bonuses, and superannuation.
Nicole Gorton, Executive Recruitment Director at Robert Half, says benefits are an important consideration for salary negotiations:
“Benefits can be the deciding factor for employees, whether that means accepting a job offer or looking elsewhere when the salary falls short. Perks and benefits offset work-related costs for employees, while giving employers an alternative way to add value when salary increases aren't on the table.
“Benefits have become more important in recent years, with many employers using them to attract and retain top talent. That said, companies can't afford to be complacent; remuneration policies need regular review to keep pace with evolving employee expectations. Take hybrid and remote working; these options are among the most sought-after benefits in today's market.”
Research how your offer fits in the context of the wider market. The Robert Half Salary Guide offers comprehensive salary data and insights to help you determine whether your offer is within the market range for your experience and position level.
If the offer is below the market averages or if you feel you are worth more, it’s important to justify this to your prospective employer with market research or a summary of your specific achievements.
Remember, you should only accept the offer or send a salary negotiation email after you have reviewed all of the relevant information.
Be confident and concise
Knowing how to negotiate salary offers assertively, without being aggressive, is essential. A well-crafted salary negotiation email can demonstrate that your value exceeds the initial offer, keep it concise, professional, and grounded in confident reasoning.
State your case clearly, but avoid ultimatums, which can come across as demanding. Address your email to the hiring manager or relevant recruiter with a subject line that hints at the purpose without leading with salary negotiation, for example 'Response to your Marketing Manager offer.'
To strengthen your case, include:
A warm introduction expressing gratitude for the opportunityAn indication that you would like to discuss your salaryA polite yet direct explanation of what you are seekingA summary of your skills, experience and relevant accomplishmentsAny relevant supporting researchA courteous conclusion
Tone is everything, so re-read your salary negotiation email before sending to make sure it strikes the right balance of respectful, clear, and genuinely enthusiastic about the role.
Consider the value beyond salary
When writing a salary negotiation email, consider the package as a whole. Salary is just one factor, the right combination of benefits can be just as important in determining the best offer for you.
With remuneration budgets tighter than ever, organisations are adopting other methods of attracting and retaining top talent. More than a third (38%) of HR leaders now say their top priority is improving their total rewards package. This includes non-salary benefits like flexible work hours, hybrid working models, and extra annual leave entitlements.
Nicole views non-salary benefits as a critical part of the retention tool kit.
“Australians are actively seeking out job opportunities that not only satisfy their monetary ambitions but also their lifestyle needs, such as financial and mental health support being offered on top of the highly sought-after flexibility benefits.
“A company’s perks and benefits structure is reflective of their wider corporate culture, so innovative and comprehensive packages not only help attract and retain top talent, but they can also support a long-term talent pipeline of employees and help build staff engagement overall," she says.
Related: Find out more about the importance of benefits
Keep the lines of communication open
Ongoing communication is critical to successful salary negotiation emails.
Realistically, an email alone may not be enough to negotiate a higher salary; face-to-face conversations may be needed to discuss your requests. Taking charge at this stage signals confidence and sets the tone for any further negotiations.
The trick to how to negotiate salary offers is keeping the conversation moving. Ask questions, offer solutions, and avoid letting the exchange stall. Close with a thank you and a proactive request to meet and discuss further.
Salary negotiations may involve multiple discussions so it’s important to remain polite, patient and professional throughout the process.
Adopt a winning format with our free template
When it comes to writing a salary negotiation email, our tried and tested email template can get you started:
Dear (Hiring Manager),
Thank you very much for offering me the role of (position) at (company). I am delighted about the opportunity to join your team.
After careful consideration, I’d like to request a higher salary of (desired salary).
My research has shown that the average salary for comparable positions with my experience is around (market salary range).
Therefore, I would like to propose an increase to the salary offer to (desired salary) to align with my skills, experience and the requirements of this role.
Please advise if you are available to discuss my starting salary and, whether there is any flexibility regarding the salary range.
Thank you for your time and consideration. I look forward to hearing from you.
Kind regards,
(Your Name)
Steer clear of common mistakes
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Success hinges on knowing how to negotiate salary offers without falling into common pitfalls.
To improve your chances of a positive outcome, be sure to avoid the common errors in a salary negotiation email:
Starting with a demand: it can make you appear aggressive.Prematurely revealing your salary history or expectations: it hinders your bargaining power.Using ultimatums: it comes across as unprofessional and jeopardises your offer.Being too rigid: negotiations are about give and take.Being unprepared: it makes it difficult for you to make a compelling case.Being rude in an attempt to be assertive: don’t burn bridges before they’ve even been built.
Employee initiated negotiations are critical to getting the salary package you deserve. When it comes to writing a salary negotiation email, a confident and considered approach is key. By adopting a winning formula and avoiding common mistakes, you can highlight your worth in a positive and professional manner that can open the doors to more compelling offers and opportunities.
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Frequently Asked Questions (FAQs)
When is the best time to send a salary negotiation email?
The best time to send a salary negotiation email is after you have received a job offer but before accepting it. The employer has shown interest in you, meaning you have the most leverage at this point during the hiring stage. But don’t take too long to initiate a negotiation as this can come across as being disinterested.
Aside from receiving a job offer, a negotiation email might be appropriate after a performance review or when seeking a raise in your current position. In these cases, it's often best to initiate the conversation in person with your manager first and then follow up with an email to reiterate your points or provide additional information so they are not taken by surprise.
What are some common mistakes to avoid in a salary negotiation email?
The most common mistakes include going in without doing your research, being vague about the salary you're seeking, and failing to explain why you deserve more than the original offer. Tone is also critical, coming across as demanding or issuing ultimatums can jeopardise your offer entirely. Finally, don't undersell yourself; a negotiation email is your opportunity to make a compelling case for your value.
How to negotiate salary offers via email after receiving a job offer?
Start by taking your time and doing your research so you can negotiate from a position of knowledge. Be confident and concise in how you present your case and remember to consider the full value of the package beyond salary alone. Keep the lines of communication open, follow a clear and professional format, and make sure you're across the common mistakes to avoid.
How do I negotiate salary via email if I have a competing offer?
Begin by expressing gratitude for the offer before disclosing that you have a competing offer. From there, focus on your value rather than using the competing offer as a threat. Propose a specific counteroffer, signal flexibility where you can, set a reasonable deadline for a response, and close on a positive note to keep the relationship intact regardless of the outcome.
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