Writing a Salary Negotiation Email | Example

You may have received a job offer or are already sitting at the working desk in a company but feel your responsibilities have changed, this without doubt will ultimately boil down to you negotiating for a salary raise. Negotiating salary with a boss or HR manager can be as tricky as a maze. It can make you uncomfortable as you don’t want to seem unappreciative or cold but at the same time you want your wages to match with your skill and experience. 

So, it's okay if you are not buying those ‘market competitive’ claims and want  good compensation that reflects your true value. Advocating your worth is not a bad thing, but propounding the idea of salary raise is a bit of a tightrope to walk on, and you have to keep this fact in mind while broaching the subject with your employer via email. 

Don’t know how to master the art of negotiating? After reading this guide you will consider yourself well equipped to stand up for what you think is fair share of what you deserve.

Negotiating salary is normal and important.

Your salary matters because as they say there are four certainties in life - Death, bills, salary and salary raise and you never want the latter to be uncertain or insufficient. It is simple: When your employer pays fairly it makes you happier at work and everywhere after that. 

However, most people are not comfortable in bringing salary into their talks with management, mainly because for the following reasons: 

Fearing consequences: The first and foremost reason is fear of consequences. Employees often worry that raising the issue of ‘raise’ could hurt their relationship with the employer and they don’t want to look unappreciative or ungrateful. 

Not knowing the market competitive salary: People don’t realize their true worth in the job market and the industry or sector they have their employment in.  Not knowing about the standard compensation in the market is a problem that many wage earners face. 

Social taboos: Some work cultures discourage negotiating salaries and people feel reluctant to talk about money. 

According to a survey conducted by Salary.com, only 37% of candidates always discuss their base salary before onboarding and accepting an offer letter for a job. As a result, they could relinquish up to $500,000 by the retirement age of 60. Now this is some sum and not just immediate gratification. For existing employees, the numbers are also not positive as only 12% of employees negotiate for an uptick in wage to take advantage of the annual review while 44% never bring it up. 

Negotiating your salary can really pay off because at least 85% of the workers who did try to negotiate a raise scavenged at least something out of what they demanded. 

Regardless, if you still feel reluctant to negotiate your salary package and struggle with discussing compensation this guide will guide you through the best practices on how to write a salary negotiation email to get an increase you deserve. 

How to negotiate an offer letter through email 

After having discussed the fundamentals, let's delve into the key elements of a negotiation email. 

Like any other formal correspondence, negotiation email must be professional, courteous, concise and clear from the beginning to the end about what you want. Here is what should you to include in your salary negotiation email: 

1. Clear subject line & greeting 

Make sure your subject line is relevant but don’t mention compensation. There will be ample space to discuss the topic of salary in the body. For example, Response to your offer for Digital Content Writer position accurately identifies the purpose of the email in a polite manner without the inclusion of word salary. 

In most cases, the addressee of the email is CEO/employer, and hiring manager or recruitment advisor as first receiver. Be gentle by using a warm greeting. Depending on your previous exchanges, this may be formal such as Dear Mr. Blake or informal like Hi brown! If the recipient is your existing manager the greeting depends on your previously developed relationship and rapport with him. To break the ice, you can also add a greeting, like: “I’m pleased to speak with you again” or “Hope your day is going well”. 

2. Thank your existing or prospective employer

Show your appreciation for the offer because of expressions of gratitude crate and atmosphere of generosity and develop or may strengthen your existing bond with the person on the other side. If you have received an offer letter, outline your excitement to the potential employer and express your gratitude for the opportunity the company is offering you. 

3. Specify your salary expectations  

Now that you have properly addressed the formalities, it is time to be specific and direct about what you want. Quoting a specific number, you have in your mind or a salary range should be the starting point of the negotiation. It is advised to be upfront about your expected compensation so each side knows what is workable or can they meet at the center. If you are not comfortable being specific about the salary you can simply tell the employer that their offered numbers don’t match your expectations and if they can review it. 

4. Show your value, prove your worth 

You have made your claim. Now it's time to back it up by highlighting your skills, experiences and career achievements that justify your worth in the company and as a result entitle you to get your desired increase in salary. If you are an existing employee in the company, be specific about how your work contributed to the organization’s success. 

Provide quantifiable examples as evidence to make your case strong. However, be realistic and demonstrate the flexibility that is crucial in any type of negotiation. For example, you can mention that you are open to discussion and willing to negotiate not just salary but other privileges like vacation time, bonuses, remote working et al. 

5. Compensation is a package not just money 

Salary is not the only means of compensation. When looking to write a salary negotiation email, it is important to evaluate the package as a whole. For example, your salary may be non-negotiable by the agreement but your employer might show willingness to improve other areas like a senior job title, higher health spending account, parental leave, a company car, gym membership and more paid time off (PTO) etc. 

Considering factors other than salary will help you improve your work-life balance and overall well-being. Flexible work hours, hybrid working models and extra annual leaves are non-salary benefits and should be included in your salary negotiation email. So, always assess the total rewards package and not just salary. 

6. Express gratitude and conclude with a positive sign off  

Almost done, now that you have discussed your task with clarity, make sure to thank your employer manager for their consideration. Being polite will always help in wage negotiation. Let your employer know how much you value their association and enjoy working with them. If you are entering the onboarding stage at a company, express your enthusiasm and tell them how excited you are to join forces with them. Here are a few expressions of gratitude you can use to thank the addressee of your mail. Pick one to make a positive sign off.

·       Thank you for your consideration. 

·       Thank you for your time.

·       Thank you for taking the time to read this email. 

Also make sure to ask them about the next steps before sealing you email with a professional sign off such as 

·       Kind regards 

·       Best wishes 

·       Yours sincerely 

Salary negotiation email example 

If you have received a job offer and would like to negotiate your starting salary via a salary negotiation email, here is an example for you to follow:

Dear [Hiring Manager's Name],

I hope this message finds you well. I am writing to express my sincere gratitude for the offer to join [Company Name] as a [Job Title]. I am excited about the opportunity and confident that my skills and experiences will contribute positively to your team.

After reviewing the offer and considering the responsibilities and expectations associated with the position, I would like to discuss the base salary component of the offer. Based on my research and industry standards for this role, along with my [mention any specific skills, certifications, or experiences that justify a higher salary], I believe a base salary of [desired salary amount] would be more aligned with my qualifications and the value I will bring to the team.

I am very enthusiastic about the possibility of contributing to [Company Name] and am hopeful that we can find a mutually agreeable compensation package. I am open to discussing this further at your earliest convenience and am willing to provide any additional information needed to support my request.

Thank you once again for the offer and for considering my request. I look forward to discussing this with you.

Best regards,

[Your Full Name]

[Your Phone Number]

[Your LinkedIn Profile, if applicable]

A final word 

Feeling nervous about negotiating your salary is understandable and more so if you are writing a salary negotiation email for the first time in your career. However, affirming your worth by observing how people from your fraternity are getting paid by their respective employers will help you to position your ask elegantly. Remember to keep the conversation positive and polite and keep the communications line open to renegotiate and counter-offer because it's not over until it's over. Best of luck!