Salary Negotiation Email Templates: 9 Samples to Copy

Salary • By Hassan Raza • Published • Updated

Hands typing an email on a laptop keyboard
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Once you have an offer in hand, a lot of the negotiating happens by email, which is why a good salary negotiation email template helps. Writing gives you time to choose your words, and it leaves a clear record of what was agreed. It also makes it very easy to freeze up in front of a blank screen.

There's a ready-to-edit email template for each stage after an offer: asking for time, countering on salary, negotiating benefits or a sign-on bonus, responding to "this is our best offer," accepting, declining and following up. For the strategy behind these emails (how to research your number and when to push), see our main salary negotiation guide.

Before You Send Anything

These habits make every template here work better:

Swap out everything in [brackets]. The numbers below are illustrations only.

Salary Negotiation Email Templates

Template 1: Asking for Time to Consider the Offer

CareerOneStop suggests asking for at least 24 hours to consider an offer. A day or a few days is a common, reasonable request.

Subject: Re: Offer – [Job Title]

Hi [Name],

Thank you so much for the offer. I'm excited about the role and the team.

Could I have until [day, date] to review the full details and get back to you? It would also help to receive the benefits summary, including health plan costs and the 401(k) match and vesting schedule, if you can share it.

Thanks again, [Your name]

Why it works: It sounds enthusiastic, names a specific deadline and asks for the information you need to evaluate the offer. Our guide to evaluating a job offer explains what to look for in that benefits summary.

Template 2: Counteroffer on Base Salary

This is the negotiation email people send most. Lead with enthusiasm, state your number and give a brief reason for it.

Subject: Re: Offer – [Job Title]

Hi [Name],

Thank you again for the offer. After reviewing it, I'm even more excited about joining [Company] and working on [specific project or goal].

Based on my research for [job title] roles in [city], including [data source, e.g., BLS wage data and posted ranges for similar roles], and my [X years of experience / specific skill or result], I'd like to ask for a base salary of $[target].

If we can get there, I'm ready to accept and move forward quickly.

Best, [Your name]

Tips: - Ask for a specific figure, generally a little above what you'd accept. - Only say you'll accept if you actually will. - One or two reasons is plenty. A long justification reads as less confident.

Template 3: Counteroffer When the Posting Listed a Range

Hi [Name],

Thank you for the offer. I'm excited about the role.

The posted range for this position was $[low]–$[high]. Given my [specific qualification that matches the role], I believe the upper part of that range is a better fit. Would you consider a base salary of $[figure]?

Thanks for considering it, [Your name]

Pay transparency laws in a growing number of states require ranges in postings. New York's, for example, requires a good-faith minimum and maximum. That makes the posted range a fair point of reference.

Template 4: Negotiating Benefits Instead of (or as Well as) Salary

When base pay is fixed, other parts of the package may still have some give.

Subject: Re: Offer – [Job Title]

Hi [Name],

Thanks for walking me through the offer. I understand the base salary is set for this level. Would there be flexibility on any of the following?

Any one of these would make a real difference in my decision. I'm looking forward to finding something that works.

Best, [Your name]

Pick the two or three items that matter most to you. Ask for ten and it looks like a shopping spree.

Template 5: Responding to "This Is Our Best Offer"

Hi [Name],

Thanks for checking. I understand there's no more room on base salary. Would you be open to a review of my compensation at six months, based on [agreed goals]? If so, could we include that in the offer letter?

Either way, I appreciate your effort on this.

[Your name]

If the answer is still no, decide based on the offer as it stands. If you need more time, say exactly how much.

Template 6: Negotiating When You Have a Competing Offer

Only use this if the other offer is real, and don't name figures you can't back up.

Hi [Name],

I want to be transparent: I've received another offer with a base salary of $[amount]. [Company] is my first choice because of [specific reason]. Is there any flexibility to get closer to that figure?

I'd love to make this work.

[Your name]

Template 7: Accepting the Offer

Confirm the key terms in writing so there's no confusion later.

Subject: Acceptance – [Job Title] Offer

Hi [Name],

I'm happy to formally accept the offer for [Job Title]. To confirm the details we agreed on:

Please let me know the next steps for paperwork. I'm looking forward to starting.

Best, [Your name]

Expect onboarding paperwork such as Form I-9, which U.S. employers use to verify identity and work authorization. Bring the documents they ask for on your first day. Our first 90 days guide covers what comes next.

Template 8: Declining the Offer Politely

Subject: [Job Title] Offer

Hi [Name],

Thank you for the offer and for the time you and the team spent with me. After careful thought, I've decided to decline. [Optional: I've accepted a role that's closer to my long-term focus on X.]

I really enjoyed meeting everyone and hope our paths cross again.

Best regards, [Your name]

Keep it short and kind. Recruiters remember the people who declined gracefully.

Template 9: Following Up When You Haven't Heard Back

Subject: Re: Offer – [Job Title]

Hi [Name],

I wanted to follow up on my note from [day] about the offer. I'm still very enthusiastic about the role and wanted to check whether there's an update or anything else you need from me.

Thanks, [Your name]

Give it two or three business days before you follow up, unless you're up against a deadline.

Should You Negotiate by Email or Phone?

Both work fine. Many people make their case on a call, then confirm it by email. If the recruiter calls you with the offer, it's fine to say, "Thank you, I'm excited. Could I review the details and come back to you by Thursday?" Then use Template 1 or 2.

For phone scripts and how to handle pushback live, see the salary negotiation guide.

Common Email Mistakes

Frequently Asked Questions

Is it okay to negotiate salary over email? Yes. Email is common and gives both sides a clear record.

How much should I counter? Base it on market data for your role and location, and ask for a specific figure a little above what you'd accept.

Can an offer be withdrawn if I negotiate? It can happen. There's no reliable public data on how often it does, so keep the tone positive and the request grounded in data.

How long should I wait to reply to an offer? Respond within a day to thank them and confirm your timeline, even if you need longer to decide.

Should I mention my current salary in the email? You don't have to. Many states limit employers from asking about salary history. Focus on market data and the role's value.

This article is general information, not legal advice.

Related Guides

Sources

  1. CareerOneStop (U.S. Department of Labor), "Negotiate your salary": https://www.careeronestop.org/JobSearch/Interview/negotiate-your-salary.aspx
  2. U.S. Bureau of Labor Statistics, "How much could I be earning? Using OEWS data during salary negotiations": https://www.bls.gov/oes/earnings.htm
  3. New York State Department of Labor, "Pay Transparency Law FAQs" (PDF): https://dol.ny.gov/system/files/documents/2023/09/p689-pay-transparency-law-faqs.pdf
  4. New York State, "Salary History Ban – What You Need To Know": https://www.ny.gov/salary-history-ban/salary-history-ban-what-you-need-know
  5. USCIS, "I-9, Employment Eligibility Verification": https://www.uscis.gov/i-9

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