A salary negotiation email should thank them, show enthusiasm, name one specific number, give one or two reasons based on market data or results, and ask for a next step. Below are five templates for the most common situations — and a free generator that fills them in with your own numbers.
When does email beat the phone?
Email works well when:
- You need time. You just got the offer and want to review it without pressure.
- Numbers matter. A written counter avoids "I thought you said…" later.
- The recruiter uses email. Match their channel.
- You want to confirm. After any verbal agreement, put it in writing.
The phone (or video) is better when the conversation could go back and forth quickly, or when tone matters — enthusiasm is easier to hear than to read. A common pattern: send the counter by email, then handle the follow-up call. That call is where most people give in; practice it.
Template 1: Ask for time and the offer in writing
Thank you for the offer for the [Job title] role — I'm excited about the team and the work at [Company].
Could you send me the full offer in writing, including base salary, bonus, benefits and start date? I'd like to review it carefully and will get back to you by [Thursday].
Thank you again — I'm looking forward to the next step.
Best,
[Your name]
Template 2: Counter offer
Thank you again for the offer. I'm excited about the [Job title] role and want to make this work.
Based on the market data for this role and what I'll bring in the first year, I'm asking for a base salary of [$X]:
- [One result with a number, e.g. cut onboarding time by 30%]
- [Market range for the role in your state]
If we can get there, I'm ready to sign. Would you be open to a quick call this week?
Best,
[Your name]
How high should [$X] be? Slightly above your target, rounded to a clean number. For a registered nurse with 3–5 years of experience, for example, the national BLS range suggests a target of $98,000 to $112,000 and an opening number around $118,000. Check your own job.
Template 3: Ask for the package as one request
Asking for several things one at a time feels like nickel-and-diming. Ask for them together.
Thank you for the offer for the [Job title] role. I'm excited to join [Company].
To make the offer work for me, I'd like to ask for this package together:
- Base salary of [$X]
- [Sign-on bonus of $Y]
- [Start date of …]
- [One extra week of PTO]
I'm asking for these as one package so we can settle everything in one step. Could we discuss this in a short call?
Best,
[Your name]
Template 4: Raise request
I'd like to set up 30 minutes to talk about my compensation in my role as [Job title].
Over the past year I've taken on more and delivered results I'm proud of:
- [Result with a number, e.g. grew account revenue 18%]
- [New responsibility, e.g. now lead the onboarding of new hires]
Based on these results and the market rate for this role, I'd like to discuss a base salary of [$X].
Would one of these days work for you: [day 1], [day 2]?
Best,
[Your name]
For context: US employers paid an average 3.1% merit increase and a 3.4% total increase budget in 2026 (Mercer, March 2026). Asking for more than that needs results — or a gap to the market rate. See how much of a raise to ask for.
Template 5: Confirm a verbal agreement
Thank you for the conversation today. To make sure we're on the same page, here is what we agreed:
- Base salary: [$X]
- [Sign-on bonus, start date, review date]
Could you confirm this in writing, or send me the updated offer letter? Thank you — I'm looking forward to it.
Best,
[Your name]
Write yours with the free generator
Pick the email type and fill in what you know. Anything you leave empty stays as a [placeholder] — the generator never invents results or numbers.
Free email generator
Fill in what you know. Anything you leave empty stays as a [placeholder] — we never invent results.
Subject lines that work
- Re: Offer for the [Job title] role (reply in the same thread when you can)
- [Job title] offer — next steps
- [Job title] offer — a few questions on the package
- Time to discuss my compensation
- Confirming our agreement — [Job title]
Avoid "Salary negotiation" or "Counter offer" as a subject line — it sounds adversarial.
When and how to send it
Send your counter within one or two business days of receiving the written offer — fast enough to show you're serious, slow enough to show you thought about it. Reply to the person who sent the offer, usually the recruiter, and keep the hiring manager out of the thread unless they started it. If two or three business days pass without an answer, send one short follow-up: thank them again, repeat that you're excited about the role, and ask whether they had a chance to review your email. Don't add new demands in the follow-up.
Tone checklist before you hit send
- Thanks and enthusiasm come first. You want this job — say so.
- One number. Not "between X and Y", not "around".
- No apologies or hedging. Cut "I'm sorry to ask", "I think maybe", "if possible".
- Reasons are about value, not needs. Results with numbers and market data, not rent or student loans.
- Never invent a competing offer. If you have one, mention it honestly.
- Under 150 words. Long emails read as nervous.
- A clear next step. A call this week, a date, a confirmation.
What they'll say next — and what to answer
| They say | You can say |
|---|---|
| "That's above our budget for this role." | "I understand. What flexibility do you have in the overall package?" |
| "This is our best and final offer." | "Thank you for being clear. Could we look at a sign-on bonus or an earlier review?" |
| "Can you do a bit less now and we revisit in six months?" | "If we revisit, can we put the date and the number in writing?" |
| "Is that number flexible?" | "I'm flexible on the overall package. For base, [$X] is what fits the role." |
| "We need an answer by Friday." | "I want to give you a considered answer. Could I have until [day]?" |
Thanks for getting back to me. As I wrote, I'm really excited about the role. Based on the market range for this job and what I'll deliver in the first year, I'm asking for [$X]. What flexibility do you have?
Then stop and let them answer. The silence feels long; don't fill it by lowering your number.
Related: How to counter offer salary · Salary negotiation script · Negotiate a job offer