Salary negotiation email templates you can copy and paste
Negotiating by email gives you time to think. Here are templates for every scenario — counter-offers, follow-ups, and accepting on your terms.
Email negotiation has one big advantage over phone: you control the pacing. You can draft, revise, and send when you're ready. These templates are designed to be direct without being aggressive, and confident without being entitled.
Customize the bracketed sections with your specific details. The structure and tone matter more than the exact words.
Template 1: Counter-offer on base salary
Use this when you want to counter a specific number:
Subject: Re: [Company] Offer
Hi [Name],
Thank you for the offer — I'm genuinely excited about the role and the team at [Company].
I've reviewed the full package and wanted to discuss the base salary. Based on my research into market rates for [role] in [location], and given my [X years of experience / specific skill], I was expecting something closer to $[your number]. Is there flexibility to get there?
I'm very enthusiastic about this opportunity and confident we can find a number that works for both of us. Happy to talk through it whenever is convenient.
[Your name]
Template 2: Negotiating when they can't move on base
Use this when they say base is fixed but the conversation is still open:
Hi [Name],
I appreciate you looking into the base salary. I understand if that number is fixed.
Given that, I'd love to explore whether there's flexibility on the signing bonus or equity. A one-time signing bonus of $[amount] would go a long way toward bridging the gap. Would that be possible?
I'm excited to join the team and want to make this work.
[Your name]
Template 3: Competing offer leverage
Use this carefully — only if you actually have another offer:
Hi [Name],
I want to be transparent with you — I've received another offer at $[amount]. [Company] is still my first choice, and I'd prefer not to make this a bidding war.
If you're able to come to $[target], I'm ready to sign immediately. I'm genuinely excited about the team and the work here.
Let me know what you're able to do.
[Your name]
Template 4: Accepting the offer
Once you've landed on a number, accept clearly and in writing:
Hi [Name],
I'm happy to accept the offer at $[final salary] with a start date of [date]. I'm looking forward to joining the team.
Please send over the formal offer letter when ready and let me know if there's anything you need from me in the meantime.
Thank you again for working with me on this.
[Your name]
What makes these templates work
Each template follows the same principles: express genuine enthusiasm first, make a specific ask backed by a reason, and leave the door open for continued conversation. The tone is collaborative, not adversarial. You're not demanding — you're problem-solving together.
The biggest mistake people make in negotiation emails is being vague. “I was hoping for a bit more” gives the employer nothing to work with. A specific number with a reason gives them something to take to their manager.
Before you send anything, make sure you have a number backed by market data. Hayven's Compensation Analyzer gives you your precise market rate so your counter is grounded in evidence. And if you want a full walkthrough of the negotiation process before you put words on paper, read how to negotiate salary after a job offer.