A friend of mine spent three days writing her salary negotiation email. Three days. She drafted it, deleted it, re-drafted it, read it aloud to her partner, deleted it again. When she finally sent something, it said: "I was hoping the salary might be a bit higher if possible."
They replied: "Unfortunately the offer is firm."
She never told them she was expecting $12,000 more. She never gave a specific number. She gave them the easiest possible out, and they took it.
This is the most common salary negotiation failure — not asking too aggressively, not asking at all. And it almost always happens in writing, where the anxiety has time to water everything down.
The templates below are designed to fix that. They're short, specific, and professional. Copy the one that fits your situation, fill in the brackets, and send it before you talk yourself out of it.
The 3 Rules First (Then the Templates)
Name a number. "I was hoping for something higher" is not a negotiation — it's a hint. A specific number ($X) forces a real response. Without it, they can say no to nothing.
Give one reason, not five. Multiple justifications dilute each other. Market data, a competing offer, expanded scope — pick your strongest and lead with it alone. Piling on reasons signals insecurity, not confidence.
End with an open door. Close every email with something that invites a conversation. It keeps the relationship warm and gives them room to move without losing face.
Template 1 — Negotiating a New Job Offer
Use this when you've received a written offer and want to counter in writing before signing.
Subject: Re: Offer — [Your Name] / [Role Title]
Hi [Name],
Thank you for the offer — I'm genuinely excited about the [Role] position and what the team is building at [Company]. After reviewing the full package, I'd like to discuss the base salary.
Based on my research into market rates for this role in [Location], and the [X years] of experience I'd be bringing, I was expecting something closer to $[Target]. Would [Company] be able to move to that figure?
I'm confident this is going to be a great fit and I'd love to get everything finalised. Happy to jump on a call if that's easier.
Thanks again, [Your Name]
Why this works: It's warm before it's direct. The reason (market rate + experience) is specific enough to be defensible without being confrontational. The closing signals you're ready to move — not stalling.
Template 2 — Counter-Offer When They've Come Back Low
They responded. They moved a little — not enough. This is round two.
Subject: Re: [Role] — Follow Up
Hi [Name],
Thanks for coming back to me — I appreciate you working through this.
I want to make this work. If we can reach $[New Target] on base, I'm ready to sign. That feels fair given [one sentence: the market data / my competing offer / the expanded scope of the role].
Looking forward to your thoughts.
[Your Name]
Notice this email is shorter than the first one. That's intentional. You've already made your case — repeating it sounds like pleading. This version holds your position cleanly without reopening the argument.
Template 3 — Asking for a Raise by Email
For raises, email opens the door. The actual conversation happens in person.
Subject: Salary Review — [Your Name]
Hi [Manager],
I'd love to schedule some time to discuss my compensation. Over the past [X months], I've taken on [brief example — the platform migration, three new accounts, leading the junior team] and I've been doing some research into where the market sits for my role.
I believe a base of $[Target] better reflects my current contributions and the market rate. I'd appreciate the chance to talk through it with you directly.
Would you have 20 minutes this week or next?
Thanks, [Your Name]
This email is designed to get you in the room — not to close the deal over text. Keep it brief. The raise conversation itself is where you win or lose.
Template 4 — Negotiating a Remote Role
Remote offers often undershoot. Companies sometimes apply a location adjustment that's larger than it should be — especially if you're senior and the role requires specialised skills.
Subject: Offer Discussion — [Your Name]
Hi [Name],
Thanks so much for the offer. I've done some research on market rates for [Role] at my experience level, and even accounting for a remote adjustment, I was expecting the base to be in the $[Target]–$[Target +10%] range.
Could we revisit the base salary? I'm very motivated to join — I'd just like to make sure the compensation reflects the level of the role.
[Your Name]
The Line That Kills Most Salary Negotiation Emails
It's not tone. It's not length. It's this:
"I was hoping for something a little closer to my expectations."
Or this: "If it's at all possible, it would be great if maybe..."
Hedging like this gives the other side nothing to respond to. They can't approve a feeling. They can't take "a little closer" to HR. They need a number.
Say the number. Say it clearly. Then stop writing.
Don't Know What Number to Put In?
That's the part SalaryAsk handles. Analyse your offer free → — it benchmarks your role, location, and experience against 2026 market data and tells you exactly what to ask for, then generates the email pre-written with your specific figures.
Once you've sent the email and they respond, this step-by-step guide covers the full negotiation conversation — including exactly what to say when they push back.
FAQ
How long should the email be? 100 to 200 words. A short email is a confident email. If you're writing paragraphs of justification, you're negotiating with yourself before you've even sent it.
Phone or email — which is better for negotiating? Email gives you control over every word and creates a record. Phone closes faster and allows real-time nuance. If you're nervous, email. If you want to close quickly, call. Both work.
What if they say the offer is non-negotiable? Almost nothing is truly non-negotiable. Ask about a signing bonus, an early performance review, or extra PTO. "Non-negotiable" usually means the base is fixed — not that everything is.
Can I negotiate after accepting? Technically yes, but it's awkward. Negotiate before you sign. After that, your next window is your first performance review.
Is emailing instead of calling unprofessional? No. Many hiring managers prefer it — it gives both sides time to think. The templates above are designed to be professional and clear. Don't let the format be your excuse not to send it.