How to Write a Good Salary Negotiation Email

Negotiating via email is part and parcel of the skillset. It would be best if you could craft a tantalising offer or rebuttal as part of your menu of negotiation skills, and this should be expected of any member of the sales team.

However, Sales and Acquisitions should not be the only teams that learn how to develop their negotiation skills. Here at Scotwork, we think everyone should be able to confidently tackle any negotiation. Even if you won't get near the bargaining table on behalf of your company, you should still be able to negotiate for yourself, such as your salary and compensation package. Whether you are sending it to a potential employer after a job offer or you want to renegotiate your existing salary with your managers, we have a few tips to help you out.

Why should I negotiate my salary?

It can be intimidating to turn around to someone, be they a hiring manager or your long-term supervisor, and ask for more money than what they offer you. However, you must, especially if you know that you should be paid a higher salary than what is currently on the table.

Many people are nervous about asking for a salary increase, whether they are scheduling their first day at the company or they have been there a decade already, but it is something that we need to do. Research from recruitment experts Reed.co.uk found that women are 20% less comfortable discussing salary during negotiations compared to men. Additionally, men were 20% more likely to negotiate their salary during an interview, and 20% of women had never negotiated their salary.

Since it can be difficult to have the salary negotiation conversation in person, sometimes it can be easier to do it over email. Though we have discussed negotiating via email before, there are a couple of extra nuances that you need to consider when your salary is at the heart of the issue.

One of the big advantages of sending an email is that it gives you time to think, both in your initial request and in any further responses. You can take as long as you like to draft your proposal and work on your tone before you hit send. This can be a lot easier and less anxiety-inducing than having to hold the same conversation in person or over the phone. You have the chance to think about what you want to say so that you can craft as strong a proposal as possible.

How to write a salary negotiation email

Now that you are ready to write a salary negotiation email and start an earnest discussion about your pay, what is the best way to do so? We've put together some tips to help you ensure that salary negotiations start on the right foot.

Set the tone with the right subject line

You need to pick an appropriate subject line. This will help to set the right tone immediately and will give your contact the context of the conversation you are about to have.

You shouldn't mention any figure here, so don't make a subject line that reads something like Salary increase request +5% per annum or Salary counteroffer £45k per year. You can start negotiating and discussing numbers further down. Right now, you should just set expectations without directly choosing to discuss compensation.

A more appropriate subject line might read:

Salary negotiation for [Name of Position]
[Job Title] - offer of compensation

Keep it specific, keep it clear, and try to keep it short enough that the intended recipient's email software won't cut it off!

Start off with a good greeting

The next step is also useful in setting the tone. You might be emailing hiring managers you only met briefly in an interview, or you might work for a company that still puts a lot of emphasis on formality in communication. Even if you are emailing a manager you know quite well, you might still want to bring a touch of professionalism to your message.

If you don't know the recipient quite well, you may wish to open with Dear Mr/Ms [their name]. Starting with a Hi or how you would usually begin an email to someone trusted is usually more than sufficient to kick off negotiations.

Express your gratitude

You should open by expressing gratitude in some way. By starting with a warm introduction, you can set a positive tone that should continue throughout your discussion. For example, you can talk about how you felt welcome during the interview, and you enjoyed hearing more about the role. You could even reiterate to the hiring manager that you are excited to start work and that you look forward to seeing what you can bring to the role.

If you have been in the role for a while, you might bring up the work that you have done so far, specifically what about it that you have enjoyed. Rather than launch straight into negotiating salary and asking for an increase, you are effectively breaking the ice and setting a tone that will continue throughout the rest of your email.

Clearly state what you want

This is the moment where you bring up a figure; write out the proposed salary you want to see. Though it's a common practice to provide them a salary range to choose from, be absolutely precise if you can. This is because employers will, more often than not, lowball you and offer the lowest number. Write a clear salary offer that you want to receive.

Remember, this is just the starting point for the discussion; don't pick something too low or too high. The closer you can get to a number that you are satisfied with, the better. If this is a new job offer, take a look at the salary range the prospective employer posted with the job advert. If their initial offer was towards the bottom of the scale, ask for a figure closer to the top.

Give a justification

Of course, you should never ask for a salary adjustment without providing some form of explanation as to why you should be getting it. If you suspect that the figure you have been offered is below the average salary for the role, do a little research to find out what you should be getting paid on average instead.

If you are asking for a salary increase because you feel like you deserve one for the work you do around the company, you should prepare evidence that suggests so. You have made a significant contribution to the finances of the company, and you need to demonstrate this so you can be well rewarded for your efforts.

Add other negotiables

In light of negotiating your salary, it might be worthwhile looking for other benefits that you could include too. Perhaps you want more PTO, or flexible working hours, as both of these would allow you to spend more time with your family. If you are just joining the company, you might ask for a one-off signing bonus to help make the company's offer more competitive than others you might have received.

Work to give yourself a financial advantage and get that comprehensive compensation package you know you deserve. This is a powerful position to have, and you should take full advantage of it if you think you are due a little more compensation than you currently receive.

Sign off positively

No matter what you ask for, whether it is a big change or a small one, you need to ensure that you round off the email positively. Express thanks for their time in reading this email and considering your proposal. State that you are open to further negotiation, if you are, of course, and then move forward to close the email politely and with wishes to hear from them soon.

What should I avoid talking about in a salary negotiation email?

When discussing salary expectations, there are certain things that you should avoid talking about. We want this to be as fruitful a conversation as possible so that you can see that salary increase, and so you need to set the stage in precisely the right way.

So, first and foremost, avoid negativity! Even if you have been offered a starting salary that is much lower than what you expected, even if your current salary is not in line with the average for people of your experience, you should never enter a salary negotiation with any resentment or grudges. Don't send out an ultimatum and threaten to leave if the salary negotiation doesn't go your way; all that will do is offer the company the chance to call your bluff. Focus on the positives and remain as respectful as possible.

You should also avoid mentioning any other job offers you may have received. Keep this salary negotiation focused on the unique relationship between you and this company.

Likewise, try to leave your personal circumstances out of talks. While it can seem like a good idea to try to pull on heartstrings, a salary negotiation is a business deal at the end of the day. Stick to the facts, do your research, and put your effort into crafting the right salary negotiation email.

When is the best time to negotiate salary?

So when should you discuss salary?

The best time to do so is during the recruitment process after the hiring manager's initial offer. This is the perfect opportunity for you to thank them but then reply with a counteroffer to open a wider negotiation process.

If you have been in the job for a while, you might ask for a salary raise after a recent performance review. This is the perfect time to do so, as both you and your hiring manager should be aware of your contributions to the company, and you should be able to see a clear and proven track record of your success. With this fresh in both your minds, it can make all the difference when requesting a higher salary.

Even if you have no performance review on the horizon, you might feel like you have excelled in recent projects. Choosing to negotiate salary every few years that you work in that role, advocating for yourself every time you gain experience even if you don't get many promotions, will only benefit you and ensure that you are always being paid what you deserve.

How do I know how much to ask for?

Don't waste your time trying to work out the industry standard or average salary for your job title. Yes, you should do your research to get a clear idea, but this can be done with just a few searches and comparisons. If you have to spend hours on market research of the average salaries, you are unfortunately wasting your time.

There are several salary checker tools online that can give you a quick approximation. Using this one from Totaljobs, or this one from Michael Page, or any of the others across the internet will give you a starting point that you can then expand on.

What do I do if the manager asks to negotiate face-to-face?

So, you might have decided to send an email because you feel uncomfortable discussing compensation face-to-face with a manager, but they are asking for exactly that. What do you do?

Treat it like you would any other negotiation. Do your research, prepare your arguments, and set up the meeting. Walk in with your head held high, and keep a positive and collaborative attitude as you advocate for your increased salary. Ask that anything discussed—be it a change in your base salary, or a few new responsibilities in exchange for additional benefits—be recorded and sent in an email after the meeting. This then gives you the chance to reflect on what was discussed in the face-to-face meeting, and the opportunity to maybe even send out another salary negotiation email as an additional counteroffer.

What happens if they say no to my offer?

No matter how much you prep and craft the perfect salary negotiation email, no matter how much you research the average salary for your sector, and no matter how many tweaks you make to ensure you have just the right professional tone or the most appropriate greeting, there is no guarantee that you are going to get your pay rise. There is every chance that your manager might say no to your offer.

It can be frustrating, especially when no explanation is given to you, but it is important to consider your next steps. If you are considering joining the company, you need to decide whether you actually want to accept the role. Is the offered salary at the lower end of the range posted in the job description? Do you think it is an adequate reflection of your skills and experience, and do you think there is potential for you to re-negotiate after a few months?

Likewise, if you have been at the company for a while, a salary increase rejection might be an indicator that you should start to think in earnest about your career progression. Are there similar positions at other companies that pay a lot more? It might be time to dust off the CV and hit the job market again.

Scotwork is here to help you get your desired salary

Scotwork advocates for teaching negotiation skills to everyone. We all need to be able to negotiate for ourselves, not just customer-facing staff and not just in our professional lives! Our experts have over 45 of experience across a wide range of industries and specialities. Let us guide your team to negotiation success in one of our training courses.

Get in touch with us today to find out more about how we can help you. In the meantime, check out our salary negotiation email samples below. We put these together to help you out; all you need to do is personalise them and polish them up!

A salary negotiation email template for a new job offer

Subject: Discussion of Job Offer Details

Dear [Hiring Manager's Name],

Thank you for offering me the [Job Title] position at [Company Name]. I am excited about the opportunity to join your team and contribute to [specific aspect of the company or role that excites you].

Having reviewed the offer, I am enthusiastic about the role and the potential to grow with [Company Name]. However, I would like to discuss the offered salary. Based on my research and understanding of the industry standards, as well as my [mention any specific skills, experiences, or qualifications that justify your request], I believe a salary of [specific amount or range] would be more appropriate.

I believe this reflects my qualifications and the value I am confident I will bring to your team. I am eager to start contributing to [Company Name] and am hopeful we can reach a mutually agreeable compensation package.

Thank you for your consideration. I look forward to discussing this further and am excited about the possibility of working together.

Best regards,

[Your Full Name]

A salary negotiation email template for performance review, internal transfer, or promotion

Subject: Salary Review Discussion

Dear [Manager's Name],

I hope this message finds you well. I am writing to discuss my current salary and the possibility of a review.

Over the past [time period], I have taken on additional responsibilities and successfully completed several key projects, including [specific achievements]. These accomplishments have not only contributed to the success of our team but also demonstrate my growing expertise and commitment to the organisation.

Given my expanded role and the value I have brought to the team, I believe it is appropriate to revisit my compensation to better reflect my contributions and market standards. Based on my research and the current industry benchmarks, a salary adjustment to [specific amount or range] would be more aligned with my responsibilities and the market rate for my position.

I would appreciate the opportunity to discuss this further at your earliest convenience. I am confident that we can reach a mutually beneficial agreement that recognises my contributions while aligning with the company's objectives.

Thank you for your time and consideration. I look forward to our discussion.