Crafting Your Salary Negotiation: What to Say and How to Say It

Written by: Kim PinnelliPosted in: Work & Career
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Learning how to negotiate your salary is a valuable skill that can significantly impact your career. You might worry about asking for too much or saying the wrong thing. Many people struggle with this, especially when writing a salary negotiation email.

A well-written email not only shows confidence but also gives you a chance to clearly explain your value and make a strong case for your request without putting anyone on the spot.

In this guide, we’ll walk you through everything you need to know to craft a transparent, respectful, and persuasive salary negotiation email, complete with tips, structure, and real examples.

Let’s get started and help you get paid what you’re worth.

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When to Negotiate Your Salary

Timing matters when discussing your pay. Certain moments offer a better chance to negotiate successfully.

After receiving a job offer

A job offer gives you the perfect chance to ask for a salary adjustment. Accepting too quickly may lead to regrets later. Use this time to discuss your compensation package, including remote work options or paid time off.

Research industry benchmarks first. Know what the market value is for your role and experience level. Show confidence in your achievements during negotiations. Present clear data about your skills and past results that support higher pay.

Focus on both the starting salary and perks, such as health benefits or retirement plans, when making requests.

During performance reviews or promotions

Performance reviews and promotions are excellent opportunities to discuss your salary and compensation. Your manager is already focused on your work, so it’s a natural moment to bring up compensation. Highlight growth in skills, achievements, or responsibilities since your last review.

If a raise isn’t possible, ask about non-monetary benefits. Options such as professional development opportunities or flexible working arrangements can enhance job satisfaction. Be clear about what you want while showing gratitude for the recognition of your efforts.

When you receive a competing offer

A competing job offer can boost your leverage. Use it to show your value to your current employer or recruiter. Clearly explain the details of the other offer, including salary, benefits, and role expectations.

Show how this new opportunity aligns with your skills and career goals. Be professional but firm in asking if they can match or exceed the terms. This shows you’re serious about staying while valuing fair compensation for your work.

If your role or responsibilities significantly change

A shift in your role can justify a salary negotiation. Taking on tasks outside your original job description shows growth and increased value to the company.

Highlight specific changes, such as managing a team, handling larger budgets, or leading new projects. Show how these changes impact results, productivity, or profits. This strengthens your case during discussions about compensation and benefits.

How to Prepare Before Writing the Email

Start by gathering all key details about your role and achievements. This will help you explain why your request is fair and reasonable.

Research industry salary benchmarks

Check tools like Michael Page’s Salary Guide or the Career.io Salary Analyzer for accurate salary information. They provide clear data on salaries for different roles and industries. Compare numbers based on location, experience, and job type to set realistic expectations.

Refer to job ads, recruiter insights, or company reports for additional details. Knowing the average pay in your field helps you make a strong case during salary discussions.

Know your value: achievements, skills, and results

Highlight your top achievements. Use numbers to demonstrate your impact, such as increasing efficiency by 20%. Show how you solved challenging problems or helped the team succeed.

List skills that match the job. Focus on unique talents, like leadership or advanced knowledge in analytics. Share results that prove you’re reliable and valuable to the company.

Identify your ideal salary range

Start by researching industry salary benchmarks. Look at the average pay for your role using tools like Glassdoor or Payscale. Use current data, as salaries can change often.

Think about your skills, experience, and location. A software engineer in New York might earn more than one working remotely in a smaller city. Select a range that aligns with both market trends and your value to the company.

Consider non-monetary benefits and perks

Think about perks beyond money. Flexible working hours can improve your work-life balance. Remote working or hybrid work saves commute time and adds comfort.

Extra vacation days help recharge and boost happiness. Professional development, like workshops or courses, builds skills for growth. Signing bonuses or stock options add value too!

Anticipate employer concerns and objections

Employers may worry about budget limits or fairness across the team. They might question whether your request aligns with company standards or industry averages. Research salary benchmarks to demonstrate that your request is reasonable and based on data.

Be prepared to explain how your work aligns with their goals.

Some employers may fear setting a new precedent for others. Highlight your unique skills, results, or responsibilities that justify the raise. Show openness by mentioning non-monetary perks, such as flexible hours or remote work, as options as well.

How to Structure a Salary Negotiation Email

Begin with a clear and polite opening to establish a positive tone. Share your request confidently, backed by facts about your skills and value.

Subject line: Clear and professional

Use a subject line that is clear and directly ties to your purpose. For example, write “Salary Discussion – [Your Name].” This makes the email easy to find in a crowded inbox.

Avoid vague words like “Follow-Up” or “Request.” Be specific about the topic while maintaining a professional tone. A good subject line sets the tone for your salary negotiation email.

Greeting and gratitude

Address the hiring manager professionally. Start with “Dear [Name]” to show respect and attentiveness. If you are unsure of their name, use a general title, such as “Dear Hiring Manager.” Avoid casual greetings like “Hey” or “Hi.” A respectful tone sets the right impression.

Express gratitude early in your email. Demonstrate your enthusiasm for the job offer or opportunity by expressing gratitude for their consideration of you. For example, say, “Thank you for offering me this role at [Company Name]” or “I’m thrilled about joining your team.” Gratitude builds goodwill and keeps discussions positive.

State your request with supporting context

Make your salary request clear. Mention the exact amount or range you are targeting. For example, “I would like to discuss a salary of $70,000–$75,000.” Support this by explaining why you deserve it.

Show how your skills and achievements add value. Highlight measurable outcomes like “increased sales by 15%” or “managed a team of 10 employees.” Use facts to make your case strong and professional.

Include data and accomplishments as justification

Demonstrate your value by sharing tangible achievements. Use specific numbers or results to support your request. For example, explain how you helped increase sales by 20% in six months or completed a key project under budget.

Research average salaries in your field and use that data. Mention any skills, certifications, or awards that make you stand out. This helps demonstrate why you deserve the pay you’re requesting.

Offer flexibility and openness to discussion

Demonstrate your openness to further discussion by inviting additional speakers. Use phrases like, “I am happy to discuss this further” or “Let me know your thoughts.” This shows respect and teamwork during salary negotiations.

Stay flexible with offers. For example, if the employer can’t meet your number, suggest perks like remote work or extra vacation days. Keeping options open fosters trust and enables both parties to find common ground.

End with a polite and confident closing

Close the email by thanking the recipient for their time and consideration. Use a tone that is polite yet confident in your request.

Invite further discussion to keep things open and respectful. For example, you could say, “I look forward to hearing your thoughts” or “Please let me know if we can discuss this further.” This shows professionalism and keeps the conversation going.

Writing Tips for a Persuasive and Professional Email

Keep your email short and clear. It shows respect for the reader’s time. Use simple words to convey a professional yet easy-to-understand message.

Keep it concise and focused

Clear writing shows respect for the reader’s time. Keep your email brief, ideally around 250-300 words in length. Break information into small paragraphs to make it easy to read quickly.

Focus on key points, such as your values and achievements. Use bullet points for major accomplishments or facts. Avoid repeating yourself. Skip unnecessary details that might confuse or bore your audience.

Use bullet points to emphasize key achievements

Use bullet points to make your success easy to see. They grab attention and keep your email clear.

– Saved $10,000 by improving daily processes

– Increased team productivity by 20% in six months

– Led a project that added 15 new clients worth $50,000

– Earned “Employee of the Month” three times in one year

Quantifiable results stand out. Show how you improved the company. It shows your value clearly!

Maintain a respectful and professional tone

Always stay polite in your email. Speak professionally, even if you feel frustrated or undervalued. Avoid using emotional language or making ultimatums.

Stick to facts about your value proposition and achievements. Show respect for the employer’s decision-making process while presenting your case. Maintain a collaborative tone that encourages discussion.

Avoid emotional appeals or ultimatums

Do not use emotions to convince the employer. Saying things like, “I need this for my bills,” weakens your case. Focus on facts, skills, and outcomes instead.

Avoid ultimatums like “If you don’t raise my salary, I will quit.” This can harm relationships with recruiters or managers. Instead, show openness to discussion and collaboration.

Tailor your tone to your audience (recruiter vs. manager)

A recruiter often handles multiple candidates and focuses on whether you’re a good match. Use a clear, polite, and professional tone with them. State your case directly without getting too detailed about job specifics.

A manager looks at your value to the team or department. Highlight achievements that benefit the company. Stay confident but respectful, showing how your request aligns with their goals, such as improving retention or achieving better results during reviews or promotions.

Salary Negotiation Email Examples

Writing the correct email can feel tricky, but examples make it easier. Check these templates to see how to ask confidently!

Example 1: Negotiating after receiving a job offer

You got the job offer! It’s exciting, but now comes the next step: negotiating your salary. Begin by thanking them politely for the offer. Show appreciation for their time and interest.

Then, clearly state your desired salary range. Use facts, such as market data or industry standards, to support your claims. Mention any skills or past achievements that prove your worth to the company.

Maintain a professional tone throughout and demonstrate openness to further discussion if needed.

Example 2: Responding to a lowball offer

Thank the employer for their offer and express your excitement about the job. Then, clearly state that the salary doesn’t match your expectations. Use data to support your case, like industry benchmarks or pay gaps in similar jobs.

Mention your skills, achievements, and years of experience to highlight your value. Suggest a specific number or range you think is fair, showing you have done research. Stay polite and professional throughout the email to maintain an open conversation for negotiation.

Example 3: Requesting a raise during a promotion

Getting a promotion is the ideal time to request a raise. Your new role is likely to come with additional responsibilities and higher expectations. Highlight your achievements that led to this point, like successful projects or leadership examples.

Provide precise numbers if possible. For example, mention how you increased team productivity by 20% or saved costs in past campaigns. Suggest a salary range based on research of similar roles in your industry and location.

Stay confident, but also open to discussing benefits, such as work-from-home options or bonuses.

Example 4: Leveraging a competing job offer

State your competing offer clearly. Please mention the position, company, and salary package being offered. Highlight why you prefer staying or joining the original job but need better terms to match market value.

Explain your contributions or potential impact on their team. Demonstrate how offering a competitive salary helps retain talent and reduces costs associated with turnover or hiring processes. Keep your tone polite and focused on collaboration, not demands.

Why a Well-Written Salary Negotiation Email Matters

A clear email helps you maintain a professional and organized image. It provides a written record of your request, which helps avoid miscommunication.

Many young professionals prefer emails to reduce pressure. Writing allows time to plan your words carefully. Approximately 36% of Australian employers report that salary expectations pose a significant challenge to their staffing needs.

A thoughtful email can show why you’re worth more and help solve this issue for them.

Common Mistakes to Avoid

Missteps can hurt your chances during salary talks. Learn what to avoid for a smoother process.

Being vague or unclear about your expectations

Avoid being vague about your salary expectations. If you don’t provide a clear number or range, the employer may guess what you want. This can lead to them offering less than what you expected.

Be specific and confident. For example, say, “I am looking for $75,000 based on my skills and experience.” This shows that you understand your value. It also leaves little room for confusion during negotiation.

Failing to provide evidence of your value

Without solid proof of your value, your negotiation may fall apart. Employers need facts to justify higher pay. Highlight clear achievements, such as increasing sales by 20% or saving the company $10,000.

Share skills and results tied directly to the job. Did you lead a team? Solve big problems? Use numbers and examples that show why you’re worth more money.

Sounding confrontational or entitled

Avoid a demanding tone. Using phrases like “I expect” or “I deserve” can harm your case. Instead, show respect and keep the focus on facts.

Use polite language to state your value. For example, share achievements that boosted productivity or improved the quality of life for the team. Stay calm and professional even if emotions run high.

Ignoring timing and proper email etiquette

Sending your email at the wrong time can hurt your chances. Always send it during regular working hours, preferably early in the day. Avoid evenings, weekends, or holidays when people might not check their emails.

Using poor etiquette can make you appear unprofessional. Begin with a polite greeting and use clear, concise language. Do not make demands or sound too casual. Double-check for spelling errors before hitting “send.” Maintain a respectful and professional tone to make a good impression.

What to Do After Sending the Email

Stay calm, give it time, and be prepared for the next steps.

Wait patiently and allow time for review

After hitting send, give the employer time to review your request. Rushing them can come across as pushy. It shows respect for their process if you wait calmly.

Patience also helps maintain professionalism in salary negotiations. If there’s no update after a week, consider sending a polite follow-up email. Keep it brief and warm, like “I wanted to check in on my earlier request.”.

Send a polite follow-up if there’s no response

Allow a few days to pass after sending your email. If you hear nothing back, write a friendly follow-up. Use polite language and keep your responses brief. Begin with a greeting and express gratitude for their time.

Politely mention your previous email. Review your request without sounding pushy. End by inviting them to reach out if they need more details or would like to discuss further in person or over a call.

Be prepared to discuss this in a phone call or meeting

Stay calm and confident during the call or meeting. Maintain a polite and professional tone throughout the conversation.

Highlight key points from your email, like achievements or skills that support your request. Be ready to answer questions about your salary expectations. If concerns arise, address them directly and offer solutions.

Also, be open to discussing non-monetary benefits.

Accept or decline professionally based on the outcome

Handle the outcome with grace. If the employer accepts your request, thank them sincerely and confirm all details in writing. Mention any discussed perks or changes to avoid confusion.

If they decline, stay polite. Express gratitude for their time and consideration. Ask if there’s room for future conversations about salary or other benefits, such as flexible work options or additional responsibilities.

Maintain a professional tone, regardless of the outcome.

The Bottom Line

Writing a compelling salary negotiation email can significantly impact your career. You now know how to research, structure, and communicate clearly. These steps are simple but powerful tools for success.

Think about what you’ve learned and take action with confidence. Go ahead and secure the pay that matches your skills!

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