Salary negotiation email templates
Updated · SalaryRight guides
These templates cover the emails people most often struggle to write during a salary negotiation. Each is short on purpose: recruiters and managers read on their phones, and a clear, specific email gets a better answer than a long one. Replace everything in square brackets, and rewrite any line that doesn't sound like you.
Before you send any of these
- Have your market range, target and floor written down. Our UK salary negotiation guide covers how to find them.
- Use one specific number in a counter, not a range.
- Give reasons the reader can repeat to whoever approves the budget: market data, the scope of the role, your directly relevant experience.
- Keep the tone warm. You're negotiating with someone you may work alongside for years.
1. Asking for time to consider an offer
Use this when an offer arrives by phone or email and you haven't seen the full package yet. It buys time without signalling hesitation.
Hi [Name], Thank you for the offer. I'm really pleased, and I enjoyed meeting the team. Could you send the full details in writing, including bonus, pension, equity and holiday? I'd like to look at the whole package properly and will come back to you by [day]. Thanks again, [Your name]
2. Countering a job offer
The core negotiation email. One number, two or three reasons, a clear statement that you want the job.
Hi [Name], Thank you for sending the details through. I'm excited about the role, and particularly about [specific project or responsibility from the interviews]. Having looked at the package against the market, I'd like to ask whether there's room to bring the base salary to [£ figure]. A few reasons: - Comparable [job title] roles in [city] are advertised at [£ range], and [source] puts the upper quartile around [£ figure]. - The role as we discussed it includes [scope, e.g. managing a team of four, owning the budget], which sits at the top end of that range. - I'd be bringing [directly relevant experience or result]. If base salary is fixed by a band, I'd be glad to talk about [a signing bonus / a higher pension contribution / a six-month salary review] instead. I'm keen to make this work and look forward to hearing from you. Best, [Your name]
Only mention a competing offer if you genuinely have one. If you do, state the figure plainly and say you'd prefer this role.
3. Replying to "this is our best offer"
When salary won't move, test the rest of the package once before deciding.
Hi [Name], Thanks for going back to the team on this, I appreciate it. I understand the base salary is at its limit. Is there any flexibility elsewhere, such as a signing bonus of [£ figure] or a salary review at six months written into the offer? Either would let me accept with confidence. Best, [Your name]
4. Accepting an offer with agreed terms
Confirm every term you agreed, so the contract can be checked against it.
Hi [Name], I'm delighted to accept. To confirm what we agreed: - Base salary: [£ figure] - Bonus: [target %] - Employer pension contribution: [%] - Signing bonus: [£ figure], paid [when] - Start date: [date] - [Any other term, e.g. salary review in six months] Could you send the updated offer letter and contract? I'm looking forward to getting started. Best, [Your name]
5. Asking your manager for a pay review
Don't make the case over email. Use email to ask for the meeting, so your manager can prepare and isn't caught off guard. The pay rise guide covers the meeting itself.
Hi [Name], Could we find 30 minutes in the next couple of weeks to talk about my pay? Since my last review I've taken on [new responsibility] and [result], and I've looked at how the role is paid in the market. I'd like to share that with you and hear your view. Would [day] or [day] work? Thanks, [Your name]
6. Following up when you haven't heard back
Wait three working days after a counter before following up. Keep it light.
Hi [Name], Just checking in on my note from [day]. I know these things take time to get approved. Is there anything else I can share that would help? I'm still very keen on the role. Best, [Your name]
Phrases to avoid
- "I was hoping for..." sounds like you expect to be told no. "I'd like to ask for..." is just as polite and clearer.
- "I need X because my rent has gone up." Your costs aren't the employer's reason to pay more; the role's market value is.
- "Is that your best offer?" invites a yes. Ask for something specific instead.
- Ultimatums. "If you can't do X, I'll walk away" only works if you really will.
Common questions
- Is it better to negotiate salary by email?
- For the counter itself, email is often better: you can choose your words carefully, include your evidence, and both sides have a record. Calls are good for building rapport and hearing tone, so many people do both: a call, then an email that confirms the number.
- How long should I wait for a reply to a counter offer?
- Approval often needs a hiring manager and someone in finance or HR, so two to five working days is normal. A short, friendly follow-up after three working days is reasonable.
- Should I put my counter in a range?
- A single number is clearer and harder to negotiate down. If you do give a range, make the bottom of it your target, because employers usually pick the bottom.
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Related guides
- How to negotiate your salary in the UKA practical guide to negotiating a UK job offer: benchmark your pay, handle the salary question, counter with one number, negotiate the whole package and get it in writing.
- Should you accept a counter-offer from your employer?Your employer has offered more money to stop you leaving. How to weigh a counter-offer against the new job, what to ask for, and how to decline either side gracefully.
- How to ask for a pay rise in the UKWhen to ask, how to build the evidence, what to say in the meeting and what to do if the answer is no. A practical guide to asking your UK employer for a raise.
This guide is general information, not legal, tax or financial advice. Tax figures apply to England, Wales and Northern Ireland unless stated. For advice on your own situation, ACAS and Citizens Advice offer free help.