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Home > Emails > How to write salary negotiation emails (5 samples & templates)

How to write salary negotiation emails (5 samples & templates)

Lawrie Jones
Written by
Lawrie JonesProfessional Tech Writer
Updated on:Jan 27, 2024

Do you think you're worth more money than you're being paid? If so, you'll need to negotiate your salary offer. Salary negotiation emails are used whenever you want to ask for more cash. This could be in your current job, as part of a promotion, or before accepting a new role.

In this awesome article, we provide some evidence-based tips and advice on how to write salary negotiation emails. We'll show how to construct salary negotiation emails, outline the format, and provide 5 samples and templates, including:

  • Salary negotiation email to boss
  • Salary negotiation email to HR
  • Salary negotiation email (as part of the interview process)
  • Promotion salary negotiation email
  • Salary negotiation counter-offer

We can't guarantee you'll secure that raise, but we'll give you the best chance!

Write a salary negotiation email in an easy way

Have no idea how to write a salary negotiation email on your own? Try out our email generator!

What is a salary negotiation email?

Salary negotiation emails are used to secure a bigger pay packet. You may have been promoted at work or secured a new position elsewhere. You may have discovered that a colleague doing the same job is being paid more than you – and want your fair share. In all of these situations, a salary negotiation email is the right option for getting you a raise.

But should you negotiate a raise via email or on the phone? While speaking to someone is more personal, emailing is much more professional. You can set out why you deserve more money.

It's easy to include links to similarly paid positions. Finally, you can spend time crafting a clear message rather than saying the first thing that comes into your head.

Emails also create an audit trail – which means you'll always have a record of negotiations. If your boss offers to raise your pay, but you have no witnesses, it's worthless. That's why email is the best option!

5 salary negotiation emails

To help bring the principles outlined above to life, we've created 5 salary email samples for you. You can review these to learn how to write better emails or copy and paste them to build your own.

Salary negotiation email to boss

This standard salary negotiation email can be used to ask your existing boss for a raise. It's a basic message that builds a compelling case for a bigger pay packet. Be sure to include a justification for your expected wage increase.

Dear [Boss's Name],

I hope this email finds you well. I wanted to discuss a matter regarding my salary. Over the past [number of years] that I have been with the company, I have consistently delivered exceptional results and have greatly contributed to the success of various projects.

Considering my extensive experience and the value I bring to the company, I believe it is time for a salary adjustment. I have been researching the market rates for similar positions, and based on my findings, I feel that a raise of [percentage or specific amount] is justified.

I would greatly appreciate it if we can discuss this further at our earliest convenience. I am confident that with the increase in salary, I will be even more motivated to continue excelling in my role and taking on additional responsibilities.

Thank you for your attention to this matter.

Best regards,
[Your Name]

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Salary negotiation email to HR

It's unlikely you'll have much of a relationship with your HR rep, so this email is quite formal. This type of formal email is easy to write as it follows familiar conventions. Keep it short, provide evidence, and be professional.

Dear [Recipient's Name],

I hope this email finds you well. I am writing to discuss the matter of my salary.

After careful consideration and research, I believe that my current salary does not align with the level of experience and contributions I bring to the company. I have been with the organization for over 10 years and have consistently delivered exceptional results in my role.

I kindly request that you review my salary and consider a fair adjustment that reflects my skills and dedication. I have attached a document outlining my accomplishments and the positive impact I have made within the company.

Thank you for your attention and prompt action on this matter.

Best regards,
[Your Name]

Salary negotiation email (as part of the interview process)

Many jobs nowadays don't advertise a salary. Instead, they expect you to negotiate. This salary negotiation email is a bold way to state your case. Justify why you're worth the money, and play hardball!

Dear [Recipient's Name],

I hope this email finds you well. I am writing to discuss the salary negotiation as part of the interview process.

Based on my skills, qualifications, and experience, I strongly believe that I am worth the investment. My expertise in [specific field] allows me to bring valuable contributions to the organization. Through my extensive 10-year professional experience, I have proven my ability to [specific achievements relevant to the position].

I understand that salary negotiation is an important aspect of the job search process, and I would like to express my expectations. After careful research and market analysis, I believe that a compensation package in the range of [desired salary range] would be fair and in line with industry standards.

I am excited about the opportunity to be a part of your team and contribute to its future success. I look forward to further discussing the details and am open to any counteroffers or alternative proposals you may have.

Thank you for your attention.

Best regards,
[Your Name]

Promotion salary negotiation email

A promotion should always come with a bigger pay packet – something we state (in more polite terms) in this salary negotiation email. Again, you should include evidence to justify your raise and be realistic about what's achievable.

Dear [Recipient's Name],

I hope this email finds you well. I hope this email finds you well. I'm writing to discuss my recent promotion and to request a salary increase that reflects my new responsibilities.

During my tenure at this company, I have consistently exceeded expectations, as evidenced by the successful completion of [Project A] and [Project B]. In addition, I have taken on additional duties such as [Task A] and have demonstrated exceptional leadership qualities in managing [Team A].

Considering my proven track record and the increased workload that comes with the promotion, I believe it would be fair to adjust my salary accordingly. I have researched comparable positions in the market, and based on my qualifications and contributions, I kindly request a salary increase of [amount] per year.

I understand the importance of budget constraints, and I am open to discussing alternative arrangements, such as performance-based bonuses or additional benefits, if that would better align with the company's objectives.

I look forward to discussing this matter further and finding a mutually beneficial solution. Thank you for your attention.

Best regards,
[Your Name]

Counter offer salary email

Negotiations involve both sides, so if you've received an offer, review it and reply with an answer. In this salary negotiation sample, we're gracious about the proposal but push back for more!

Dear [Recipient's Name],

Thank you for offering me the position of [Job Title] at [Company Name]. I appreciate the opportunity to join your team and contribute to the company's success.

After careful consideration of the offer, I was hoping we could discuss the salary component. While I find the proposed salary to be fair, I believe my skills, experience, and qualifications align with the value I can bring to the role.

Considering my [number of years] years of experience in the industry and my track record of [mention notable achievements or results], I would like to propose a counteroffer of [amount or percentage increase] to better reflect the market value for my expertise.

I look forward to discussing this further and finding a mutually beneficial arrangement that acknowledges both my qualifications and the company's budget. Please let me know your thoughts and any additional information you require.

Thank you for your attention.

Best regards,
[Your Name]

Essential guide to writing salary negotiation emails

Salary negotiation emails are professional messages with a single purpose: to get you more money each month. To achieve that, you have to build a case for why you're worth it.

The best salary negotiation emails are based on the 4ps:

  • Start positively
  • State your purpose (getting a pay raise!)
  • Provide evidence
  • Clarify the pay you want

This structure is logical and reasonable. It's a mature way to structure your message and justifies your claims for more money. The more evidence you can provide, the greater your chance of succeeding.

These are the principles for salary negotiation emails. When you come to put pen to paper (or finger to key), you'll need to follow the correct format, which includes:

  • Subject line]
  • Body-copy
  • Sign-off/next steps

Salary negotiation email subject line

Your subject line should she bold and show you mean business. While you can go for something soft, we recommend being bold and stating clearly this is a salary negotiation email.

Here are 25 salary negotiation subject lines to get you started.

Salary negotiation email to boss:

  • "Proposal for Salary Revision - Request for Meeting"
  • "Discussion Regarding Salary Adjustment"
  • "Request for Salary Review and Discussion"
  • "Thoughts on Enhancing My Current Salary Structure"
  • "Seeking Open Discussion on Salary Revision"

Salary negotiation email to HR:

  • "Request for Salary Negotiation"
  • "Revisiting Current Salary - Proposal for Negotiation"
  • "Seeking Dialogue About Salary Review"
  • "Proposal to Discuss Salary Adjustment"
  • "Inquiry Regarding Potential Salary Revision"

Salary negotiation email (as part of the interview process):

  • "Post-Interview Discussion: Salary Expectations"
  • "Regarding Salary Expectations for [Job Title]"
  • "Follow-up Discussion: Compensation for [Job Title]"
  • "Exploring Compensation Package for [Job Title]"
  • "Further Discussion on Proposed Salary for [Job Title]"

Promotion salary negotiation email:

  • "Discussing New Salary Expectations Post-Promotion"
  • "Inquiry on Compensation Adjustments Following Promotion"
  • "Aligning Compensation with New Role Responsibilities"
  • "Seeking Dialogue on Salary Adjustment for New Position"
  • "Exploring Salary Negotiation for Promoted Position"

Salary negotiation counter-offer:

  • "Counter-Proposal: Salary Negotiation"
  • "Re-evaluation of Proposed Salary Package"
  • "Request to Discuss Revised Salary Proposal"
  • "Counter Offer: Proposed Compensation Package"
  • "Proposal for Revised Salary Agreement"

Salary negotiation email body copy

Like all emails, start the email with a polite greeting ("Hi" or "Hello") and their first name.

First up, start positively and explain the purpose of your email.

"I've received your job offer, and I'm delighted you have offered me the job. I would like to accept. However, we must agree on a suitable salary for the position."

This is a confident start. Follow up with some evidence as to why you're negotiating.

"I've reviewed the salary for similar positions, and they are paying (insert details). You can find links to similar roles here: (add a bullet point list of links)."

Now you've got their attention, state how much you want to be paid!

"My expected salary for the role is (insert figure)."

Salary negotiation email sign-off/next steps

The example here follows the 4ps approach we described earlier in this blog.

Remember, this is a negotiation, so be open to discussion!

"I hope you consider my request fair and reasonable. I'm happy to discuss this with you and come to an agreement."

Add your contact details, including any constraints about conversations.

"You can contact me at (insert details) to chat. I cannot speak on the phone between 10:00 - 16:00, but I can respond to emails."

Sign-off with a positive ending.

"Look forward to hearing from you."

Now, add your name, email signature, and contact details, and you're ready to hit send.

Read also: How to Ask for a Raise via Email

Essential checklist: 10 principles for writing salary negotiation emails

You're well on your way to mastering salary negotiation emails. Here are some expert tips to help you nail down your negotiations!

  1. Be a pro: You should always maintain a professional and respectful tone, whatever your personal views and point in the negotiation process.
  2. Research and benchmark wages: Research typical salaries for your role in your industry and location before writing your emails. This evidence is critical in securing you a competitive package.
  3. Demonstrate your value: Highlight your achievements, contributions, skills, and experiences to make a case for your pay raise.
  4. Use clear and concise language: It's easy to get carried away talking about yourself, but focus on making messages clear and concise.
  5. Be flexible: Negotiations are about finding a compromise. Both sides won't necessarily get what they want, but you can both walk away happy if you work together.
  6. Avoid emotions: Negotiations should always be based on facts, not emotions. While you may be excited (or upset, or even angry), don't let this enter your negotiation emails.
  7. Find the right time to send: Timing is essential! Send a negotiation email internally when you know your boss will have the chance to consider it. For new roles, be proactive and push for a better salary as soon as possible.
  8. Express appreciation: Say thanks for the opportunity and express gratitude. Even if you turn down the job, your reputation will remain intact.
  9. Include a CTA: Always outline the next steps and include a CTA. Tell the person exactly what you want them to do, by when, and why.
  10. Leverage HIX.AI Email Generator: Unhappy with your salary negotiation emails.? HIX.AI email generator can ensure your pay messages are concise, effective, and delivered at the best time. Trust technology to secure you the pay raise you deserve!

Read also: How to write better resume emails (5 samples & templates)

Conclusion

If you're struggling to write salary negotiation emails, stop, go back to the start, and read again! Remember, the best salary negotiation emails follow the 4 Ps and are built from a standard structure. The critical point is to present a compelling case for why you're worth the extra. Using our guide to salary negotiation emails, you'll build a case so strong it'll be (almost) impossible for them to say no!

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