How to Write a Salary Negotiation Email

Approaching a salary negotiation, whether a few years into your job or at the start of your tenure, requires thought and preparation. Clear communication is key, and research into the local job market and standard compensation for your role is crucial for tailoring your ask.

There are two times at which a salary negotiation email may come into play during your career – at the acceptance of a new job or during your current time with a company. Both require careful thought, with examples of your value and work experience, in addition to consideration for the overall compensation package. While companies may offer a lower-than-average salary, many will try to offset financial compensation with benefits and perks, including flexible schedules and transportation subsidies.

Initial job offers tend to be on the low end of the salary scale, and an email is often the best way to begin the discussion. Utilizing a salary negotiation email template tailored to your particular position – increasing your salary offer, asking for more money in correlation with advanced job duties, requesting an annual salary review – will help to start the conversation with your boss or potential employer. You may even find yourself blazing a path in companies without a formal salary compensation structure.

Writing A Salary Review Request Email

When writing a salary negotiation email, take a moment to outline the purpose of the email. Who is the correct person to address? What are you hoping to accomplish with the email? Having your salary goals clearly outlined before you start will help you craft the correct words.

For example, if you’re addressing the email to a potential employer who has already extended a job offer, be sure to connect with the person who can make the salary decisions, such as the hiring manager or recruiter coordinating the new role. Interviews often include more than one employee in the company, and the Vice President you met during your interview rounds probably isn’t the best contact for negotiation.

Likewise, if you’re already employed and looking to increase your regular compensation, work with your direct manager rather than connecting with your original recruiter or someone above your manager’s level. Proper workplace etiquette is always important and “pulling rank” can lead to a dismal response.

Once you’ve determined the right contact, keep your email on point. A clear subject line with a simple introduction explaining the purpose of the email will start you off on the right foot. Remember, it’s more than just an “increase my salary” email! In your own words, share your value within the organization, highlighting professional accomplishments that have led you to the salary negotiation. If applicable, make note of the last time you experienced a salary review. End your email by requesting an in-person meeting to discuss the salary negotiation.

Keep the email succinct and professional, using facts and details to bring merit to your compensation case. Negotiating a salary for the first time? Do your research and be ready with a Plan B (and Plan C) if you experience a pushback from your (potential) employer.

Following Up On Your Salary Negotiation

Once you’ve secured a meeting to discuss an increase in compensation, make sure to have your elevator pitch at the ready. Enter the meeting with those same professional details utilized in your email. Argue your case in a professional manner, using both facts and feelings. Be sure to thank your manager or potential employer for their time.

And then follow up.

Writing a follow-up email after a salary negotiation is a good opportunity to summarize the experience for both you and your boss. Ensure that you’re both on the same page by recounting the meeting and the key points of your compensation discussion. Offer suggestions for next steps in the process as a way to guide the conversation to your salary goals. Express your gratitude for their time and consideration on the matter, reflecting on your enthusiasm for both the role and the business.

Etiquette for Salary Negotiation Emails

When discussing money, you should know your value and worth, but including specific numbers isn’t recommended. Don’t make a particular salary ask via email unless you’re prompted to do so – it’s better to talk numbers in person! You can discuss the fact that you’ve done your research, ex. “I’ve taken a look at the typical compensation for my position within Portland and the current market value of my professional experience.” But wait until you’re face-to-face to determine specifics.

And always keep it professional. Salary negotiations can be tense for both sides – an employer wants to make sure they’re getting what they’re paying for and an employee wants to feel valued in their role – but a lack of composure and precision can distract from your intended goal. Even if you have a personal relationship with your manager, money is business, and salary-related emails should reflect your business acumen.

Salary Negotiation Email Templates

Here is a sample salary negotiation email template if you’re currently employed and looking for a higher salary.

Subject: Request for Salary Review (Annual Review, Job Review, Salary Discussion)

Dear Ms. Smith,

I truly enjoy my role as Marketing Manager here at Big Corporation Inc. Over the past year, I have gained a great deal of experience working with Mr. North and the Marketing team. Not only have I had the opportunity to build on my skill set, I’ve been able to bring additional knowledge to the table, including my work on the recent rebranding project.

As my role has adapted since my initial hire, I am writing to request a meeting to discuss my current compensation. I value my position within the team and I look forward to bringing additional insight to our future projects.

I would love the opportunity to meet with you to discuss a salary increase. Certainly let me know when you might be available. I appreciate your consideration.

Sincerely,

Jane Wilson

Here is a sample salary negotiation email template if you’ve been offered a job and want to discuss a higher salary offer.

Subject: Salary Discussion

Dear Mr. Martin,

Thank you so much for offering me the role of Marketing Director for United Letters. With my experience, I’m confident I can contribute a great deal both to the team and to the company as a whole.

As you know, I have a strong portfolio of work from my previous fifteen years in the typography industry. While I am grateful for your initial salary offer, I would love to discuss a number that may better reflect my skill set and experience.

Certainly let me know if you’re open to the idea, and look forward to connecting.

Sincerely,

Adam Smart

Haven’t heard back from your employer? Here is a sample salary negotiation email template to follow up once you’ve had the salary discussion.

Subject: Salary Discussion Follow Up

Dear Mrs. House,

I wanted to follow up on our meeting last week regarding my salary. During our conversation, we agreed that my position required a greater compensation given the scope of work and my professional experience. We discussed a possible range of $000 to $000, which is ideal for me moving forward.

I would be happy to revisit the conversation if you have further questions about my request. Again, I truly appreciate your time and consideration.

Warm regards,

Pam Lake