Mastering the Art of Getting Paid What You Deserve

Let’s show how to write the best salary negotiation emails that work.

Let’s also give you examples for…

The Three Most Common Types of Salary Negotiation Emails

  1. Salary Expectations Response
  2. Counter Offer 
  3. Raise Request
  4. Bonus: Flex Time Request

Understanding Salary Negotiation Emails

What’s a Salary Negotiation Email?

A salary negotiation email is a formal correspondence between you and your employer. In it, you discuss and advocate for your desired salary or compensation package. 

Keep in mind any written exchange between you and your employer about your renumeration is technically a salary negotiation. Therefore, it is critical that you take great care and pay attention to how you present your arguments. 

Why You Should Negotiate Your Salary

It’s what you get paid! It is perhaps the most important aspect of your job, next to your “title”.

In fact, salary is what people care about most. While people will pay lip service to having meaningful work or a job with purpose, when asked to chose between the two, actual research shows that people will overwhelmingly pick a higher pay jobs with meaningless work, over meaningful work with low pay.

Your salary matters. The value of your salary is obvious… But it’s not just about the size of your salary.

What may not be so obvious is also the importance of how you feel about your salary. Knowing that your employer compensates you fairly contributes to your job satisfaction, general sense of well-being, as well as your ability to perform. 

In fact, perceptions of fairness of pay can even trump actual higher pay, in terms of boosting employee engagement.

If you feel like you are being valued, you will create more value. That starts a virtuous cycle,  getting you greater compensation, leading to greater value, leading to even greater compensation… on and on.

In other words, your salary, and how you feel about your salary, are CRUCIALLY important for your career development

Despite this, a majority of professionals do not negotiate for higher pay. Only about 37% negotiate their pay when they accept an offer, and only 12% negotiate for higher pay during their reviews while 44% never bring it up![1]

This is rather ironic, because 85% of new salary negotiations, and 70% of raise requests go in favor of the employee!

This is also quite sad, considering the fact that less than one third – 32% of employees think that their compensation is fair!  

Why is this happening?

Why are most people not asking for more pay?

It’s simple. Most people are afraid of confrontation. And they lack the knowledge (or the career skills) to negotiate effectively. 

Fortunately, after reading this article, you won’t be like most people…

Before You Begin Salary Negotiation Email

You must know your value.

In fact, it is absolutely crucial that you are appropriately informed about the market. Is it an employer’s or employee’s market? How long would it take you to get another job? What’s the average salary for your position?

At the very least, you need to know what the industry average is for your job in your geographic location. You also need to know what your specific employer’s salary range is for your title, or similar titles.

This is not to say that you cannot be an exception and get paid more, sometimes significantly more, than industry or company averages.

But this is to say that, when you’re making your ask, you need to be intimately and painfully aware of how you’re ask is being perceived.

Let’s say you counter a job offer for $100,000 with a request to be paid $120,000. If the industry range in your area is between $110,000 and $130,000, that is a very reasonable ask. But if the industry range is between $85,000 and $105,000, you’re going to raise a few eyebrows.

It’s not that it can’t be done… It CAN be done. And it has been done many times… But it usually takes more than just asking… It requires a solid negotiation strategy and it usually won’t bear fruit with a single email.

If you are not willing to walk away from a job, we highly advise you to stick close to industry averages when asking for a salary increase. If you want to push your limits and try your chances, however, we strongly encourage you to learn our negotiation scripts.

Crafting Your Salary Negotiation Email

The process is quite straightforward. Every effective salary negotiation email needs to contain the following seven elements:

  1. Clear Subject: So that the email gets noticed and read. The subject line you choose must be relevant to the topic and not catch your reader by surprise.
  2. Proper Greeting: You must greet the person you are interacting with appropriately. Use their name and the appropriate salutation.
  3. Gratitude Statement: Because saying thank you inspires cooperation. It’s also the polite thing to do.
  4. Salary Range: Provide your salary expectation in a range. You declare it as a range to increase the likelihood that they will agree with you –  it’s a lot easier to hit the number in your range compared to hitting your specific number. Moreover, some employers might have a problem with the power dynamic of yielding to your demands when they match your exact number. Give them a range, it works better.
  5. Justification: You need to give a justification for why you are asking for more. Make your best case but don’t sweat it. Here, it’s important to note that the strength of your justification is not as important as making sure you giving a justification. The now famous “copy machine experiment” shows that giving a justification for an ask is far more important than having your justification be rational, when it comes to getting your requests fulfilled.[2]
  6. Other Options: Make sure you make it clear that you are open to negotiation beyond your specific ask. Maybe they can’t increase your salary but they can give you an extra paid week off. You need to make sure that the person you’re negotiating with is aware that you’re also open to other suggestions and that you are negotiating in good faith.
  7. Professional Sign-off: Many career coaches suggest that you end with a positive sign off (i.e. thankful, warm, friendly, etc). In our organization, we think that a positive sign off when asking for more money is a mistake. Instead of that, we recommend a professional, polite and neutral sign off. (We recommend this because, if you game theory this finding out, the disagreeable Big Five Personality Trait has an advantage in negotiations)

Tips and Best Practices

Here are 13 tips for writing an effective salary negotiation email that get the important point across:

  1. Know your value.
  2. Aim high.
  3. Justify your number to yourself first.
  4. Keep your letter professional, don’t get personal. Don’t be informal.
  5. Be clear. Don’t leave room for misunderstandings or miscommunication.
  6. Be polite and respectful but firm.
  7. Never give a specific number, always talk in ranges.
  8. Use numbers around your experience or qualifications. (i.e. 7 years as a sales manager, $9M of profit generated over the past 18 months, etc.)
  9. Talk in facts not promises.
  10. Keep your letter concise.
  11. Review your letter. Then review it again.
  12. Sleep over it. Check it in the morning again before sending it.
  13. Make sure it arrives after lunch. (see hungry judge effect)

Moreover, when you are writing your salary negotiation letter, you need to consider the five following factors:

  1. Your qualifications and credentials
  2. Your years/level of experience
  3. Industry standards
  4. Your market power (i.e. how quickly could you get a similar job)
  5. Your company’s market power (i.e. how quickly could they replace you)

Pro Tip: Remember, at the end of the day, asking for a raise or a higher salary during job negotiations does not explicitly mean “give me this much more money or I walk away”. That being said, every salary negotiation is an interaction about market power. Asking for more pay is your attempt at “flexing” your power. Be sober and clear headed and don’t give into any hypes or delusions. 

What to Include and Exclude

What to Include in Your Salary Negotiation Email

  1. Positive and optimistic tone
  2. Specific facts about your accomplishments
  3. Market research and industry averages
  4. Facts about how much others are getting paid
  5. Other negotiable items

Other Negotiable Items You Can Include In Your Salary Negotiation Email

  • A written agreement to revisit your salary in 3 or 6 months
  • Flexible work hours or compressed workweeks
  • Performance bonuses or profit-sharing arrangements
  • Paid parental leave for both mothers and fathers
  • Additional vacation days, paid time off, or sabbatical opportunities
  • Health and wellness stipends for gym memberships, fitness classes, etc. (these can be related to health insurance)
  • Retirement contribution matching or increased employer contributions
  • Relocation assistance / reimbursement for moving expenses
  • Housing stipend (especially if relocating to high-cost area)
  • Paid volunteer or community service days
  • Education reimbursement (college, grad school, etc.)
  • Language or skill development courses reimbursement
  • Technology allowance for purchasing or upgrading work-related equipment (get a new laptop, etc.)
  • Opportunities for job rotation or cross-training in different departments
  • Flexible spending accounts (FSAs) for healthcare or dependent care expenses
  • Professional association memberships
  • Conference attendance budget
  • Mentorship or coaching programs for career development
  • Transportation benefits (reimbursement, commuter discounts, public transit passes, etc.)
  • Paid vacation
  • Pet insurance 
  • Bring your pet to work 
  • Paid lunches
  • On-site amenities such as catered meals, massage therapy, or childcare facilities
  • Profit-sharing opportunities 
  • Employee stock options
  • Severance agreement (aka Golden Parachute – this is our favorite)

Pro Tip: We advise against including lower-value negotiables in your first counter offer. Items like “language or skill development courses” or “paid vacation” are useful if they refuse your salary counter offer (i.e. you didn’t give me my salary, at least give me paid vacation). But if you include them with your initial salary counter offer, they may simply pick the paid vacation, and tell you “no” on the salary, the negotiable that most matters.

What Not to Include In Your Salary Negotiation Email

  1. Negativity: Don’t usie negative language or express dissatisfaction – ever.
  2. Ultimatums: Never use ultimatums or threats. This is a taboo.
  3. Unrealistic Demands: Don’t make unrealistic salary demands or unreasonable requests for benefits. For instance, asking for a severance agreement for a job that barely pays $50k can make you look clueless.
  4. Personal Information: Do not include personal information to the negotiation discussion. Even if you think it is relevant, the fact that you now have 7 new cats to feed, is not relevant to the discussion. It looks unprofessional, but more importantly, it does not make a difference or persuade.
  5. Negative Comparisons: Avoid comparing your offer to those of colleagues or competitors in a negative light, this is both unprofessional and confrontational. (i.e. Jimmy at the corp across the street is getting paid $10k more, etc.)
  6. Ambiguity: Be clear and direct in your communication, avoid ambiguous statements. You’re asking for more money, no need to beat around the bush. Something like “I believe it’s time for a salary adjustment that reflects my contributions” is ambiguous. “I would like to discuss a salary increase of [%amount]” is specific.
  7. Humor: Especially self-deprecating jokes about your financial situation. While it might seem funny to joke about being broke or needing a raise to get your first “lambo”, it makes you look weak and undermines your position. (🙄 If you only knew…)

Salary Negotiation Email Examples: Salary Expectations

Sometimes an employer will ask you what your salary expectations are before they make you an offer. In fact some employers will ask your salary expectations before they even interview you.

Here is a sample response to the question “what are your salary expectations”:

Subject: Salary Expectations for [Position Title]

Dear [Hiring Manager’s Name],

Thank you for the opportunity to discuss the [Position Title] role at [Company Name]. I’m excited about the possibility of joining your team and contributing to [specific project/initiative/goal mentioned during interview or in job description].

Regarding salary expectations, based on my [X] years of experience with [specific skills], and the responsibilities outlined for this position, I am targeting a salary range of [$X – $Y]. This range reflects industry standards. (Optional: provide a link of industry stats)

I’m flexible and open to discussing the details further. Thank you again for considering my application. I look forward to the possibility of working together.

Best Regards,

[Your Name]

Pro Tip: In salary negotiations it is often said that whoever gives their number first loses. While this is not always the case, showing your cards before they show theirs is a positional disadvantage. The gist of it is simple: Giving someone your price before they are convinced that they must have you working for them is a bad strategy, especially if you are after high paying positions. We have some conversational and email scripts included in Launch Your Career that can help you avoid answering questions about salary expectations, without compromising your ethics or the position.

Salary Negotiation Email Examples: Counter Offer 

After receiving an offer, if you believe that the compensation is not sufficient or if you think that you can get paid more, you can use the following email template:

Subject: Counter Offer for [Position Title] Position

Dear [Hiring Manager’s Name],

I hope this email finds you well. First and foremost, thank you for offering me the [Position Title] position at [Company Name]. I am truly excited about the opportunity!

I would like to discuss the compensation package further. While I appreciate the offer, based on my [X] years of experience with [specific skills], and the responsibilities outlined for this position, I am proposing a counter offer of [$X – $Y]. This figure is in line with industry standards. (Optional: provide a link of industry stats)

I am flexible and open to discussing these details further to ensure that my compensation aligns with both the value I bring to the team and your budgetary considerations. My goal is to reach a mutually beneficial agreement.

Thank you for your understanding and consideration.

Best Regards,
[Your Name]

Salary Negotiation Email Examples: Raise Request

Use the following letter template, if you are asking for a raise:

Subject: Request for Salary Review

Dear [Manager’s Name],

I hope this email finds you well. I want to express my gratitude for the opportunities I’ve had to contribute to [Company Name] over the past [time frame].

As I reflect on my time here, I believe it’s an appropriate moment to discuss a salary review. I would like to request a salary increase.

To provide context, I have achieved [mention specific achievements, exceeding targets, doing more than your job, taking on leadership responsibilities, or your contributions to revenue]. Additionally, I have consistently demonstrated my commitment to [Company Name]’s goals and values, for instance [give specific examples of going above and beyond, sacrificing for or prioritizing for the company]. I am happy to continue doing more.

In light of these factors, I am requesting a salary increase of [X%]. This adjustment would not only reflect my contributions but also ensure that my compensation remains competitive within the industry. (Optional: provide a link of industry stats)

I am open to discussing this further and would welcome the opportunity to meet and provide additional details.

Thank you for considering my request.

Best Regards,
[Your Name]

Pro Tip: Give a percentage, not a number. There are a long list of psychological reasons behind this, least of which is, it’s much easier to give someone a 5% raise than a $5,000 raise – one has dollar figures in it, the other doesn’t. Paying someone feels like monetary loss. Monetary loss is interpreted by the brain as a type of pain.

Bonus Negotiation Email Examples: Flex Time

Here’s an extra letter while we’re at it… You can use it to ask for flex time:

Subject: Request for Flexible Work Arrangement

Dear [Manager’s Name],

I hope you’re doing well. I wanted to take a moment to express my appreciation for [Company Name]. It’s been a rewarding experience, and I am grateful for the support and guidance from you and the rest of the team.

In my role as [Your Current Position], I’ve been reflecting on ways to enhance my productivity and work-life balance. With this in mind, I would like to discuss the possibility of implementing a flexible work arrangement.

Over the past [time frame], I have achieved [mention specific achievements, exceeding targets, doing more than your job, taking on leadership responsibilities, or your contributions to revenue]. I believe that by introducing flexibility into my work schedule, I can further optimize my performance and contribute even more effectively.

Specifically, I am interested in adjusting my start and end times, and working remotely on certain days. I am confident that these alternative work arrangements would not only benefit me personally, but also contribute to a more efficient and productive work environment.

I am open to discussing this further and welcome the opportunity to explore potential solutions.

Thank you for considering my request.

Best Regards,
[Your Name]

Conclusion

All in all, it’s not that hard. It’s all about asking the right way.

This is why, mastering the art of salary negotiation is a crucial skill for professionals at every stage of their careers. 

If you get this right, you’ll have a much greater chance at a better salary at each position, and bigger raises every year, while also enjoying the virtuous cycle of greater-pay-greater-value. 

If you don’t get this right, you will always be at the mercy of your employer, hiring manager or human resources department. Your power will go unnoticed under the thumb of the market power of corporations.

But it’s not just about power…

Remember, negotiation is not just about securing a higher salary but also about fostering mutual respect and collaboration with employers. We are seeking mutually successful, win win relationships.

You want more, because you want to give more.

You want more, because you deserve more.

You want more, because a fair exchange is no robbery.

Armed with the knowledge and techniques shared here, you’ll have a good shot at more.