How to negotiate a higher salary offer via email ? (sample included)

Salaries

With so much of our working lives spent online, it’s no surprise that we may find ourselves in the virtual sphere at varying stages of the recruitment process. Salary negotiations are one such step that jobseekers may need to navigate via email at some point or another. While it can be daunting, it’s pivotal in advocating your worth, securing the best salary offer for your skills and laying the foundation for career success.

With the average annual salary growth rate for skilled professionals at 4.1% in 2023, according to Shanghai Municipal Human Resources and Social Security Bureau (1), it’s vital to understand how to negotiate a salary offer via email to maximise your chances of success.

This blog explores how to negotiate a salary offer via email along with a tried and tested sample to help increase your chances of a desirable outcome.

Once you’ve been offered a new role or accepted an internal promotion, salary negotiation emails will generally be sent. Your employer will provide you with a contract and a salary offer and, it’s important to negotiate the salary before signing the contract.

Once all of this documentation has been received, ensure you afford yourself some time to reflect. Instead of responding immediately, consider all of the details within the remuneration package including salary, benefits, bonuses and superannuation.

Andrew Brushfield, Robert Half Managing Director says benefits are an important consideration when during salary negotiations.

“Benefits can be an important differentiator for employees when it comes to accepting a job offer and looking to work elsewhere, particularly when the salary isn’t spot on. As well as providing value for employees by financially offsetting some of their work-related costs, perks and benefits also provide value for employers who may not be in the position to offer increased salaries.”

“Benefits have gained in importance over the years with many employers having increased their offerings as a way to attract and retain top talent. Companies, however, can’t be complacent and need to regularly review their remuneration policy to meet the modern needs of employees with hybrid or remote working benefits being high on the wish list in today’s market.”

With the salary, undertake your own research and consider how your offer fits in the context of the wider market. The Robert Half Salary Guide offers comprehensive salary data and insights to help you determine whether your offer is within the market range for your experience and position level.

If the offer is below the market averages or, if you feel you are worth more, it’s important to justify this to your prospective employer (see how to negotiate salary offer example below). Remember, you should only accept the offer or initiate negotiations after you have reviewed and digested all of the relevant information.

If you’re unsure about how to negotiate salary via email, always remember to be assertive but not aggressive.

A well-articulated email can be instrumental in proving that your value surpasses your current salary offer.

Focus on keeping communication concise and professional with confident justification of why you believe you are worth more than the initial offer. Ensure you explain your request but refrain from making ultimatums, this can come across as rude and untoward.

Ensure your email is appropriately addressed to the hiring manager or relevant recruiter with a clear subject title. Allude to what the email entails but, avoid specific mention of salary negotiation. For example, response to your offer of Finance Manager.

To maximise the impact of your message, focus on delivering the following:

A warm introduction expressing gratitude for the opportunity.

An indication that you would like to discuss your salary.

A polite yet direct explanation of what it is that you are seeking.

A summary of your skills, experience and relevant accomplishments.

Any relevant supporting research.

A courteous conclusion.

Tone is paramount so be sure to re-read your email before sending it. It should be clear and respectful while highlighting your interest in the offer.

When looking at how to negotiate a higher salary offer via email, it’s important to evaluate the package as a whole. Salary is not the only factor to consider when negotiating and, it’s important to assess what additional benefits could form the best complete package for you.

With remuneration budgets tighter than ever, organisations are adopting other methods of attracting and retaining top talent. This includes non-salary benefits like flexible work hours, hybrid working models and extra annual leave entitlements.

Andrew views non-salary benefits as a critical part of the retention tool kit. “Chinese are actively seeking out job opportunities that not only satisfy their monetary ambitions but also their lifestyle needs, such as financial and mental health support being offered on top of the highly sought-after flexibility benefits.”

“A company’s perks and benefits structure is reflective of their wider corporate culture, so innovative and comprehensive packages not only help attract and retain top talent, but they can also support a long-term talent pipeline of employees and help build staff engagement overall," he says.

Ongoing communication is critical to successful salary negotiations.

Realistically, an email alone may not be enough to earn an immediate salary increase - face-to-face conversations may be needed to discuss your requests. Taking charge of this stage of the process will help to assert your confidence and preparedness for further negotiations.

To avoid stagnation of the email conversation, focus on maintaining momentum by asking questions and offering solutions. Conclude your email with a thank you and a proactive request to arrange a time to meet and discuss your email further.

Salary negotiations may involve multiple discussions so it’s important to remain polite, patient and professional throughout the process.

When it comes to writing a salary negotiation email, our tried and tested email template can get you started:

Dear (Hiring Manager),

Thank you very much for offering me the role of (position) at (company). I am delighted about the opportunity to join your team.

After careful consideration, I’d like to request a higher salary of (desired salary).

My research has shown that the average salary for comparable positions with my experience is around (market salary range). Therefore, I would like to propose an increase to the salary offer to (desired salary) to align with my skills, experience and the requirements of this role.

Please advise if you are available to discuss my starting salary and, whether there is any flexibility regarding the salary range.

Thank you for your time and consideration. I look forward to hearing from you.

Kind regards,

(Your Name)

Negotiation success hinges on the manner in which you communicate. To improve your chances of a positive outcome, be sure to avoid the common pitfalls of salary negotiations:

Starting with a demand - it can make you appear aggressive.

Prematurely revealing your salary history or expectations – it hinders your bargaining power.

Using ultimatums – it comes across as unprofessional and jeopardises your offer.

Being too rigid – negotiations are about give and take.

Being unprepared – it makes it difficult for you to make a compelling case.

Being rude in an attempt to be assertive – don’t burn bridges before they’ve even been built.

Mahatma Gandhi famously said, “if you don’t ask, you don’t get.” Employee initiated negotiations are critical to getting the salary package you deserve. When it comes to negotiating a higher salary offer via email, a confident and considered approach is key. By adopting a winning formula and avoiding common mistakes, you can highlight your worth in a positive and professional manner that can open the doors to more compelling offers and opportunities.

When is the best time to send a salary negotiation email?

The best time to send a salary negotiation email is after you have received a job offer but before accepting it. The employer has shown interest in you, meaning you have the most leverage at this point during the hiring stage. But don’t take too long to initiate a negotiation as this can come across as being disinterested.

Aside from receiving a job offer, a negotiation email might be appropriate after a performance review or when seeking a raise in your current position. In these cases, it's often best to initiate the conversation in person with your manager first and then follow up with an email to reiterate your points or provide additional information so they are not taken by surprise.

What are some common mistakes to avoid in a salary negotiation email?

Not doing research

Being vague about what salary you are asking for

Not explaining why you think you deserve more than the original offer

Using a demanding tone, or giving an ultimatum

Underselling yourself

How do I negotiate salary via email after receiving a job offer?

Take your time and do your research

Be confident and concise

Consider the value beyond salary

Keep the lines of communication open

Adopt a winning format (template)