Salary Negotiation Email Template: Ask for What You Deserve

Negotiating salary by email gives you time to craft the perfect message. Choose a tone that matches the situation, back your request with evidence, and send a negotiation email that gets results.

Subject:Regarding Compensation Discussion - [Your Name]
Dear [Manager's Name / HR Contact's Name], Thank you for the opportunity to discuss my compensation. I value my role at [Company Name] and am committed to continuing to contribute to the team's success. I am writing to formally request a review of my current salary based on my performance, contributions, and current market conditions. Since joining [Company Name] [duration] ago, I have taken on responsibilities that have grown significantly beyond my original job description. Specifically, I have [key achievement with measurable result, e.g., increased team productivity by 25% through implementation of new project management system], [second achievement, e.g., successfully led the migration to the new platform, completing it two weeks ahead of schedule and under budget], and [third achievement, e.g., mentored three junior team members, two of whom have since been promoted]. These contributions have had a direct and measurable impact on [department or company goal]. I have conducted thorough research on current compensation benchmarks for professionals in similar roles within our industry and geographic region. According to data from [sources such as Glassdoor, LinkedIn Salary Insights, Bureau of Labor Statistics], the market range for a [Job Title] with my level of experience and demonstrated results falls between [salary range]. My current compensation of [current salary] falls below the median of this range. Based on my track record of delivering results, the expanded scope of my responsibilities, and the current market data, I would like to respectfully request an adjustment to [target salary or percentage increase]. I believe this figure accurately reflects the value I bring to the organization and aligns with competitive market standards. I want to emphasize that this request comes from a place of genuine investment in my long-term future at [Company Name]. I am enthusiastic about the direction of [specific team initiative or company goal] and excited about the opportunity to continue contributing to our shared objectives. I view this conversation as an important step in ensuring a mutually beneficial professional relationship. I understand that compensation decisions involve multiple factors and budget considerations. I am open to discussing alternative arrangements, including performance-based bonuses, additional equity, professional development funding, or other components that could be part of a comprehensive compensation package. My primary goal is to reach an agreement that reflects my contributions and supports my continued commitment to the team. I would welcome the opportunity to discuss this in person at your earliest convenience. Please let me know a time that works for your schedule. Thank you for your consideration and for the support you have shown me throughout my tenure. Respectfully, [Your Name] [Your Job Title]

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When to Negotiate Your Salary

The best time to negotiate salary is when you have leverage, which typically means after delivering significant results, during a performance review cycle, or when your role has expanded beyond its original scope. If you have been in your role for at least a year and have consistently exceeded expectations, you are in a strong position to make your case.

Another ideal time is when you receive an external job offer. While you should never fabricate a competing offer, a genuine alternative gives you a concrete data point for your market value. Some professionals find that the counter-offer process leads to the most substantial salary increases, though this approach carries relationship risks that should be weighed carefully.

How to Build Your Salary Negotiation Case

The strongest salary negotiations are built on evidence rather than emotion. Your goal is to make it easy for your manager to champion your raise internally by giving them clear justification they can present to leadership or HR.

  • Compile three to five specific achievements with quantifiable results from the past year.
  • Gather salary data from at least three sources to establish a credible market range.
  • Document any responsibilities you have taken on beyond your original job description.
  • Note any certifications, skills, or training you have completed that increase your market value.
  • Prepare responses to common objections like budget constraints, timing, or company pay scales.

Salary Negotiation by Email vs In Person

Negotiating by email has distinct advantages over a purely verbal approach. Email gives you time to craft your message carefully, present data clearly, and avoid the pressure of on-the-spot responses. It also creates a written record of your request and the evidence supporting it, which can be valuable if decisions take time or involve multiple stakeholders.

The most effective approach combines both channels. Send an email outlining your request and supporting evidence, then follow up with an in-person meeting to discuss it. The email sets the agenda and gives your manager time to prepare, while the meeting allows for the personal connection and real-time dialogue that complex negotiations require.

What to Do After Sending Your Negotiation Email

The period after sending a salary negotiation email requires patience and professionalism. Your manager may need time to review your request, consult with HR, or check budget availability. Resist the urge to follow up within the first few days unless you explicitly asked for a response by a certain date.

Continue performing at your highest level during this waiting period. Nothing undermines a salary request faster than a visible dip in performance or attitude after making it. If a week passes without acknowledgment, a brief follow-up asking if they have had a chance to review your email is appropriate and professional.

Subject Line Suggestions

  1. Compensation Discussion Request - [Your Name]
  2. Salary Review Request - [Your Name]
  3. Can We Discuss My Compensation?
  4. Following Up on Compensation - [Your Name]
  5. Request for Salary Adjustment Discussion

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Frequently Asked Questions

How much of a salary increase should I ask for?
A typical salary negotiation aims for a 10 to 20 percent increase, depending on your current position relative to market rates and the strength of your case. If your salary is significantly below market, a larger adjustment is justified. For annual raises tied to performance, 5 to 10 percent above the standard increase is a reasonable starting point. Always anchor your request in market data rather than personal financial needs.
What if my manager says the budget does not allow a raise?
Budget constraints are real but rarely absolute. If base salary is off the table, explore alternatives such as a one-time bonus, additional equity or stock options, extra vacation days, remote work flexibility, a professional development budget, or a title change that positions you for future increases. You can also ask about the timeline for when budget becomes available and request a commitment to revisit the conversation.
Should I mention a competing job offer in my salary negotiation?
Only mention a competing offer if it is genuine and you are genuinely willing to accept it if your current employer cannot match. Using a fabricated or exaggerated offer is a high-risk strategy that can backfire badly if discovered. If you do have a real offer, present it respectfully as context for your market value rather than as a threat. Frame it as wanting to stay but needing your compensation to be competitive.
Is it better to negotiate salary by email or in person?
The most effective approach is a combination. Send an email first to outline your request and present your evidence. This gives your manager time to process the information and prepare for a discussion. Follow up with an in-person meeting where you can have a more nuanced conversation, address questions, and explore creative solutions together. The email serves as documentation while the meeting builds personal rapport.

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