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Negotiating Salary by email: Strategies for When Direct Discussion Isn't Feasible

Updated: Aug 21, 2023

Leveraging Key Phrases and Trigger Words for maximizing the Salary Negotiation Email


The question often arises: should one use an offer negotiation letter or opt for an in-person conversation? While the convenience and allure of drafting a letter of negotiation of salary might seem tempting, there's a compelling case for face-to-face discussions. Offer negotiation letters are handy when you have debilitating anxiety. In that case you need the tools to help you secure the maximum value in a job offer negotiation.



The Limitations of a salary Negotiation Letter


Firstly, let's address risks of sending the negotiation letter. It's true that many professionals feel comfortable sending an offer letter negotiation email. The process is straightforward, and it provides a record of the conversation. And you are not going head to head with professional negotiators. However, there are some limitations to this.


It's important to recognize the nuances lost in written communication. When you send a negotiating salary by email, you miss out on the immediate feedback, the nonverbal cues, and the opportunity to adapt your approach based on your counterpart's reactions. In my 20 years of experience, one job offer has been rescinded and that is because an email negotiation letter was mis-interpreted to the detriment of the candidate.


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The Power of In-Person Negotiations


Resources such as Harvard Business Review have consistently highlighted the importance of face-to-face interactions in professional settings. When discussing salary, the stakes are high. The ability to tailor and change your content based on the nonverbal cues you receive is invaluable. These cues, often subtle, can provide insights into your counterpart's thoughts and reservations, allowing you to address them promptly.


Negotiating salary by email


Imagine you've sent a job offer negotiation letter and the employer reads a point they disagree with. They might immediately dismiss your proposal without giving it further thought. In contrast, in a face-to-face discussion, you can immediately sense their hesitation and address it, pivoting your strategy or providing further justification. This is why negotiating salary by email is advised against.


But sometimes you may have anxiety and you decide to take the risk. That's fine too. You need the tools for that.


Here are some great templates for you to copy and use if you are negotiating salary by email and need a offer negotiation letter template.



Don't forget to grab the food for thought section at the very end of the article to understand gender differences to enable a successful negotiation outcome.


GENERAL Negotiation Letter for Job Offer WHEN GENERAL Negotiating salary by email


If you still feel the need to draft a letter to negotiate your job offer, here are some samples:


Subject: Request for job offer adjustment


Dear [Employer's Name],


I am deeply excited about the opportunity to join [Company Name] as [Job Title]. I've thoroughly considered the job offer, and I believe that my skills and experiences align perfectly with the team goals and the results you are driving towards.


As I have stated, based on the results I can provide, I'd like to discuss the salary component of the offer. I am requesting we can arrive at a figure of [Your Proposed Salary], considering my expertise in [Specific Skill or Achievement] and the value I bring to the team. This number also aligns with the market research I have conducted.


I believe this adjustment reflects the market rate and my professional worth and I am excited to hit the ground running. Based on my experience, I know I can deliver some early wins immediately. I am eager to contribute to [Company Name] and ensure its continued success.


I look forward to your feedback and am open to further discussions.


Warm regards,


[Your Name]


Ask for time to consider when Negotiating Salary by Email


Subject: Request for Time to Consider Job Offer


Dear [Employer's Name],


Thank you for extending the offer for the [Job Title] position. I am extremely excited about the opportunity to join [Company Name]. Please allow me some time to review the details with my family. I will get back to you within 48-72 hours.


I appreciate your understanding and patience. I will revert by [specific date].


Warm regards,


[Your Name]


highlighting your past experience when Negotiating Salary by Email


Subject: Salary Negotiation Based on Value Proposition


Dear [Employer's Name],


I am grateful for the offer for the [Job Title] position. As you know from our interview sessions, my current and past experiences, such as [specific achievement or project], positions me perfectly for the results that you are hoping to drive with Project [X]. I know I can bring significant value to [Company Name], especially in [specific way you can help the company achieve it's goals].


Given this, I am asking for my base salary to be at [dollar range]. Please let me know what ability/flexibility you have to get us there. I am also open to a flexible compensation structure to better align with the value I bring and accommodate any fiscal policy constraints you may be facing.


Looking forward to your response.


Best,


[Your Name]


Negotiating a lowball job offer when Negotiating Salary by Email


Subject: Discussion on Offered Salary


Dear [Employer's Name],


Thank you for the offer. Please know that I am very excited about the impact I can make right off the bat. One area we still need to address is the current compensation offer - I've done extensive research on the industry standard for this role, and I believe the current offer is below the market rate. Given my qualifications and my ability to hit the ground running, I am proposing a revised salary of [desired amount].


I'm eager to join [Company Name] and contribute positively. I am requesting a meeting to discuss the best way to get to a desired salary number that works for both of us. Please advise if this is acceptable and I will set up a call.


Regards,


[Your Name]



Counter Offering with Minimum Acceptable Salary when Negotiating Salary by Email


Subject: Salary Counter Offer for [Job Title] Position


Dear [Employer's Name],


Firstly, I'd like to express my sincere appreciation for the offer extended to me for the [Job Title] position at [Company Name]. I am truly excited about the opportunity to contribute to the team and believe that my skills and experiences align well with the responsibilities of the role.


Having carefully reviewed the terms of the offer, I am keenly aware of the value and potential this position holds for both my professional growth and the continued success of [Company Name]. I am enthusiastic about bringing my expertise to the table and collaborating with the talented teams at the company.


However, after thorough consideration and taking into account my professional experience, industry standards, and benchmarking with my peer network, I believe the base salary on offer needs to be adjusted. In order to be comfortable accepting the offer and making this transition, the base salary needs to be $110,000.


I understand that budgets and salary structures can be complex, but I am hopeful that we can find a mutually agreeable solution. My primary goal is to ensure that I can fully dedicate myself to the responsibilities of the position and drive results for [Company Name], and I believe this adjustment will set the foundation for that.


Thank you for considering my request. I am eager to discuss this further and find a way forward that benefit both of us.


Warm regards,


[Your Name]


Counter with non-monetary benefits when Negotiating Salary by Email


Subject: Discussion on Professional Development Benefits


Dear [Employer's Name],


I am deeply appreciative of the offer and the confidence you've shown in my abilities. As you're aware, I am committed to continuous professional growth and have consistently sought opportunities to enhance my skills. This dedication is driven by my passion for delivering exceptional results, which I believe aligns well with [Company Name]'s objectives.


Your compensation package reflects a recognition of the unique value I bring, and I am genuinely thankful for that acknowledgment. It underscores our mutual understanding of the potential impact I can have in this role.


To further amplify the contributions I can make to [Company Name], I'd like to discuss the possibility of the company supporting my pursuit of the APICS certification. Valued at $12,000, this certification will not only augment my expertise but also position me to deliver even greater value to our team. I am confident that with this certification, I can drive initiatives that will benefit our organization exponentially.


I believe that this investment in my professional development will yield significant returns for [Company Name] in the long run. I hope we can discuss this further and find a mutually beneficial arrangement.


Thank you for your consideration.


Warm regards,


[Your Name]





Countering an alternate start date when Negotiating Salary by Email


Subject: Proposed Start Date for [Job Title] Position

Dear [Employer's Name],


I am truly honored to accept the offer for the [Job Title] position at [Company Name]. Your confidence in my abilities is greatly appreciated, and I am eager to contribute to the team.

However, due to [specific reason], I would like to suggest a start date of [desired date].


I believe this adjustment will enable me to commence my role under optimal circumstances, ensuring a smooth transition for both myself and the team.


I genuinely hope this proposed date aligns with the team's schedule and needs. Your flexibility and understanding in this matter are deeply appreciated.


Looking forward to joining [Company Name] and making a positive impact.


Warm regards,


[Your Name]


Declining because you don't believe there is a culture fit Negotiating Salary by EmaiL


Subject: Response to [Job Title] Offer at [Company Name]


Dear [Employer's Name],


I wanted to extend my sincere gratitude for offering me the [Job Title] position at [Company Name]. It's evident that your team is doing remarkable work, and it was truly an honor to be considered.


After careful consideration and introspection, I've come to the conclusion that the role might not align perfectly with my current career trajectory. It's a decision made after much thought, ensuring that both the company and I make choices that best serve our respective goals.


I deeply value the time and effort you've invested in the interview process, and I genuinely hope that there might be another opportunity for us to collaborate in the future.

Thank you once again for your understanding and for this wonderful opportunity.


Warm regards,


[Your Name]


Following up on a counter offer when Negotiating Salary by Email


Subject: Further Discussion on [Job Title] Salary Negotiation


Dear [Employer's Name],


I trust you're doing well. I'm reaching out to revisit our recent conversation concerning the salary package for the [Job Title] position.


I understand that there are many factors to consider, and I appreciate the time you're taking to evaluate the proposal. I want to re-emphasize my continued appreciation about the work that you and the team are doing and I am eager to make my mark. As you are considering my proposal, please let me know if I can provide any other details or answer other questions.


Thank you for your attention to this matter. I'm looking forward to a mutually beneficial resolution.


Warm regards,


[Your Name]


Introducing the subject of other offers in salary negotiation discussion when Negotiating Salary by Email


Subject: Offer Consideration and Other Opportunities


Dear [Employer's Name],


I trust this message finds you well.


First and foremost, thank you for the generous offer. I spent the weekend reflecting on the role at [Company Name] and am genuinely enthused about the possibilities of our collaboration.


Before engaging with [Company Name], I was on a quest to find a position that would not only leverage my skills and experiences but also resonate with my core values. During this period, I was presented with multiple opportunities. However, my interactions with your team underscored that [Company Name]'s mission and vision align seamlessly with my personal and professional aspirations. I am confident in my ability to drive significant results and contribute meaningfully to the objectives set by the leadership.


In light of the role's responsibilities and its potential to influence [Company Name]'s trajectory, I'd like to discuss the compensation further. While I am grateful for the proposed [Offer Amount], I believe a figure of [Counter Amount] would be more commensurate with the role's demands and the distinct value I bring to the table.


Your understanding and adaptability throughout our conversations have been truly commendable. I am optimistic that we can arrive at an agreement that is advantageous for both [Company Name] and my professional journey.


I appreciate your time and consideration and look forward to your feedback.


Best regards,


[Your Name]



How to Decline Offer because you Accepted Another Position when Negotiating Salary by Email


Subject: Information on status on offer [Role]


Dear [Employer's Name],


I wanted to extend my sincere gratitude for considering me for the position at [Company Name]. After much reflection and deliberation, I've chosen to pursue another opportunity that aligns closely with my current career objectives.


Please know that this decision was not made lightly. I hold [Company Name] in high regard and am genuinely thankful for the warmth and professionalism extended to me throughout the interview process.


I wish [Company Name] and its team every success in the future.


Best wishes,


[Your Name]


How to ask for extra vacation days - Negotiating Salary by EmaiL


Subject: Proposal for vacation days


Dear [Recipient's Name],


Firstly, I'd like to express my gratitude for your efforts in revising the compensation package. I genuinely appreciate [Company Name]'s willingness to adjust the initial offer of $190,000 to meet at $220,000. While I understand that reaching my initial proposal of $245,000 might be challenging due to budgetary constraints and salary bands, I value the steps taken to accommodate my request.


I am genuinely excited about the role and the prospect of contributing to [Company Name]. As we look for ways to bridge the remaining gap, I'd like to discuss alternative compensation options that might align with the company's policies.


One area of interest for me is vacation time. Given my family commitments and out-of-country relatives, additional vacation days would be of significant value to me. To bridge the gap with the original ask I had and the current offer, I am proposing extending the vacation allowance to 5 weeks. This adjustment would greatly assist in balancing my personal and professional commitments, and it would make the overall compensation package more aligned with the impact I will bring to the team's ability to deliver results.


I am open and flexible to discussing and structuring to ensure we find a mutually beneficial solution.


Thank you for your understanding and consideration. I look forward to your feedback.


Warm regards,


[Your Name]


Asking for a job title revision when Negotiating Salary by Email


Subject: Proposal for Title Revision


Dear [Recipient's Name],


I deeply appreciate our recent discussions and the insights you've shared regarding the scope and influence of the role I'm stepping into. It's evident that this position requires significant influence, often without direct authority.


In light of our conversations and after consulting with several stakeholders, including those in executive VP roles, it's become clear that the title plays a pivotal role in shaping perceptions and interactions. To ensure that I can effectively influence and drive results without the added challenge of navigating positional power dynamics, I'd like to propose a change in the title from 'Senior Director' to 'VP'.


I believe this adjustment will not only align with the responsibilities and influence associated with the role but also facilitate smoother interactions and collaborations with key stakeholders.


Thank you for considering this request. I'm confident that this change will enhance our collective efforts and contribute to the success of our initiatives.


Warm regards,


[Your Name]


ACCEPTING the offer after salary negotiation - Negotiating Salary by Email


Subject: Confirmation of Acceptance for the [Job Title] Role


Dear [Employer's Name],


I'm delighted to formally accept the updated offer for the [Job Title] position at [Company Name]. Your flexibility and support throughout our discussions have been truly appreciated.


I'm enthusiastic about the opportunity to join the team and am confident in the value I'll bring to [Company Name]. I look forward to embarking on this new journey and making meaningful contributions.


Best regards,


[Your Name]


GENDER DIFFERENCES AT PLAY


There is always a question from my readers whether women will face backlash if they negotiate. My counter offer to that fear is remember that tools of influence and persuasion are universal, crafted to appeal to human instincts regardless of gender. However, societal norms and unconscious bias still exist. This means that for women negotiating their salaries, we must apply these universal principles but adopt a more nuanced approach.


If your initial assessment suggests that an organization is still evolving in training its managers to address biases, it's wise to adopt a more subtle strategy. Emphasize the value and benefits you bring to the organization. And showcase how they can benefit from you. As much as possible try to avoid tentative language like "I think" or "I believe." This will present you as confident and assertive.




If you want to up your negotiation expertise get the free salary negotiation training at



This 20 minute audio training download will walk you through exactly how to negotiate your salary so that you can secure an extra $10,000 - $50,000 in yearly compensation Not only will you learn how to gain the confidence to approach your manager but you will walk away with scripts that are proven to deliver results.

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