Talking about money makes a lot of people nervous.
You clear the interviews, get the offer letter, and then that awkward moment comes:
“Do you want to discuss the salary?”
Most people think:
- “What if they think I am greedy?”
- “What if they withdraw the offer?”
- “Should I just accept and move on?”
Because of this fear, many candidates skip negotiation completely. The result? They start lower than they should, and that first number affects every future hike and bonus.
A simple salary negotiation email can change that.
It lets you:
- Think before you respond
- Put your points clearly in writing
- Keep the tone polite and professional
The employer also gets time to review your request calmly. No pressure, no heated call, just a grown up conversation about money.
Why Negotiating By Email Actually Helps
Your starting salary is not “just a number.” It quietly decides:
- How much your future increments are calculated on
- How comfortable you feel with your savings and expenses
- How valued you feel in the organisation
Most companies expect some negotiation. They often have a budget range, not one fixed figure.
A well written negotiation email shows that:
- You understand your own value
- You have done some homework
- You know how to discuss money respectfully
You are not asking for a favour. You are trying to match your contribution to fair compensation.
Understand What They Are Really Offering
Before you ask for more, understand what is already on the table.
Do not only look at the big “CTC” number. Sit with the detailed breakup and ask yourself:
- What is my basic salary?
- What allowances are included?
- How much goes into PF and other deductions?
- Is there a bonus or performance linked pay?
- How much of this is fixed and how much is variable?
- Is insurance included? Any other benefits?
Two offers with the same CTC can give very different in hand amounts.
If you know how the structure works, your negotiation will be more specific and sensible.
Check What the Market Is Paying
Guessing a number usually leads to two problems:
- You ask for too much and sound unrealistic
- Or you ask for too little and undersell yourself
Instead, spend some time on:
- AmbitionBox
- Glassdoor
- LinkedIn Salary
- Job postings with salary ranges
Look for roles similar to yours, in similar cities, with similar years of experience.
You do not need a perfect figure. You just need a reasonable range that matches your profile.
Be Honest About Your Own Value
Now turn the spotlight on yourself.
Ask:
- What do I already know that will help this company on day one?
- What kind of work have I done before?
- Did I improve any metric, process or outcome?
- Do I know any tools or systems that are directly relevant?
This could be:
- Projects you led or owned
- Revenue or leads you helped generate
- Cost or time you helped save
- Tools you can handle without training
- Extra responsibilities you have already taken in your current role
Write these down for yourself. You will not list all of them in the email, but they will sit behind your words and give you confidence.
Fix Your Salary Range Before You Write
Never write a negotiation email with a blank mind about numbers.
Decide three things:
- A realistic range you are comfortable with
- A number inside that range that you would ideally like
- The minimum below which you will walk away
A range looks more professional than a single “demand number.” It also shows that you are open to discussion, not giving an ultimatum.
How To Structure Your Salary Negotiation Email
A good email does not need to be long. It just needs to be:
- Polite
- Clear
- Direct
- Respectful
You can follow this simple structure.
1. Start with a genuine thank you
You want them to know you value the offer, not just the money.
Example
Thank you for offering me the role of [Job Title]. I have really enjoyed our conversations through the process and I am excited about the opportunity to work with your team.
2. Mention that you want to revisit compensation
Keep it simple and neutral.
Example
After reviewing the offer, I wanted to revisit the compensation component.
3. Share your expected range
This is where your market research and self evaluation come in.
Example
Based on my experience in [your skills or domain] and my understanding of current market benchmarks, I was expecting a range of [X] to [Y].
Try not to write a paragraph here. One clear sentence is enough.
4. Add a short, solid justification
No drama, no personal stories. Just facts.
Good points to include:
- Experience that matches the role
- Key responsibilities you have already handled
- Any impact you have created
Example
In my current role, I have handled [brief responsibilities] and contributed to [brief outcomes], which align closely with the expectations for this position.
Two or three lines is enough. This is not your CV, it is just context.
5. Close with openness and respect
End in a way that keeps the door open for discussion.
Example
I am very interested in this opportunity and in working with [Company Name]. I would be happy to discuss this further and arrive at a structure that works well for both sides.
Ready To Use Salary Negotiation Email Sample
You can tweak this based on your situation:
Subject: Discussion on Offer and Compensation
Hi [Hiring Manager’s Name],
Thank you for offering me the [Job Title] role. I have enjoyed our conversations during the interview process and I am excited about the opportunity to contribute to the team.
After reviewing the offer, I wanted to revisit the compensation component. Based on my experience in [mention relevant skills, years, or domain] and my understanding of current market benchmarks, I was expecting a range of [X] to [Y].
In my current / previous role, I have handled [one or two key responsibilities] and contributed to [brief result or impact], which are closely aligned with the expectations for this position.
I am genuinely interested in working with [Company Name] and I am confident about the value I can add. I would be happy to discuss this further and find a structure that works well for both sides.
Thank you for considering my request.
Warm regards,
[Your Name]
What Usually Happens After You Send the Email
Once your email goes out, you can expect one of these three outcomes.
1. They agree with your range or close to it
This happens when:
- Your ask is reasonable
- Your profile is strong
- Their budget has space
You will usually get a revised offer letter or a confirmation over email.
2. They increase the offer, but not fully
They might say something like:
“We cannot reach [your upper number], but we can revise the offer to [new amount].”
This is common. It means they value you, but have internal limits.
Now you decide:
- Does this revised number feel fair to you?
- Are the role, learning, and brand worth it at this level?
3. They say the offer is final
This does not mean you offended them. Many companies have strict ranges based on level and internal parity.
If they say the offer cannot be increased:
- Look again at the full picture: role, growth, brand, team, work life balance
- Compare it honestly with your expectations and other opportunities
If it still feels too low for your skills and market standards, it might be better to say no and move towards roles that are a better overall fit.
Mistakes That Can Hurt Your Negotiation
Even strong candidates sometimes weaken their case with how they ask. Try to avoid these.
Talking like you are giving an ultimatum
Phrases such as:
- “I must get this amount or I cannot join.”
- “If you cannot match this, I will not consider the offer.”
can make the conversation defensive. You can be firm without sounding rigid.
Using personal problems as the main argument
Employers decide salaries based on role, skills and market, not on personal expenses.
Try not to say things like:
- “My rent is very high.”
- “I have many loans, so I need more salary.”
Instead, centre your email around the value you bring.
Over apologising
You do not need to say:
- “Sorry for asking this, I hope it is not a problem.”
Negotiating salary is a normal part of the hiring process. You are not doing anything wrong.
Negotiating too early
Do not start pushing for numbers in the first interview.
The best time to negotiate is:
- After you have a written or verbal offer
- After both sides agree that you are a good match for the role
Not knowing your own range
If you have not decided your range, it is easy to get confused mid conversation or agree too quickly.
Always do your homework before you send the email.
Final Thoughts
A salary negotiation email is not about “arguing” with the company. It is about speaking up for your worth in a calm, professional way.
When you:
- Understand the offer and its components
- Research what the market is paying
- Reflect on your own strengths
- Fix a realistic range in your mind
- Communicate politely and clearly
you make it much easier for the employer to consider your request seriously.
Negotiating does not make you difficult.
It shows that you take your work, your skills and your future seriously.
If, after a respectful discussion, the offer still stays far from your expectations and market norms, that is useful information too. It may be a sign to explore roles where both the work and the pay match your ambition better.
Sometimes, the first step towards a better career really is just one honest email.
Frequently Asked Questions (FAQs)
1. Should I negotiate salary by email or by phone?
You can start with an email. It is written, clear and gives both sides time to think. After that, if needed, you can continue the discussion on a call.
2. How much of an increase is reasonable to ask for?
Most people negotiate in the range of 10 to 20 percent, depending on their experience, the role and market standards. If you are heavily underpaid in your current role, you may aim higher, but always back it with research.
3. What if the company rejects my negotiation request?
A “no” to your number is not a “no” to you. You can ask if there is flexibility in:
- Joining bonus
- Performance bonus
- Early appraisal or review cycle
- Additional benefits or learning support
If nothing can be changed and the offer still feels too low, you can decide whether to accept it or move on.
4. Is it okay for freshers to negotiate salary?
Yes, freshers can negotiate too. The key is to:
- Keep the ask modest
- Use market data to support it
- Highlight internships, projects and skills, not just degrees
You may not get a huge jump, but even a small correction at the start makes a difference over time.
