You spent weeks, months, maybe even years searching for the perfect role. You crafted a stellar application and cover letter. The interview was a breeze, and the hiring manager loved you. Then the offer comes — and it's not what you hoped for.

Salary negotiations are a key part of starting a new role or moving forward in your current company. Mastering the art of a good email is critical, and it can also help you get the salary you deserve.

Should you always negotiate your salary?

Short answer? Yes, as all companies expect negotiation. Even if a company starts with their best and final offer, you're not going to surprise anyone by asking. 

Don't hesitate to ask for more, even if the offer exceeds your expectations. Otherwise, you risk leaving money or benefits on the table.

How do you know what to ask for?

This can depend on your experience, the role, and the market. Do some research on comparable roles at similar companies or, ideally, on salaries for comparable roles. Don't forget to factor in your current salary and experience, as well. 

Once you have what seems like a fair figure in mind, add 10-20%. This gives you some buffer when companies make a counteroffer.

While the goal with a new role is obviously growth, it's important to go into salary negotiations knowing the minimum you can comfortably and happily accept.

How do you know what your minimum is?

Your minimum can be a specific salary number, but remember that compensation is more than just a salary. Start by calculating the value of the benefits being offered. 

For instance, if your current job pays $50,000 per year, but the healthcare package is minimal and costs $600 per month, your real salary is closer to $42,800. Let's say you also have to pay for parking at your office, which costs $50 per month. Now you're at $42,200.

Now, let's say you get a job offer for $48,000 per year. While the base salary is lower than what you're currently making, the healthcare is excellent and costs $300 per month. There's also free parking at the building, which means your take-home pay is really $44,400.

While the offer might initially seem lower than your current salary, it's better once you factor in its benefits.

What makes a good salary negotiation email?

So, what details are included in a successful salary negotiation email? Let's review the top three:

The right tone

Salary negotiations must remain professional, even if you're dealing with a manager you know well or an HR executive who happens to be a friend. Being too familiar while negotiating — even if you are familiar — can weaken your position.

Strike a balance between professionalism and positivity. You don't want to be so formal that you appear unenthusiastic about the opportunity, cold, or arrogant. Be clear about your value, but don't exaggerate or boast. Ask for what you're worth directly, but don't make demands or disrespect the initial offer.

Specific justifications

When it comes to negotiating your salary, you want to be specific about why you deserve the number you're asking for.

Be succinct and specific about the skills, qualifications, and experience you have that make you a valuable candidate for this role. You want to remind the hiring manager that you are the best person for the job so that they're motivated to work with you. 

Clarity

Be specific in your negotiations. Use real numbers and clear examples, and don't leave room for interpretation. Ask for what you want — don't leave it to the recruiter to guess.

What does a salary negotiation email look like?

Salary negotiation emails can look somewhat different depending on your industry, personal expectations or needs, and relationship to the person you're negotiating with. 

These templates should be starting points — tweak and adjust them to fit your unique situation, voice, and tone. If you want to add additional information, just be mindful of length. You want your email to be succinct.

Template #1: New position

To start, here's a template for negotiating salaries at a new company:

Dear [Hiring Manager],

Thank you for the offer. I'm excited about the opportunity to work as a [job title], and I believe my [experience] in [skill/area] will make me a valuable asset to your team.

Having reviewed the offer, I would like to discuss the proposed salary. I believe a salary of [specific number] would be more appropriate. This amount reflects my qualifications and the value I'm confident I bring to your team. 

Thank you for your time and consideration. I look forward to continuing this conversation to find a mutually agreeable compensation package and remain enthusiastic about the possibility of working together.

Sincerely,

[Name]

Template #2: Promotion, performance review, or transfer

If you're moving up within your current company, shifting to a new department, or have just received a positive performance review, it's time to negotiate. 

Here's how you can write that email:

Dear [Manager's Name],

I hope this message finds you well. I'm writing to discuss a salary review, given my recent [promotion/performance review/transfer].

Over the past [time you've been with the company], I have consistently exceeded expectations. I have taken on additional responsibilities, including [specific examples]. I have also been a key contributor to significant projects, such as [specific examples].

These accomplishments have enhanced our team's success and demonstrate my dedication to growing in my role, as well as my commitment to [company/project]. Given my contributions and market standards, a salary of [specific amount or range] would be more appropriate.

I'm confident we can find a mutually beneficial agreement that is commensurate with the value I add to our team. I look forward to discussing this further at your earliest convenience.

Sincerely,

[Name]

Template #3: Countering a counteroffer

You've sent your first negotiation email and received a response. The second offer is an improvement, but still lower than what you need. 

This template is for finding a middle ground that you and the hiring manager will be happy with.

Dear [Hiring Manager],

Thank you for getting back to me and for your revised offer.

I remain highly interested in the role and excited about the opportunity to work with [company], but I want to ensure the compensation aligns with my expertise and the current market rate.

If we can agree on [specific salary], I'd be happy to finalize the details. 

I appreciate your willingness to work with me to come to an agreement that recognizes my value and aligns with [company]'s objectives. 

I look forward to hearing from you soon.

Sincerely,

[Name]

Responding to a counter-offer can also be done with the help of Superhuman's AI tools, such as Write with AI. Draft replies and supercharge your writing with AI that can write in your own voice and tone, ensuring you get your message just right.

Closing thoughts

Salary negotiations can feel like one of the most stressful parts of finding a new role. Luckily, these simple templates can help you start from a place of confidence. 

Superhuman is the most productive email app ever made. Get started now and save four hours per week every single week.