According to the most recent Salary Budget Planning Report by the global advisory company Willis Towers Watson, overall salary budget increases are forecasted to be around 3.9% in 2025. Hence, mastering the art of negotiating salary offers through email is essential in today's digital landscape. In this article, we offer fundamental tips for negotiating a salary increase with a recruiter, common pitfalls to avoid, salary negotiation email templates, and insights from Chris Voss, known for 'Never Split the Difference,' and Roger Fisher, William Ury, and Bruce Patton, the authors of 'Getting to Yes.'
The importance of negotiating salary via email in today's job market
Negotiating salary via email has become a common practice in today's job market. Firstly, it's a great way to keep a clear record of the negotiation process, which can help prevent misunderstandings. Secondly, it allows you to manage your time efficiently, as emails enable asynchronous communication, giving you the freedom to respond to potential employers' offers at your own pace and plan your next steps. Thirdly, it offers added flexibility, as it gives you time to consider the response, reflect, and research, making you better prepared for any follow-up meetings or phone calls.
It's typical for employers to negotiate salary offers and sign-on bonuses with candidates due to budget constraints, exceptional qualifications, talent market conditions, geography, or the candidate's negotiation skills. This process allows both parties to set the tone for further negotiations, reducing the chance of miscommunication.
Basics of email negotiations of proposed salary
When negotiating your salary via email, it's important to communicate professionally. Here is a simple guide to follow to raise the chances for a successful outcome:
Clearly state your desired salary range or a specific figure and elaborate on the value you would bring to justify your request.
Express your openness to a collaborative negotiation process, having a flexible range in mind, and showing a willingness to find a mutually agreed-upon number. Base your arguments on average salaries for similar roles in the same area by referencing Glassdoor or LinkedIn.
Maintain a professional tone, avoiding emotional language or threats.
If there's a delayed response, consider a timely follow-up email to keep the dialogue open.
Use respectful sign-offs such as Sincerely, Yours faithfully, or Kind regards.
When negotiating your salary via email, it's important to follow these guidelines to ensure you secure a compensation package that truly reflects your value and contributions, including paid vacation time.
If you decide to counteroffer a salary, there are several potential outcomes to consider:
The employer may accept or reject your counteroffer.
Ask for more information on the market value of similar roles.
Request more time to think about your counteroffer.
It's crucial to be prepared for these possibilities and to maintain a professional attitude throughout the entire negotiation process. Additionally, to ensure that your email is well-received, it's critical to express gratitude, be specific, maintain a positive tone, and emphasize the mutual benefit.
Negotiating a higher salary: When to say "no" before an offer
Negotiating a starting salary before receiving a formal job offer is pretty common, especially during the interview process. This is particularly suitable if you are confident in the demand for your qualifications in the job market. However, it's essential to be ready to say "no" and walk away if you discover the following:
It seems like there might be a misalignment in values between you and your potential employer.
Limited opportunities for professional development, an unfair compensation package without specific numbers, and no remote work or stock options.
A salary below the market rate with no signing bonus and an excessive workload.
Remember, diplomatically, declining a job offer is not a failure. It's a decision that reflects your priorities and can help you find a more fulfilling position.
The right timing: How important it is in salary negotiations
When negotiating a higher salary, it's crucial to conduct thorough market research and gather facts on the average salaries in your area. The salary data and market average numbers will strengthen your negotiation. The timing of seeking a higher salary through negotiations is another vital matter. Here are some key factors to keep in mind:
Employer's performance:
Favorable financial rate: When the hiring company is on a positive profit raise streak, it presents a suitable time for negotiations. Your role in driving the corporation's success becomes a leverage point.
Economic decline: When economics is depressive, it's necessary to approach salary-wise talks with caution. While there may still be room for negotiation, staying flexible with your expectations and exploring alternatives might be required. Be prepared to emphasize the value you would bring with practical examples.
Your performance:
Recent achievements: If you've surpassed expectations or achieved meaningful milestones in your work, now is an excellent time to discuss potential opportunities to upgrade your position or receive increased compensation.
Consistent performance: A history of consistently strong performance reinforces your negotiation position.
Job market:
High demand in professional skills: Having sought-after skills provides you with a significant edge in discussions as employers place great importance on your talents and are prepared to provide appealing compensation and benefits to secure your mastery.
Conditions of the economy: Employees tend to benefit from a robust job market, whereas a weak one might restrict their ability to negotiate.
Company culture:
Open communication: A workplace environment that fosters sincere communication can be more helpful for productive negotiation processes.
Inflexible policies: Negotiating salary may be more difficult if your firm has "uncompromising" salary policies that exclude individual circumstances. These policies can make it harder to negotiate a boost in remuneration.
Your relationship with your manager:
Having trust and mutual respect with your manager: A respectful relationship is crucial for creating a positive working relationship that increases the likelihood of a beneficial negotiation outcome.
Open and respectful communication: A manager who is willing to listen to feedback, consider it, and engage in honest discussions about it is a positive indication of an environment that allows sensitive topics in the workplace.
Keep in mind that timing isn't the sole factor. Your enthusiasm about negotiations and the general job market has a substantial impact. By taking these factors into account and acting at the "right" moment, you can enhance your prospects of a raise.
Common fears and actionable solutions to the pay raise dilemma
The timing of a salary negotiation email is often a source of anxiety and confusion. It is commonly associated with moments such as receiving a new job offer or seeking a promotion or raise. At those times, it's critical to take into account the company's culture on salary discussions, your relationship with the potential employer, and the phase of the hiring process. Ultimately, the most suitable time to send a salary negotiation email is when you feel self-assured and up to advocate for yourself. The Headway also advises to consider the following:
Both 'Never Split the Difference' by Chris Voss and 'Getting to Yes' by Roger Fisher, William Ury, and Bruce Patton provide valuable perspectives on negotiation tactics. Although they have some commonalities, they also present unique methods for overcoming typical fears that may impede negotiations:
Fear of rejection
'Never Split the Difference': Voss stresses the significance of establishing a connection and trust with the other party in order to lessen the fear of rejection:
"He who has learned to disagree without being disagreeable has discovered the most valuable secret of negotiation."
He recommends employing active listening and mirroring methods to boost connection and comprehension.
'Getting to Yes': Fisher, Ury, and Patton recommend readers refer to a principled negotiation strategy that emphasizes interests over positions.
"People listen better if they feel that you have understood them. They tend to think that those who understand them are intelligent and sympathetic people whose own opinions may be worth listening to. So if you want the other side to appreciate your interests, begin by demonstrating that you appreciate theirs."
By comprehending the basic necessities and concerns of the other party, negotiators can alleviate the fear of rejection by identifying solutions that are beneficial to all stakeholders.
Absence of personal connection
'Never Split the Difference': Voss emphasizes the significance of establishing a personal bond with the other party in order to foster a more cooperative negotiation atmosphere:
"Negotiate in their world. Persuasion is not about how bright or smooth or forceful you are. It’s about the other party convincing themselves that the solution you want is their own idea. So don't beat them with logic or brute force. Ask them questions that open paths to your goals. It's not about you."
The author also recommends being empathic and providing undivided attention to comprehend the other individual's point of view.
'Getting to Yes': Fisher, Ury, and Patton stress the significance of developing connections, with an emphasis on fostering a cooperative environment through transparent ways of communication and reciprocally respectful attitude:
"Pressure can take many forms: a bribe, a threat, a manipulative appeal to trust, or a simple refusal to budge. In all these cases, the principled response is the same: invite them to state their reasoning, suggest objective criteria you think apply, and refuse to budge except on this basis. Never yield to pressure, only to principle."
Room for misinterpretation
'Never Split the Difference': Voss emphasizes the significance of precise and transparent communication in order to prevent misinterpretations:
"Negotiation is not an act of battle; it’s a process of discovery. The goal is to uncover as much information as possible."
The writer recommends the use of standard language and the avoidance of jargon.
'Getting to Yes': Fisher, Ury, and Patton stress the significance of engaging in active listening and asking for clarification to make sure that both sides comprehend each other's viewpoints well:
"The game of negotiation takes place at two levels. At one level, negotiation addresses the substance; at another, it focuses — usually implicitly — on the procedure for dealing with the substance."
They also recommend referring to objective criteria when assessing prospective solutions.
Both books provide valuable tactics for conquering fears while negotiating salary or any other subject. The author of 'Never Split the Difference' places more emphasis on establishing a connection and comprehending the other person's viewpoint, while 'Getting to Yes' highlights a conscientious method that prioritizes interests over stances. By integrating aspects from both books, you can cultivate a more efficient and promising approach to facing fears and raise your chances of securing an equitable compensation package.
Negotiation: A skill for long-term career success
Effective negotiation is a crucial skill that can profoundly impact your professional journey. It goes beyond simply securing a higher salary; it involves advocating for yourself, fostering strong relationships, and working towards achieving your career aspirations.
Psychological insights into negotiation anxiety
Negotiating is a complex task that can be intimidating. Understanding the psychology behind it is crucial to grow as a negotiator. 'Never Split the Difference' by Voss and 'Getting to Yes' by Fisher and the co-authors discuss the typical anxieties that may impede successful negotiation, including the fear of being seen as a complicated or difficult person or having doubts about your candidacy. Some people, in order to avoid confrontation, refer to playing "a peacekeeper."
In the book 'Never Split the Difference,' the author promotes the use of "tactical empathy," which involves comprehending the other party's viewpoint and leveraging that understanding to guide the negotiation. Addressing the concerns of the other party reasonably and efficiently, negotiators can prevent disproportionate conflict and raise the possibility of a favorable result:
"Another simple rule is, when you are verbally assaulted, do not counterattack. Instead, disarm your counterpart by asking a calibrated question."
In 'Getting to Yes,' the writers stress the significance of separating individuals and the issue at hand:
"Increase your negotiation power is by improving your walk-away alternative. An attractive BATNA (Best Alternative to a Negotiated Agreement) is a strong argument with which to persuade the other side of the need to offer more."
By concentrating on specific matters instead of individual differences, the sides can evade disagreement and go for a mutually advantageous option.
Mastering negotiation: A 5-step guide
Drawing inspiration from the expertise of Chris Voss, Roger Fisher, William Ury, and Bruce Patton, the Headway Team put together a step-by-step manual for excelling in the negotiation of a job offer via email and ensuring a positive relationship with the hiring company:
Thorough preparation
Be fully equipped: Clearly define your goals and specify the terms that are not open to negotiation.
Research the other party: Collect information about their hobbies, preferences, needs, and how they tend to approach negotiations.
Develop a plan: When planning your strategy, be sure to consider different approaches, potential areas of compromise, and how to respond to counterproposal.
Building rapport and trust
Active listening: Make sure to listen carefully to what the other person is saying and show that you understand and care about their perspective.
Mirroring: Utilize both verbal and nonverbal cues to mirror the behavior of the other party and build a connection based on mutual understanding and trust.
Create a positive atmosphere: Encourage a supportive and inclusive atmosphere that fosters teamwork and open communication.
Understanding interests, not positions
Investigate underlying needs: Delve into the core motivations behind the requests made by the other party.
Distinguish between individuals and the problem: Focus on addressing the specific issues rather than getting caught up in personal differences.
Generate potential solutions for mutual gain: Engage in a collaborative brainstorming process to come up with creative and advantageous outcomes that cater to the interests of all involved sides.
Utilizing tactical empathy and labeling
Understand the perspective of the other party: Take the time to fully grasp their point of view and demonstrate genuine empathy towards their position.
Recognize and acknowledge their emotions: Identify and label the emotions that the other party is experiencing, as this can help build trust and lead to better mutual understanding.
Use strategic empathy to guide the negotiation process: Employ empathy as a tool to influence the direction of the negotiation, with the aim of reaching a positive and mutually beneficial outcome.
Negotiating with BATNA and WATNA
Best Alternative To a Negotiated Agreement (BATNA): Recognize your most favorable alternative in case the negotiation doesn't succeed.
Worst Alternative To a Negotiated Agreement (WATNA): Assess the least favorable outcome if an agreement is not reached.
Employ BATNA and WATNA to determine your reservation value: Establish a minimum acceptable result based on your BATNA and WATNA.
By incorporating the strategies outlined in both 'Never Split the Difference' and 'Getting to Yes,' you can elevate your negotiation abilities and secure better outcomes in your negotiations.
Long-term benefits of negotiation
By gaining insight into the psychological factors that impact salary discussions, candidates can boost their confidence as negotiators. This can ultimately lead to greater success in their long-term careers:
Negotiation has the potential to open doors to greater financial security and increased job satisfaction.
It can foster stronger relationships with employers and colleagues while building up a person's assertiveness.
Mastering negotiation skills can pave the way for a smoother career progression.
Definition and key elements of a salary negotiation email
A salary negotiation email is a formal message to a potential or current employer discussing compensation. Standard components of such an email usually are as follows:
A simple subject line like "Salary Negotiation for [Job Title] Position."
Appropriate greeting by name and title.
Thanking the employer for a new opportunity or an acquired experience.
State your request: Clearly indicate your desired reward or compensation adjustment.
Provide supporting evidence: "Strengthen" your case with relevant data, such as market research or your accomplishments.
Be ready to compromise while negotiating.
Finish the email professionally with a polite closing.
These components can assist in reaching success in negotiations with prospective employers.
The ideal time to send salary negotiation emails
Determining the perfect timing to send a salary negotiation email hinges on various factors. These include a unique corporate culture and specific guidelines for salary discussions. Generally, it is advisable to initiate salary negotiations after receiving a job offer but before formally accepting it. Personal comfort also plays a role; if you prefer face-to-face negotiations, it may be best to wait for an in-person meeting.
Upon receiving a job offer, it's paramount not to delay the negotiation process. It's also wise to avoid sending emails during peak hours when the hiring manager is likely preoccupied, particularly early mornings. Additionally, if the receiver lives in a different time zone, it's vital to be considerate of their working hours. Ultimately, the most fitting time to send a salary negotiation email is when you are actually ready to engage in negotiations on the subject.
Salary negotiation email examples for different scenarios
The following email samples reflect various scenarios when you might need to raise a salary question proportional to your skillset:
1. Negotiating after a job offer & counteroffer
Subject: Follow-Up on Job Opportunity
Dear [Hiring Manager's Name],
I am reaching out to reaffirm my interest in the [Job Title] role at [Company Name]. Thank you for the chance to potentially join your team.
I am enthusiastic about the opportunity to contribute to [Company Name]'s achievements. Upon reviewing the [job description] and the proposed [salary offer], I would like to negotiate the possibility of a higher salary.
Drawing from my experience and research in similar positions, I am of the opinion that a salary range of [salary range] would be fitting and reflective of my qualifications and expertise. Currently, my salary stands at [current salary], and I have a proven track record of delivering [highlight your achievements].
I am confident that my [skills and certifications] are well-matched with the requirements of this role, and I am keen to bring my knowledge to your team. Additionally, I am open to discussing supplementary benefits and perks that could form part of the overall compensation package, such as [list potential perks].
I would welcome discussing my salary expectations further in a subsequent call or meeting. Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Contact Information]
2. Negotiating after a promotion or performance review
Subject: Request for Salary Adjustment Following Recent Promotion
Dear [Manager's Name],
I trust this email finds you in good health.
I am reaching out to formally seek a salary review in light of my recent appointment to the role of [New Position]. I am appreciative of the chance to assume this new position and am eagerly anticipating the challenges and opportunities it will bring.
I am of the opinion that my expanded responsibilities and contributions to the team are in line with the standard salary range for this role. Through my research and conversations with colleagues in similar positions, I am of the belief that a salary adjustment of [amount] would be equitable and competitive.
Enclosed, you will find a comprehensive summary highlighting the significant achievements during my tenure in my previous role, as well as the valuable contributions I have made to the team following my promotion. I am eager to engage in a detailed discussion at your earliest convenience.
Thank you for dedicating your time and consideration to this matter.
Sincerely,
[Your Name]
[Your Position]
The art of follow-up: The effective strategies
Follow-up is a crucial element of the negotiation process. In 'Never Split the Difference' and 'Getting to Yes,' Voss, Fisher, Ury, and Patton stress the significance of follow-up to guarantee a favorable outcome in a negotiation. Here is a detailed breakdown of the optimal timing and strategies for crafting and sending effective follow-up emails (see templates below):
Post-negotiation follow-up can be beneficial in clearing up any misunderstandings or uncertainties that may have arisen. Additionally, it offers a chance to reaffirm and finalize the terms and conditions that were agreed upon during the negotiation process.
The follow-up shows your dedication to the process and can play a significant role in solidifying a positive relationship with the other party. This continued communication can help foster trust and understanding between both parties, ultimately strengthening the foundation of your professional relationship.
After the initial negotiation, it's essential to remain open to addressing any concerns or objections that may arise. The follow-up discussions provide an opportunity to carefully consider and resolve these issues, ultimately finding solutions that are acceptable to all parties involved.
In certain situations, it may be crucial to have additional discussions or meetings to iron out the details of the agreement and ensure that both parties are fully committed to the terms.
The writers highlight that initiating the follow-up actions should go in a manner that would exclude any indecisiveness about securing a higher base salary or a raise. Based on the authors' advice, the Headway Team suggests sending:
Immediate follow-up (within 24 hours)
Purpose: To emphasize your interest and acknowledge receipt of the initial offer.
Content: Show appreciation for the offer, summarize your main points, and ask about the next steps or a timeline for a decision politely.
2 The follow-up after a week
Purpose: To follow up and demonstrate ongoing interest if there has been no response.
Content: Kindly request an update on the status of the discussions and reaffirm your excitement about the opportunity.
3 The follow-up after two weeks
Purpose: If you haven't received a response after a week, give the process a little push.
Content: Demonstrate your ongoing enthusiasm and willingness to supply any extra information that could be beneficial.
4 The final follow-up:
Purpose: If you have not received a response regarding the status of the negotiation after several weeks, it would be appropriate to politely inquire about it.
Content: Express your ongoing interest while also being ready to acknowledge that the role may not ultimately align with your expectations.
1. Immediate follow-up (within 24 hours)
Dear [Hiring Manager's Name],
I appreciate the offer for the [Job Title] position at [Company Name]. I'm thrilled about this opportunity and value your time in considering my application.
As we discussed, I am confident that my skills and experience are a good fit for this role. I am eager to contribute meaningfully to the team and support [Company Name] in reaching its objectives.
I'd like to follow up on the salary range and compensation package you offered. Could you kindly provide more information regarding the base salary, extra perks and bonuses to be expected?
Thank you for your time and thoughtful consideration.
Sincerely,
[Your Name]
[Your Contact Information]
2. The follow-up after a week
Dear [Hiring Manager's Name],
I trust this email finds you in good health.
I am reaching out to check in on our discussion about the [Job Title] role. I am highly enthusiastic about this opportunity and am still very keen to become a part of the team at [Company Name].
Please inform me if there is any additional information you require from me or if there are any updates on the hiring process, specifics of the compensation package, salary range, and its review timeline.
I appreciate your time and consideration.
Best regards,
[Your Name]
3. The follow-up after two weeks
Dear [Hiring Manager's Name],
I trust this email finds you in good health.
I'm writing to follow up on the status of our prior discussions concerning the [Job Title] role and its respective compensation package and expected salary range. I am enthusiastic about this opportunity and am confident that my expertise and experience would make a substantial contribution to your team.
Please do not hesitate to inform me if there are any additional requirements for me to fulfill in order to advance in the hiring process and remuneration negotiation.
Thank you for your time and consideration.
Sincerely,
[Your Name]
4. The final follow-up
Dear [Hiring Manager's Name],
I hope this email finds you well.
I am reaching out to revisit our prior conversations about the [Job Title] role, the compensation package, and the associated salary range. I remain highly enthusiastic about this opportunity and am confident that my professional skills and background align with the strategy of your team.
I realize that the hiring process can be time-consuming, and I wanted to follow up to inquire if there have been any developments regarding the status of my application and reward specifics.
Thank you for your time and consideration.
Sincerely,[Your Name]
When composing follow-up emails, it's essential to customize the content to fit the particular circumstances. It's also important to uphold a professional and respectful tone from start to finish.
Book summaries bonus: Lessons from negotiation masters
1. 'Never Split the Difference' by Chris Voss
Chris Voss, a former FBI hostage negotiator, details his tactical techniques for successful negotiation in the captivating book 'Never Split the Difference.' Voss explores the psychology of persuasion, stressing the significance of active listening, mirroring, and labeling emotions to establish rapport and foster trust. By comprehending the underlying needs and fears of the other party, one can steer them toward a mutually advantageous agreement. These strategies can be incredibly efficient in email negotiations:
Active listening: Carefully analyze the email to discern the employer's underlying needs and worries. Pose open-ended questions: employ questions that prompt the employer to expand on their viewpoint. For instance, rather than asking, "Do you have a certain salary range in mind?" inquire, "What do you consider a fair compensation package for this position?"
Mirroring and labeling: Validate the employer's feelings and concerns. For example, "It seems like you're concerned about the compensation budget for this role."
Tactical empathy: Seek to grasp the employer's motivations and constraints and convey comprehension of their circumstances. For example, "I understand that you're operating with a tight budget."
Black Swan theory: Be up for the unexpected challenges that might emerge during the negotiation.
Have a backup plan: Always be ready to adjust your strategy in the case of unexpected events.
Leave room for reflection: After presenting a proposal, allow the employer time to contemplate your offer.
By employing these specific strategies and techniques, you can establish an environment that fosters productivity and effectiveness in negotiations, ultimately improving the likelihood of reaching an agreement that is mutually beneficial for all parties involved.
2. 'Getting to Yes' by Roger Fisher, William Ury, and Bruce Patton
In the book 'Getting to Yes,' Roger Fisher, William Ury, and Bruce Patton outline the core principles of the Harvard Negotiation Project for achieving mutually advantageous agreements. The authors stress the significance of separating individuals from the issue at hand, concentrating on interests rather than ranks and positions, brainstorming options for mutual benefit, and utilizing objective criteria to assess alternatives:
Focus on people rather than positions: Prioritize understanding the fundamental interests of the parties involved rather than their initial positions.
When brainstorming, it's vital to generate a diverse range of potential solutions in order to explore all possibilities thoroughly. This can help in considering various options before making a decision.
Evaluate the available options by using objective criteria, which suggests the use of fair and impartial standards. This approach ensures that equitable outcomes are achieved.
Make sure to thoroughly understand your Best Alternative To a Negotiated Agreement (BATNA) to set realistic expectations and make well-informed decisions during negotiations.
Common errors in salary negotiation emails and how to avoid them
Crafting salary negotiation emails, whether for initial salary or periodic increases, can be challenging. Here are some mistakes to avoid and how to address them:
Being too vague or general
Avoid: Making generic requests for a "higher salary."
Do: Specify a precise salary range after doing research on market rates for identical or similar positions.
Focusing solely on salary
Avoid: Confining your negotiation solely to salary.
Do: Provide a comprehensive take on your expected reward, emphasizing the worth you contribute to the employer. It is essential to take into account elements such as benefits, bonuses, and prospects for career advancement.
Failing to prepare
Avoid: Entering a negotiation unprepared.
Do: Research market rates to estimate your precise worth. Consider analytics of average salaries for the position you are applying for, your experience, and the company's financial state.
Overestimating your value
Avoid: Setting unrealistic expectations.
Do: Consider your value based on industry standards and your expertise, and be ready to discuss within a fair range.
Not being flexible
Avoid: Being inflexible in your requests. Stay open to finding a middle ground and take into account additional aspects beyond just the salary.
Do: Demonstrate a willingness to negotiate, considering alternative elements of the compensation package.
Using negative language
Avoid: Referring to negative language or threatening tone.
Do: Communicate in a respectful and business-appropriate manner, highlighting the unique benefits and contributions you offer to the company.
Forgetting to follow up
Avoid: Neglecting a rule to follow up after sending your initial negotiation email.
Do: Craft a courteous follow-up email to express your continued interest in the opportunity and to provide further clarification on any remaining inquiries.
To improve your likelihood of successfully negotiating a fair salary, avoid these frequently made errors and adhere to the suggestions.
The importance of mastering negotiation for career growth with Headway
In general, the ability to negotiate is a beneficial skill that can assist you in your job search and throughout your career. Acquiring this skill can turn your email inquiry into the first step toward lasting success. By honing your negotiation skills, you can secure fair compensation, enhance the balance between work and vacation days, and foster stronger relationships with an employer-to-be.
Explore the collection of easy-to-read book summaries prepared by the Headway Team on mastering negotiation strategies to nurture the skills that will equip you to excel professionally, whether it is negotiating a job offer or navigating personal relationships.
