Negotiating a job offer by email: a step-by-step script

You got the job offer, and you’re excited. But the pay is lower than you hoped. You do not have to accept right away or make a harsh demand. A thoughtful email can start a useful conversation.

Discussing an offer by email gives you time to choose your words. It also makes the details easier to track. This guide will help you decide what to ask for, write your email, handle the reply, and confirm an agreement. You can be clear and friendly without saying sorry for asking or being pushy.

Before discussing pay, read the whole offer. Note the deadline for accepting it. Check the base salary, which is your regular pay before bonuses. Also check the bonus rules, work hours, where you must work, benefits, and planned start date.

Separate pay you are sure to get from pay that depends on certain conditions. A possible yearly bonus is not the same as a higher base salary. You cannot count on it to pay your bills.

Choose what matters most to you, plus one or two other options. Do not try to change every detail at once. For example, you might ask for a higher base salary first. A signing bonus, which is extra money for joining, or more time off could be other options.

Think about what you would really use and value. A benefit that sounds great is not a useful replacement if you will not use it.

If you need more time to review the offer, ask before the deadline passes. Try: "Thank you for the offer. I’m excited about the job. Could I have until Thursday to review the details?"

The employer may not give you more time. Keep track of the original deadline unless they confirm a new one.

Look at job ads that list pay ranges. Check pay information for similar jobs. Use what you learned in interviews, too. Compare jobs with similar locations, duties, and experience needs. Do not rely only on job titles.

Your goal is to find a reasonable basis for your request. You are not looking for one number that proves what every employer should pay.

Before writing, decide what pay you want and the lowest amount you would accept. Keep that lowest amount private. It helps you make your decision, but you do not need to share it in your first email.

For example, the offer might be $72,000. If your research and experience support $78,000, you could ask directly for $78,000.

Explain your request using the work you will do and the experience you bring. Try: "This role involves managing a group of clients. I have experience managing similar clients, so I’d like to discuss a base salary of $78,000."

Do not make up other job offers or claim experience you do not have. An honest, clear reason is stronger than a bluff.

Reply to the offer email, or use a simple subject line such as "Offer discussion — [Job title]." Write to the person handling the offer unless they have told you to contact someone else. Do not copy people who do not need to be included.

The next two paragraphs are a sample email you can change for your needs. Replace the details with facts that are true for you.

"Hi [Name], thank you for offering me the [Job title] position. I enjoyed meeting the team. I’m especially excited about helping new customers get started more easily. After reviewing the offer, I’d like to ask if the base salary could increase from $72,000 to $78,000. This amount reflects the job’s duties and my experience leading projects that help new customers get started."

"I’m very interested in joining the team. Thank you for considering my request. Please let me know if this salary is possible or if a short call would help. Thank you again for the offer and your time. [Your name]"

This email shows interest, makes a clear request, gives a useful reason, and offers an easy next step. It does not hide the question in a long explanation.

Give the employer time to review your request. Someone else may need to approve a change. If they gave you a reply date, wait until that date has passed before checking in. If they did not give a date, a short check-in after a few business days is reasonable. Business days usually mean weekdays when offices are open.

Try: "I’m checking in about my email on the offer. I’m still very interested in the job. Please let me know if you need anything else from me."

If they offer more money but less than your goal, review the whole offer before replying. Consider the pay, benefits, and other terms together.

You could write: "Thank you for increasing the offer to $75,000. I appreciate it. Given the duties we discussed, would $77,000 be possible?"

Ask again only if the change matters to your decision. Do not treat every improvement as a reason to ask for more.

If the employer says the base salary cannot change, ask about one other option. Try: "I understand the base salary cannot change. Would a signing bonus be possible?"

Before treating that bonus like salary, ask if you would ever have to pay it back and under what conditions.

The employer may offer to review your salary later instead. Ask them to put the timing, what they will judge, and who must approve a raise in writing. A salary review does not promise a raise.

The person helping fill the job may suggest a phone call to settle the details faster. You can agree to a call and still use your preparation. Keep your pay goal and priorities nearby. Listen carefully. Do not feel you must give up something you want whenever there is a pause.

If you need time, say: "Thank you. That’s helpful. I’d like to review the updated offer and get back to you tomorrow."

If you reach an agreement by phone or in person, ask for an updated offer or written confirmation before accepting.

Try: "Thank you for discussing the offer today. My understanding is that the new base salary is $77,000 and the other terms have not changed. Could you please send the updated offer for me to review?"

Check that the written offer matches what you discussed. This includes any bonus rules and the start date you agreed on.

Accept only if the actual terms work for you. Do not accept just because the discussion feels tiring or because you feel you owe them something for their effort.

If the offer is still below what you can accept, turn it down politely. Try: "Thank you for your time and willingness to discuss the offer. After thinking it over carefully, I’m unable to accept it on these terms."

Asking to change an offer carries some risk. There is no promise that the employer will improve the offer or stay interested in hiring you.

Review the full offer and the deadline before choosing what matters most. Set a pay goal based on research and your experience. Keep the lowest amount you would accept private.

Send a short email that shows interest, makes a clear request, and gives a relevant reason. Think carefully about any new offer. Confirm the final terms in writing before accepting.