How to Negotiate Salary: Scripts, Email Examples and Timing

How to negotiate salary, in one line: know your number before the conversation, let the employer make the first offer if you can, then ask for a specific higher figure with reasons tied to the job. Most of the work happens before you say a word. This article covers research, timing, the exact words to use in an interview, on a call and by email, and what to do when the answer is no.

Step 1: research your number

Negotiation is easier when you are quoting facts rather than feelings. Build a short list of data points:

• The posted range. A growing number of states require employers to publish pay ranges. New York requires a range in postings from employers with four or more employees, and Washington requires a wage scale or salary range plus a description of benefits from employers with 15 or more. Other states and cities have similar laws.
• Government wage data. The Bureau of Labor Statistics publishes median and percentile wages by occupation, state and metro area through its Occupational Employment and Wage Statistics program. CareerOneStop, run by the Department of Labor, has a salary finder built on the same data.
• Your own track record. Revenue you brought in, costs you cut, certifications, languages, management experience.
• Total compensation. Health insurance cost, 401(k) match, bonus, equity and paid time off can be worth thousands of dollars a year.

From that, set three numbers: your target (what you will ask for), your goal (what you would be happy with) and your walk-away (the lowest you would accept). Write them down.

How to negotiate salary in an interview

The salary question often comes early, from a recruiter. You have three options.

Deflect and ask for the range:

"I'd like to learn more about the responsibilities before I put a number on it. Can you share the range budgeted for this role?"

Give a researched range if pressed:

"Based on what I've seen for similar roles in [city], I'm looking at $[X] to $[Y], depending on the full package."

Make the bottom of your range a number you would genuinely accept, because employers often aim for it.

Confirm alignment with a posted range:

"The posting lists $[A] to $[B]. Given my [experience], I'd expect to be in the upper part of that range."

In many states and cities, employers are not allowed to ask about your salary history. You do not need to volunteer it.

Step 2: when the offer arrives

1. Thank them and show enthusiasm. "Thank you, I'm excited about this role."
2. Do not accept on the spot. "Could I have until [day] to review the full offer?" One to three business days is normal.
3. Ask for everything in writing: base pay, bonus, benefits summary, start date, title.
4. Then counter once, clearly, with a specific number.

How to negotiate salary: offer example (phone call)

"Thank you again for the offer. I'm very interested in joining. Based on my research for this role in [city] and the [specific skill or result] I'd bring, I was hoping for a base salary of $[target]. If we can get there, I'm ready to accept."

Then stop talking. Silence is uncomfortable, but it gives the other side space to respond. If they need to check with someone, agree on when you will hear back.

How to negotiate salary by email

Subject: [Your name], offer for [job title]

Hi [Name],

Thank you for the offer for the [job title] role. I'm excited about the team and the work on [project or goal].

After reviewing the details, I'd like to ask whether there is flexibility on the base salary. Given [two to three reasons: years of directly relevant experience, a certification, results in a similar role], and pay data for this position in [city], I'm requesting a base salary of $[target].

If that works, I'm ready to sign and start on [date]. Thank you for considering it.

Best regards,
[Your name]

Email is useful when you are nervous on the phone or want to choose your words carefully. Many people combine the two: a short call, then an email summarizing what was agreed.

Negotiate more than base pay

Item	Why it matters
Sign-on bonus	Easier for employers who have a fixed salary band; can cover a bonus you forfeit by leaving
Start date	Time off between jobs, or alignment with a bonus payout at your current job
Title or level	Sets the band for future raises
Remote or hybrid days	Commuting time and cost
Paid time off	Extra days are often easier to approve than more salary
Review timing	A written commitment to a pay review after six months
Relocation, equipment, training budget	One-time costs the company may cover

Retirement benefits are worth checking too: an employer match on your 401(k) is part of your pay. Our article on the 401(k) contribution limit explains how much you can save each year.

How to negotiate salary for an entry-level job

Entry-level pay bands are narrower, and some employers hire whole classes at one rate. You can still:

• Ask once, politely, whether there is any flexibility on base pay.
• Point to specific extras: an internship in the same field, a certification, a second language, availability for less popular shifts.
• Ask for a sign-on bonus, a relocation payment or an earlier review instead.

For hourly roles, compare the offer with your state's minimum wage and with BLS data for the occupation in your area.

Negotiating a raise at your current job

1. Pick the timing: before budgets are set, after a strong result, or at your review.
2. Bring a one-page summary: your achievements in numbers, new responsibilities and market pay data.
3. Ask for a specific figure: "I'd like to discuss moving my salary to $[X]."
4. If the answer is "not now", ask what you would need to achieve and agree on a date to revisit.

Most private-sector employees are covered by the National Labor Relations Act, which protects discussing wages and benefits with coworkers. Knowing what colleagues earn can be the most useful data point of all.

What not to do

• Do not lie about another offer. If you have one, you can mention it honestly.
• Do not use personal costs, such as rent or debt, as the reason. Tie your request to the job and the market.
• Do not negotiate after you have accepted, except for genuine changes in the role.
• Do not make ultimatums unless you are prepared to walk away.
• Do not apologize for asking. A short, confident request reads as professional; a long justification reads as uncertainty.

What a raise is worth after tax

A $5,000 raise is not $5,000 in your pocket. Federal income tax at your marginal rate, Social Security and Medicare (7.65% for employees combined) and any state tax come out first. Check where your new salary falls in the 2027 tax brackets to estimate the take-home difference.

Bottom line

To negotiate salary well, research the market, set a target, goal and walk-away number, wait for the offer if you can, then ask once for a specific figure with job-related reasons. If base pay is fixed, negotiate sign-on bonus, start date, time off or an early review. A polite, specific request is normal and expected.

Cover photo: "Woman Conducting an Interview" by Amtec Photos, CC BY-SA 2.0, via Wikimedia Commons.