A counter offer email should confirm your enthusiasm, cite market data for the role, name one specific number, and close with an open question. Keep it under 150 words. Send it within 24 hours of the verbal offer, before the employer assumes you have accepted. The three templates below cover the most common scenarios.
Most salary negotiations start on a call or in person. But the moment you put a counter offer in writing, you control the framing, the tone, and the record. Email is better than phone when you need time to think, when the offer is complex, or when you want a paper trail before you sign anything. Use these templates as a starting point, then adjust the numbers to match your situation.
A strong counter offer email does three things: it confirms your enthusiasm for the role, states your ask clearly, and gives the employer a reason to say yes. It does not apologise, over-explain, or hedge. The tone should be confident and collegial, not transactional.
Keep it short. Two or three paragraphs is the right length. Recruiters and hiring managers read dozens of emails a day. A concise, well-structured message signals that you communicate well under pressure, which is exactly the kind of impression you want to make during a negotiation.
One number, not a range. When you say you are looking for between £60,000 and £65,000, the employer hears £60,000. Name your target figure and anchor the conversation there.
Always give a reason. Research consistently shows that requests accompanied by a reason, even a simple one, are more likely to be accepted. Market rate data, a competing offer, or your track record are all legitimate anchors.
Use this after a hiring manager has called to extend an offer verbally. Send it within 24 hours of the call, while the conversation is still fresh.
Subject: Re: [Job Title] Offer, [Your Name] Hi [Hiring Manager's Name], Thank you so much for the offer, and for taking the time to walk me through the details on the call. I am genuinely excited about the role and the team. Having reviewed the full package, I would like to discuss the base salary. Based on my research into current market rates for this level in [city/sector], and given the [specific skill or experience] I bring to the role, I was hoping we could reach [£/$/AUD X]. That figure reflects what comparable roles are offering and the contribution I expect to make from day one. Everything else in the package, including the [mention a detail you like, e.g. bonus structure or start date], works well for me. I am keen to move forward and I am confident we can find something that works for both sides. Please let me know if you would like to talk this through on a call. Best regards, [Your Name] [Phone number]
Use this after a verbal agreement has been reached but before the revised offer letter arrives. This email protects you by creating a written record of what was agreed.
Subject: Confirming Our Conversation, [Job Title] Offer Hi [Hiring Manager's Name], Thank you for the call earlier today. I wanted to follow up in writing to confirm the terms we discussed, so we are aligned before the updated offer letter comes through. My understanding of the agreed package is as follows: - Base salary: [£/$/AUD X] - [Bonus / commission / equity]: [agreed terms] - Start date: [date] - [Any other agreed term, e.g. remote working arrangement]: [details] Please let me know if any of these details differ from your records. Once I receive the updated letter reflecting these terms, I will be happy to sign and return it promptly. Looking forward to joining the team. Best regards, [Your Name]
Use this when you are ready to accept but have one or two remaining conditions, such as a specific start date, a title adjustment, or a sign-on bonus in lieu of a salary increase. Keep the conditions to a maximum of two. More than that reads as difficult.
Subject: Accepting the Offer, [Job Title], [Your Name] Hi [Hiring Manager's Name], Thank you for working through the details with me. I am pleased to accept the offer for the [Job Title] position. Before I sign the offer letter, I wanted to flag two small points. First, [condition one, e.g. "I would need a start date of [date] rather than [earlier date], as I have a handover commitment to honour at my current employer"]. Second, [condition two, e.g. "given the salary is slightly below my initial ask, would a one-off sign-on payment of [£/$/AUD X] be possible to bridge the gap?"]. If both of those work from your end, I am ready to sign as soon as the updated letter comes through. If either is a constraint, I am happy to talk it through. Genuinely looking forward to getting started. Best regards, [Your Name] [Phone number]
Do not mention personal financial pressures. The employer is not obligated to fund your mortgage or lifestyle. It weakens your position and shifts the conversation away from your professional value.
Do not issue ultimatums unless you are prepared to walk away. Phrases like "this is my final number" or "I have until Friday to accept another offer" only work if they are true. If the employer calls your bluff and you fold, you lose credibility before you have started.
Do not copy multiple people. Address the email to the person you spoke with. Copying HR, the CEO, or a recruiter simultaneously signals distrust and creates unnecessary friction.
Do not follow up more than once. Send the email, then wait. A follow-up within 48 hours is acceptable if you have heard nothing. Two follow-ups in quick succession reads as anxious.
Do not apologise for negotiating. Phrases like "sorry to push back" or "I hope this is not too much to ask" undermine the ask before the reader has even reached the number. State your position clearly and move on.