Salary Negotiation Letter Template: Examples for a Raise & Job Offer
Most people lose money they never knew they could have — not because they asked and were refused, but because they never asked. A salary negotiation letter is the simplest way to ask: a short, polite request that states your value, names a number, and invites a conversation.
It works in two situations: a new job offer with a low salary, or a current job where your pay has not kept up with your work. Either way, it puts your case on the record for the people who approve pay.
Each template below comes as a print letter and a short email. Copy one, fill in the brackets, and send it.
What to Include in a Salary Negotiation Letter
A strong letter has five parts. Miss one and it reads like a complaint, not a case.
1. Gratitude. Thank them for the offer or the job and say you want to stay. Warmth makes it a discussion, not a threat.
2. Your evidence. Two or three achievements with numbers — revenue, costs saved, time cut. Numbers are what managers pass on.
3. Market data. One sentence about what comparable roles pay nearby — check salary sites first so your number is realistic.
4. The number you want. A specific salary or range, not "a higher salary" — a range gives them room to meet you in the middle.
5. A clear next step. Ask for a meeting or a call, and say you look forward to the conversation.
Keep it to one page — around 250 to 350 words. Short letters get read.
Which Template Do You Need?
| Situation | Template | Who to send it to |
|---|---|---|
| New job offer, salary too low | Counter offer | Hiring manager |
| Current job, asking for a raise | Raise request | Your direct manager |
| Pay below the market rate | Market-data letter | Your direct manager |
| Salary fixed, but perks are not | Benefits negotiation | Hiring manager or HR |
Salary Negotiation Letter Templates
1. Counter Offer Letter for a New Job Offer
Use this when you have an offer in hand and want more than the number on it — send it within a few days.
Letter:
Dear [Hiring Manager's Name], thank you for offering me the [Job Title] position at [Company Name]. I am excited about the role. Before I accept, I would like to discuss the salary. With [number] years in [field] and results such as [achievement 1] and [achievement 2], I was expecting $[desired range]; the market rate for comparable roles here is $[market range]. I am keen to join and open to discussing the package. Sincerely, [Your Full Name]
Email:
Subject: [Job Title] offer — salary discussion
Dear [Hiring Manager's Name], thank you for the offer of [Job Title] at [Company Name]. Before I accept, I would like to discuss the salary. With [number] years of experience and results such as [achievement], I was expecting $[desired range]. I am open to discussing the package and would welcome a quick call. Best regards, [Your Name]
2. Salary Negotiation Letter Asking for a Raise
Use this when your pay no longer matches your work. Send it to your direct manager, not to HR — your manager owns the budget conversation.
Letter:
Dear [Manager's Name], I am writing to request a review of my salary. I have worked as [Your Job Title] at [Company Name] for [number] years, and my responsibilities have grown considerably. In the last [12 months] I have [achievement 1] and [achievement 2] and taken on [new responsibility]. My salary has not changed since [date], while the market rate for my role in [city or region] is now $[market range]. I am asking for $[desired salary], a [percentage]% rise, and I would welcome a discussion at our next one-to-one. Sincerely, [Your Full Name]
Email:
Subject: Request for salary review
Dear [Manager's Name], I am writing to request a review of my salary. In the last [12 months] I have [achievement 1] and [achievement 2], and I have taken on [new responsibility]. My pay has not changed since [date], while the market rate for my role is now $[market range]. I am asking for $[desired salary]. Could we discuss this at our next one-to-one? Thank you, [Your Name]
3. Salary Negotiation Letter Based on Market Data
Use this when your strongest argument is that the market has moved and your pay has not — it works best when you can name a real source.
Letter:
Dear [Manager's Name], I am writing to ask for a salary adjustment to bring my pay in line with the market. I have been a [Your Job Title] here for [number] years. According to [source, e.g. Glassdoor or Salary.com], the typical range for [Job Title] here is $[market range], while my current salary is $[current salary]. My recent work — [achievement 1] and [achievement 2] — sits at the top of that range. I am asking for $[desired salary] and would be glad to discuss the data at your convenience. Sincerely, [Your Full Name]
Email:
Subject: Salary adjustment — market data for [Job Title]
Dear [Manager's Name], I am writing to ask for a salary adjustment to bring my pay in line with the market for my role. According to [source], the typical range for [Job Title] in [city or region] is $[market range], while my current salary is $[current salary]. Given my recent work — [achievement 1] and [achievement 2] — I am asking for $[desired salary]. I would be glad to discuss the data. Best regards, [Your Name]
4. Negotiating Benefits When the Salary Is Fixed
Use this when the employer cannot move on base pay. Benefits can be worth thousands a year.
Letter:
Dear [Hiring Manager's Name], thank you for the offer of [Job Title] at [Company Name]. I understand the salary of $[offered salary] is fixed, and I would like to discuss the rest of the package before I accept. Would you be open to [benefit 1, e.g. extra holiday], [benefit 2, e.g. a remote-working day each week], and [benefit 3, e.g. a training budget of $X a year]? These would make the offer work for me, and I am confident my contribution — [achievement or skill] — will repay the investment quickly. Sincerely, [Your Full Name]
Email:
Subject: [Job Title] offer — benefits discussion
Dear [Hiring Manager's Name], thank you for the offer. I understand the salary of $[offered salary] is fixed, and I would like to discuss the rest of the package. Would you be open to [benefit 1], [benefit 2] and [benefit 3]? These would make the offer work for me. Best regards, [Your Name]
Send a letter for formal raise requests and your employment record; send an email for counter offers, where speed matters. Follow up a letter by email after a week — and keep any email under 200 words.
Mistakes That Weaken a Salary Negotiation Letter
Naming no number. "A higher salary" gives them nothing to approve. State a figure or a range.
Arguing from personal costs. Rent and bills are real, but pay is set by the value of the work, not your expenses. Lead with results and market data.
Threatening to quit. A counter offer from another employer can strengthen your case, but a threat weakens it. Mention another offer as a fact, never as an ultimatum.
Apologising for asking. "Sorry to bother you" tells the reader your request is a bother. Discussing your pay is a normal business conversation.
Quick Tips Before You Send
- Research first. Check two salary sites so your number is grounded in real data.
- Time it well. After a strong review, a project win, or a fresh offer — not in a crisis.
- Keep a copy. A written request is part of your employment record — save the sent email.
- No reply after a week? Send one short follow-up restating your request and offering two meeting times.
Frequently Asked Questions
How much should I ask for in a salary negotiation letter? A specific number backed by market data. A standard merit raise is 3% to 5%; below the market rate or with much more scope, 5% to 10%. A promotion-level change is 10% to 20%.
Should I negotiate salary by letter or by email? Use a letter for formal raise requests and your employment record. Use email for counter offers, where speed matters, and for follow-ups.
When is the best time to send a salary negotiation letter? After a good review, a completed project, or a new responsibility — when your value is fresh in your manager's mind. For a new offer, send your counter within a few days, before their deadline.
What if my employer says no to a raise? Ask what would need to change for a yes: a target, a new skill, or a review date. Get it in writing, and ask for a review in three to six months.
Can I negotiate salary if I have another job offer? Yes — a competing offer is strong evidence of your market value. Mention it plainly: the role, the salary, and that you would prefer to stay. Never use it as a threat, and never invent an offer you do not have.