How to Negotiate Salary: Scripts for Email, Phone & Live
To negotiate salary, research the market range for your role and location, decide your target and walk-away numbers, then respond to the offer with thanks, a specific figure backed by evidence, and a question that invites discussion. Do it after you have a written offer, stay friendly, and get the final terms in writing.
Why should you negotiate your salary at all?
An offer is usually the employer's opening position, not their final one. Companies often set a pay range and make a first offer inside it, so there may be room above the number you hear. Asking politely costs little and can raise your pay for years.
Your starting salary also becomes the base for future raises, which are often a percentage of current pay. A small increase now compounds. For example, a $4,000 higher base with 3% annual raises grows to roughly $4,500 after four years, before bonuses or 401(k) matches that are tied to pay.
This is general education, not professional advice. For tax or legal questions about compensation, equity or contracts, talk to a qualified professional.
How do you find out what you should be paid?
Start with evidence, because a number without support is easy to dismiss. Aim to gather at least three sources so you can see a range and not a single data point.
- Salary ranges in the job posting (required in several states and cities, including Colorado, California, New York and Washington).
- Government data such as the Bureau of Labor Statistics Occupational Outlook Handbook for typical pay by occupation.
- Salary sites and your industry's professional associations.
- Conversations with peers or recruiters in your field.
- Your own record of results, skills and certifications.
Adjust for your city, company size and experience. A figure for a national median may be well below what a high-cost metro pays, so treat averages as a starting point, not a verdict.
How do you decide your target number?
Set three numbers before you talk: your target, your walk-away and your opening ask. The opening ask should sit above your target so there is room to meet in the middle.
| Number | What it means | Example |
|---|---|---|
| Walk-away | Lowest total package you would accept | $68,000 |
| Target | Realistic, market-supported goal | $75,000 |
| Opening ask | What you say first, about 5-10% above target | $80,000 |
To calculate your own walk-away, add up monthly expenses, taxes, savings goals and benefit costs, then work back to the salary that covers them. Your numbers will differ from the example, so do not copy it.
Say the ask as a specific figure or a narrow range whose bottom is a number you would happily take. A range like $75,000-$80,000 invites the employer to pick the bottom, so make sure that bottom is acceptable.
How to negotiate salary step by step
- Wait for a written offer. You have the most leverage once they have chosen you.
- Thank them and show enthusiasm. This sets a collaborative tone.
- Ask for time. Request a day or two to review the full package.
- Review the total package. Look at base pay, bonus, equity, health premiums, 401(k) match, PTO and remote policy.
- Make a specific ask with reasons. Tie it to market data and your skills.
- Pause and listen. Silence after your ask is normal; let them respond.
- Counter or trade. If base pay is capped, ask for a sign-on bonus, a six-month review or more PTO.
- Get the final deal in writing before you give notice at your current job.
What exactly should you say in an email, on the phone and in person?
Email script
Hi Maria, thank you again for the offer. I am excited about the Marketing Manager role and the team. Based on my research for similar roles in Denver and my five years running paid campaigns that grew leads by an amount I can document, I was hoping for a base salary of $80,000. Is there flexibility to get closer to that number?
Email works well because you can write calmly and attach nothing risky. Keep it short, include one specific number and end with a question.
Phone script
Thanks so much for the offer. I am really excited about joining. Looking at the scope of the role and market pay for it, I was expecting something closer to $80,000. Is there room to move on the base?
Then stop talking. If they need to check, ask when you can expect an answer and confirm by email afterward.
In-person script
I appreciate the offer and I want to make this work. Given my experience leading a team of four and the market range I have seen, I would like to discuss a base of $80,000. What can we do?
In person, keep your tone warm and your posture relaxed. Bring notes with your numbers, but you do not need to read them aloud.
How do you handle common pushback?
Pushback is part of the process and does not mean the answer is no. Prepare one reply for each situation.
- "That is the top of our range." Ask about a sign-on bonus, an early review at six months, or extra PTO.
- "What are you making now?" Redirect: "I would rather focus on the value of this role. I am targeting $75,000-$80,000." Some states restrict this question.
- "We need an answer today." Say you are keen and ask whether you can have until the end of the next business day to review the full terms.
- "Budget is fixed." Ask what flexibility exists in title, start date, remote days or learning budget.
What mistakes should you avoid?
- Giving a number before you understand the role and its range.
- Lying about other offers or your current pay.
- Focusing only on personal needs instead of the value you bring.
- Negotiating by text or in a rushed hallway chat.
- Accepting verbally and negotiating afterward.
- Ignoring the total package, such as health insurance cost differences that can add up to thousands of dollars.
Is there a shortcut if you freeze up?
If writing the words is the hard part, practice aloud with a friend and keep a one-page script near you. You can also use ready-made wording; our optional Salary Negotiation Scripts pack has fill-in-the-blank templates for email, phone and in-person situations. It is a convenience, not a requirement, and the scripts above will get you started.
Whatever you use, personalize it with your own numbers and results. A script helps with the words, but your research and your evidence do the persuading.
Frequently asked questions
Is it risky to negotiate a job offer?
Yes, in most cases. Employers who make an offer usually expect some discussion, and a polite, well-researched request is rarely a reason to withdraw one. If you are worried, ask a question rather than make a demand, and show enthusiasm for the role in the same message.
What should I say if a recruiter asks for my salary expectations early?
Ask what the process and timeline look like, and say you would like to share your expectations once you have an offer. Many states and cities now restrict or ban salary-history questions, so you can also politely redirect to the range you are targeting for the role. Check your state's rules if you are unsure.
What if the company says the salary is fixed?
Ask for a different form of value, such as a sign-on bonus, an earlier salary review, extra PTO, remote flexibility, or a professional development budget. Ask for the review date in writing. Choose items that matter to you and cost the company little.
Can I negotiate salary at my current job, not just a new one?
Yes, if you have a real reason, such as expanded duties, a market change, or documented results. Prepare a short list of your accomplishments and current market pay for your role, and ask for a dedicated meeting instead of raising it in passing.
How long can I take to respond to an offer?
Give them a reasonable deadline and ask for time to review the full written offer. A day or two is common, and a few days is often acceptable for a major decision. If you hold another offer, mention it honestly and ask whether the timeline can flex.