Here's how to negotiate salary in one sentence: wait until you have a written offer, research what the role really pays, then thank the employer and ask for a specific number — politely, with one or two reasons tied to the job. A calm, well-reasoned counter-offer is a normal part of hiring, and it rarely costs anyone an offer. What does cost people money is accepting on the spot.
This guide gives you the steps and the exact words: what to say on the call, what to write in the email, and what to do when they say the budget is fixed.
Before you negotiate: when, and how much
When to negotiate
- After the offer, not before. Once they've chosen you, you have the most leverage you'll ever have in the process. Negotiating in the first interview mostly just ends interviews.
- If they ask for your expectations early, give a researched range rather than a single number, and say it depends on the full package. ("Based on what I've seen for similar roles, I'm looking at roughly X to Y, depending on the whole package.")
- If they ask what you earn now, you can redirect to what the new role is worth. In many US states and cities, employers aren't allowed to ask about salary history at all.
How to find your number
You can't negotiate well without a number you believe. Use several sources, not one:
- Job posts for similar roles. More and more ads now show pay ranges — several US states, including California, Colorado, Washington and New York, require them, and EU countries have to bring in pay-transparency rules under a 2023 EU directive (the deadline was June 2026). Collect five to ten ranges for the same title, level and location.
- Salary sites such as Glassdoor, and Levels.fyi for tech roles. Treat them as rough guides — they're self-reported.
- Official statistics for your country (in the US, the Bureau of Labor Statistics publishes pay by occupation).
- People who do the job. One honest conversation with someone a year or two ahead of you is worth ten websites.
Decide three numbers before the call
| Number | What it is | Do you say it? |
|---|---|---|
| Walk-away | The lowest offer you'd accept, given your bills and other options. | Never. |
| Target | What you'd be genuinely happy with, based on your research. | No — this is where you hope to land. |
| Ask | A little above your target, so there's room to meet in the middle. | Yes. This is your counter. |
Keep your ask grounded in your research. A number far above the market makes you look uninformed; a precise, reasoned number makes you look prepared.
The scripts
1. When the offer arrives (don't accept yet)
Whether it comes by phone or email, your first reply is the same: be warm, and buy time.
"Thank you — I'm really pleased to get this offer, and excited about the role. Could you send the full details in writing? I'd like to look at the whole package properly, and I'll come back to you by [day]."
Two to three working days is a normal amount of time to ask for.
2. The counter-offer on a call
"Thanks again for the offer. I'm keen to join, and I'd like to make the numbers work. Based on my research for similar roles in [city/remote], and the scope we discussed — especially [a responsibility from the interviews] — I was hoping for a base salary of [your ask]. Is there flexibility there?"
Then stop talking. The silence after you say a number feels long. Let it be long.
3. The counter-offer by email
Subject: [Role] offer — thank you
Hi [Name],
Thank you for the offer for the [Role] position. I've enjoyed every conversation with the team, and I'm excited about [a specific project or goal they mentioned].
Having looked at the full package, I'd like to ask whether there's room to move the base salary to [your ask]. That's in line with what I'm seeing for similar roles in [location], and reflects [your strongest reason — e.g. "the five years I've spent running exactly this kind of reporting"].
If we can get there, I'm ready to accept and talk about a start date.
Best,
[Your name]
4. When you have another offer
Only use this if it's true — and mention it as information, not a threat.
"I want to be open with you: I've received another offer at [amount]. Your role is my first choice because of [real reason]. Is there any way you could get closer to that?"
5. When they say "the budget is fixed"
Salary isn't the only number. Move to the rest of the package:
"I understand. In that case, could we look at other parts of the offer? For example [a sign-on bonus / an extra week of holiday / a salary review after six months / two remote days a week / a training budget / a later start date]."
Ask for one or two of these, not the whole list.
6. When the offer is already good
You can still ask one small question without risking anything:
"This is a strong offer, thank you. Is there any flexibility on [the start date / the sign-on bonus / the title]? If not, I'm happy to accept as it stands."
7. Early in your career
You have less leverage, but not none. Keep it light and reasoned:
"I'm really excited to accept. Since this is my first role, I've been careful to research pay for similar graduate positions — most I've seen are around [amount]. Is there any room to get closer to that?"
If the answer is no, accepting graciously is completely fine. You've shown you're thoughtful, and that's remembered at your first review.
A worked example
Here's how the whole thing fits together. The numbers are made up, but the steps are exactly the ones above.
Amira is offered a data analyst job at 48,000 a year. Before replying, she collects eight job posts for similar roles in her city with salary ranges, checks two salary sites, and talks to a friend who's an analyst at another company. Most of what she finds sits between 50,000 and 58,000.
She sets her three numbers:
- Walk-away: 49,000 — below that, her current job is the better deal.
- Target: 55,000 — the middle of what she found, which fits her three years of experience.
- Ask: 57,000 — a little above her target, leaving room to meet in the middle.
She thanks the recruiter, asks for the offer in writing, and replies two days later with the email script above, asking for 57,000 and pointing to the reporting projects she described in her interviews. The recruiter comes back with 53,000 — the top of their band — and a salary review after six months.
Amira asks one more question: could the review be written into the offer? It can. She accepts: above her walk-away, close to her target, with a guaranteed second chance in six months. That's a good negotiation — not because she "won", but because every step was prepared, polite and based on evidence.
Phrases that help — and ones that hurt
| Helps | Hurts |
|---|---|
| "Is there flexibility on…?" | "I need more money." |
| "Based on my research for similar roles…" | "My friend earns more than this." |
| "Given the scope we discussed…" | "I deserve more." |
| "If we can get to X, I'm ready to accept." | "I'll think about it." (with no date) |
| "I understand. Could we look at…?" | "That's insulting." |
After they reply
- They say yes: thank them, and ask for the updated offer in writing before you resign from anywhere.
- They meet you halfway: if it's above your target, take it. Negotiation isn't a contest you have to win outright.
- They say no: decide against your walk-away number, not your pride. Then either accept warmly or decline politely — you may want to work there one day.
Practise the conversation
Most people lose money in negotiations because they feel awkward, not because they lack facts. Say your counter-offer out loud a few times before the call, ideally to a friend who plays a slightly difficult recruiter. If interviews are still ahead of you, practise how to answer "Why should we hire you?" and the behavioral questions that build the case for your number — every strong example you give in the interview is a reason in the negotiation.
Frequently asked questions
Can negotiating salary make them withdraw the offer?
It's rare when you're polite and your number is reasonable. Offers get withdrawn after ultimatums, rudeness or demands far above the market — not after a respectful "is there flexibility?".
Should I negotiate by email or on the phone?
Either works. Email gives you time to choose your words and leaves a record; a call lets you hear their reaction. Many people do both: a short call, then an email confirming what was agreed.
How much higher than the offer should I ask?
Ask for a specific number a little above your researched target, so there's room to meet in the middle. The research matters more than any rule of thumb.
Should I negotiate an internal promotion the same way?
Mostly, yes — research, a specific number and reasons tied to the new scope. The difference is that you can point to results the company has already seen.