Counter Offer Email Template: Exactly What to Write

Writing a counter offer email is one of the most nerve-wracking parts of salary negotiation. You don't want to sound pushy, ungrateful, or out of touch. But you also don't want to leave money on the table.

Below are ready-to-use email templates for the most common negotiation scenarios. Customize them with your details, hit send, and start earning what you're worth.

Template 1: The Standard Counter Offer

Use this when you've received an offer and want to negotiate the base salary. It's professional, concise, and effective.

Key Principles for Every Counter Email

No matter which template you use, follow these rules. First, lead with enthusiasm — always reaffirm that you want the job before making your ask. People are more willing to negotiate with someone who's clearly excited about the role.

Second, give a specific number, not a range. If you say "between $90K and $100K," they'll hear $90K. State one number — your target — and let the negotiation settle somewhere between that and their original offer.

Third, justify your ask briefly. One or two sentences referencing market data, your experience, or a competing offer is enough. You don't need to write a thesis.

Template 2: Counter with a Competing Offer

If you have another offer (or are in late-stage interviews elsewhere), you have real leverage. Use it honestly and professionally.

Template 3: Negotiating Beyond Base Salary

Sometimes the base salary is firm. That doesn't mean the negotiation is over. Use this template to negotiate other parts of the package.

Common Mistakes to Avoid

Don't apologize for negotiating. Phrases like "I'm sorry to ask" or "I know this might be uncomfortable" undermine your position. You're having a professional conversation, not making an unreasonable demand.

Don't give an ultimatum. Saying "I need $X or I'll walk" puts the other side in a corner. Keep the tone collaborative — "I was hoping we could explore" is much more effective than "I require."

Don't over-explain. A short, confident email is more persuasive than a long, defensive one. State your ask, give a brief reason, and let them respond.

Don't negotiate by chat or text. Email or phone only. You want a format that lets you be thoughtful and creates a record of what was discussed.

When to Send Your Counter

Timing matters. Don't respond within hours of receiving the offer — it signals you haven't done your homework. But don't wait a week either, which can signal disinterest.

The sweet spot is 1-3 business days after receiving the offer. This gives you time to research, prepare, and craft a thoughtful response while keeping momentum going.