Negotiation Emails

After getting an offer

As soon as you get an offer:

Tell your career coach
Get as much as you can to make a decision.
Follow up with your other leads.
- "I have an offer elsewhere"
- "I really like what your company does"
- "I'd love to go through your application process so that you I can include you in my final decision."

These are the companies you should contact:

Companies you've interviewed with and are waiting to hear back from.
- If you haven't written your standard thank-you-for-the-interview email, consolidate the two messages in the same email.
Companies where you've scheduled a phone call or interview that falls outside your deadline to make a decision on the existing offer.
Companies that you haven't heard back from at all that seemed cool.

Here's a sample email for your inspiration.

Hi {COMPANY CONTACT/COMPANY NAME},

I applied to join your team last week. I wanted to let you know I've received another offer {from COMPANY NAME (if it's a good one)}. I have until {DATE} to get back to them. While it's an interesting offer, I admire what {COMPANY NAME} does and would love to see your application process through before making a final decision. I hope to hear back from your team soon.

All the best,

{YOUR NAME}

If they are in a hurry

Many companies will want you to decide in less than a week. Resist this. You're looking to make a long-term commitment and it's in no-one's interest to rush your decision. If they insist, that's because they want to lock you down before you get competing offers. This puts you in a strong position to ask them for a higher offer. Here's a stock email you take can inspiration from.

My only concern is that I only started my job search a few weeks ago and am still in talks with several other companies. I have to consider the opportunity cost of taking myself off the job market before waiting to hear back from them. Could [company name] raise the base on the initial offer? Given a package with higher compensation, I would be in a better position to cut those conversations short and start on [the date] as you request. Let me know.

If they give you a verbal offer

If a verbal offer is made, a response could be, “I’m very excited about the opportunity to work for you and this organization. Since this is such a significant decision for both of us, I’d be more comfortable if the offer was formalized in writing and I could look it over.”

(If you already missed your chance to do this, you can consider writing a followup email where you reiterate the details of the verbal offer. This isn't as good as an offer letter, but puts at least some details in writing in the meantime.)

If the offer is low

Do not fret over asking for more. Companies do not have feelings. They are however a lot more likely to invest in you and train you well if they're paying a fair market rate.

These are real emails written by students. The outcome was successful in both cases.

Example 1: with no competing offers.

Thank you for extending me the offer of employment as a [job title] at [company name]. I really enjoyed getting to meet with [interviewer name], [interviewer name], and [interviewer name] on Monday and think the team is definitely the right cultural fit for me. Your company does some seriously interesting work and I think it's a great opportunity to learn skills that I won't find elsewhere.

In light of my skills, however, I am concerned about the salary you offered. App Academy is a rigorous program with a 5% acceptance rate and a 10% attrition rate. This year App Academy graduates have been finding an average starting salary of [average in city]. Given my track record of being a top performer, I see my market value as [$5-10k above average]. If you can put together that offer, I will sign immediately and cancel all other interviews.

Again, I am really looking forward to joining your team and can't wait to start on 9/23/2013 as you requested. But in order to do that, I need you to make me a more competitive offer.

Example 2: no competing offers

Thank you for sending that offer letter over! I really enjoyed getting to meet the whole [company] team and I think the company is a great cultural fit for me. On top of that, I think [company] is creating a really awesome product and I would have the opportunity to pick up skills that I won't find at other companies.

After reviewing the offer letter in more detail, I do have a few questions/concerns. First, I'm very excited about the generous insurance that [company] offers to employees, and I was wondering whether or not that coverage also extends to an employee's spouse.

I am very eager to join the team at [company], however I do have a small concern with the salary. Given that the average salary for a software engineer in [city] is 125k (link), and though I am just starting out, I see my market value as being 115k. I have always performed above average in the past, as indicated by my strong GPA at [university]. I am confident that I will continue to maintain a high performance level at [company] and contribute maximally to the company. If you were able to offer a salary of 115k, I would cancel all other interviews and sign immediately (tonight), without waiting to hear back from other companies.

Again, I am really excited about the opportunity to work with [company], and would love to start on [date], as requested. I'm looking forward to hearing from you soon!

Example 3: with competing offers.

Thanks for sending this over! I think [company name] is a great company, and that I'd be a good fit. My one apprehension right now is the compensation. [Lowball figure] is on the low side of the offers I am considering, as well as what I am hearing from my App Academy peers. The average is closer to [average in city]. This Indeed search shows a [number] average for a [job title] in [city] [links to Indeed search]. If you were able to raise the offer, I would feel much more comfortable accepting it.

I know we discussed that one of my favorite things about [company name] was that [employee], [employee], and [employee] had all been there for over three years. That kind of longevity is amazing, and exactly what I'm looking for. This is my first big leap as a developer, so I'm looking for a longterm, 2+ year position where I can grow. I know [company name] provides that environment, and I know I would be a valuable asset to the [company] team. I look forward to hearing from you!

Template: a basic format for the emails is:

Thanks so much for the offer
I'm excited about your company for [specific reason]
I have one minor concern about compensation
My requested compensation (use a specific number that's higher than your goal so there's room to negotiate)
Reason I feel I should be compensated
- There are lots of reasons you might be a great fit for the company. Consider two things:
  - Anything the company has mentioned that makes you a unique fit. For example:
    - Culture is paramount to them and you fit in perfetly
    - They want someone with a finance background, which you have
    - Your take-home-project showed that you're a great UI designer and they need UI help
  - Anything that makes you a strong applicant or employee. Some examples:
    - You attended a top school or had a high GPA
    - You were very successful in your previous jobs
    - You bring experience in management/tech/startups
  - If you have other offers, then that's your strongest point
    - If your other offer is higher or is at a top company, say so
    - If not, say that you have another offer but would be certain about choosing their company if they increase the salary
(If the offer is lower than average) Comparison to the a/A average or to developer salaries in [city]
If these requests are met, I would be delighted to join

Accepting or rejecting an offer

Accepting an offer

It is with great excitement that I accept the offer for the position of [role]. I have included the signed offer letter. > I have been communicating with the relocation company and am currently in the process of moving to [city]. I expect to be settled in by the end of the month and ready to start in [timeline]. I will contact you as my start date approaches. > Please feel free to contact me if you have any questions. I look forward to my new position at [company].

-or-

Thank you for your employment offer for the position of [role]. I would like to reconfirm my acceptance of this position. I look forward to joining the [company] team and am confident in the contributions I will make to your organization. I am excited to apply my passion and skills to this position. Per our phone conversation, I will start work on [date]. I will be out of town until [date] but can be reached at [contact info].

Rejecting an offer

Thank you for your employment offer to be a [position with company]. Unfortunately, I am writing to inform you that I am unable to accept the offer. After evaluating all opportunities available to me, I have decided to accept another position in a different field. I truly enjoyed meeting and speaking with you and other representatives and learning firsthand about your experiences. Best wishes for the continued success of [company]. Thank you again for your consideration.

-or-

I enjoyed meeting with you and your colleagues last week regarding the position of [role]. Thank you for you time and consideration during this process. While I am not sure where you are in the hiring process, I wanted to let you know that I would like to withdraw my application from consideration for this position. I have accepted a similar position at another organization. Thank you again for you consideration and best of luck in your search.

Negotiating an Offer via Email