Seal the Deal: Negotiate Job Offer by Email

Here it is, the moment you have been waiting for! You aced the first, second, and maybe even third interview, and now an offer is on the table. Will you accept? 

Negotiating a job offer means discussing and modifying the terms and conditions with the employer before accepting it. This can be done in person, by letter, or by email.

Did you know that 85% of Americans who negotiated an initial offer of employment were successful? Employers even expect it, and they respect self-confidence. After all, if you don’t ask – you won’t receive. 

This article will focus on the negotiation of a job offer via email. This is the best avenue because you won’t have to deal with nerves or appear apprehensive, which can sometimes happen in person. Mailing a letter will take longer to reach the employer.

Salary negotiation often comes to mind when one thinks of a job offer. Of course, this is one of the more common points for discussion; however, negotiating a job offer can encompass so much more! You want to evaluate the entire package.

Prior to presenting your points for discussion, be sure you know your worth. For example, if you want a higher starting salary, provide the employer with market research showing the higher wages and benefits of others in this field with your skills and experience. Glassdoor or Fishbowl can give you an idea of what it’s like to work for most companies, including salaries, benefits, and culture.

So, before going any further, let me advise you on what is up for negotiation after receiving a job offer. (excluding salary)

Job Negotiation Beyond the Salary

• Start Date – You may need a little break between jobs, and you can usually negotiate this.

• A flexible schedule or the ability to work from home – this is becoming more the norm since Covid-19 and is changing albeit slowly.

• Vacation and paid time off  – This should be easily increased, especially if you have been in the same profession and industry for many years. Why start over?

• A better title for the job – An impressive job title should show your value and will also look good on your resume. This should be a relatively easy sell.

• A higher 401(k) contribution (in the U.S.) and stock options – This may or may not be open for negotiation based on the company’s policy, but it never hurts to ask! Typically this will be a “no.”

• Bonus upon signing  – This may be part of a relocation package. If not, feel confident asking for one because now IS the time.

• Performance bonuses later in the year – Once you have proven your value, a performance incentive should be awarded. This is a great way to motivate employees to go above and beyond what is expected and should be part of the offer.

• Attending conferences on the organization’s dime – If you represent the company at a tradeshow or seminar, the company should reimburse you within budget.

• Tuition reimbursement –  Many employers will finance your education based on a passing grade. The higher the grade you receive, the better the reimbursement. For example, an A = 100%; B = 75%; C = 50%.

• Professional dues –  Most companies will pay for your annual dues if you are a member of a professional organization related to their industry. Besides, they benefit from your membership also.

• A car allowance – A car allowance may be open for negotiation if the company is growing significantly and other staff members at your level already have this benefit. Having a long commute gives you some leverage as well.

Many other things can be up for grabs when negotiating a job offer, but this list offers a great starting point. Also, consider your level of experience, role, and company size when debating a job offer. You may be wondering if anything is off-limits. There are a few areas, and I will discuss those next.

Non-Negotiables

• Insurance benefits – Health, Life, and Short/Long term disability are not negotiable in a job offer.  Employment laws and regulations mandate that all employees be treated equally regarding these benefits, so they cannot be negotiable.

• Retirement Plan – If the company offers a retirement plan, one size fits all. This is again part of the employment laws and regulations.

• Paid holidays and sick leave – These days are carved in stone and not open for negotiation.

Now that you know better what can and can not be bargained, how do you decide where to draw the line? Here is a tip:

Create a Venn diagram with two overlapping circles for personal and professional goals. You can include important goals for both areas in the overlapped area. Your non-negotiables lie within that overlap. These are your deal breakers and where to draw the line.

Point to Remember: The best negotiators are ready and don’t trigger annoyance. Be authentic and practical, never unsympathetic or manipulative. Likable + Wanted = Better Terms

Crafting a Killer Email to Seal the Deal

There is an art to negotiating effectively. Simply stated, you want them to understand that your success at the company is tied to theirs. Therefore, I will outline the components of a brilliant email negotiation so you may land your dream job without hesitation.

1. Begin with a formal greeting – Starting with Dear (name) is appropriate and shows respect. Saying things like “Hi” or “Hey” is too casual. Also, stating their name shows you know exactly who you are addressing.

2. Thank the recipient for the job offer – Always remain positive and affirmative. Be gracious and convey enthusiasm for the opportunity.

3. State the area you want to negotiate – Let’s assume you want a higher salary. Back up your request with firm and concrete reasoning. For example, elaborate on the skills, experience, and achievements you will bring to the table—site-specific examples. Prove the impact your actions had in your previous position. Make sure this is all presented in a logical format.

4. Provide an acceptable salary range – Giving the employer a range that you find acceptable will be helpful, especially if you are unsure of an exact figure. It will show you are open to negotiating. Learn how much pay you deserve by researching the best tools for estimating salaries online. Having this information on hand will help you to negotiate better with your employer.

5. State any other areas you want to negotiate – If there are other points of concern, state them professionally and concisely also. For example, negotiate a more flexible work schedule or vacation time. 

6. Review the email and express appreciation – Always review the email for spelling, typos, or grammatical errors. You want to come across professionally. Thank the employer for considering your request(s) and the offer again. Remain upbeat and confident. HIT SEND!

A Few Final Thoughts

It is exciting to receive a job offer when it is one you have been longing for. However, give yourself time to ponder the opportunity, especially if something about it does not sit well with you. Employers expect you to take some time to consider the offer and are typically open to negotiation in many areas, not just salary.  When you have done your research, craft a professionally written email stating your request for negotiation in the areas you would like them to consider. Remain calm, positive, enthusiastic, and gracious. Remember, “You catch more flies with honey than you can with vinegar,” or so the saying goes! I hope you have gained some insight into how to negotiate a job offer by email. Being persuasive, professional, and positive will win the trust of practically any employer and land you your dream job.