Salary Negotiation Letter :
Negotiating salary is a natural and essential part of career development. Whether you’re accepting a new job or seeking a raise in your current position, writing a salary negotiation letter helps you professionally communicate your expectations while maintaining a positive tone.
This section will guide learners on how to craft an effective salary negotiation letter, with structure, tips, and a sample letter included.
1. When Should You Write a Salary Negotiation Letter?
You may write a salary negotiation letter when:
You’ve received a job offer, but feel the compensation does not match your skills, experience, or market standards.
You’re in your current job and feel it’s time for a raise due to increased responsibilities, consistent performance, or after a performance review.
You’ve received a competing offer and want to discuss a counteroffer.
2. Why is Salary Negotiation Important?
Ensures you’re fairly compensated for your qualifications and contributions.
Shows you understand your market value and are confident in your worth.
Sets a strong foundation for future raises and promotions.
Demonstrates professional communication and assertiveness.
3. What to Include in a Salary Negotiation Letter
A. Sender’s Information : This section contains the details of the person writing the letter, i.e., the employee or job applicant. It helps the recipient identify the sender quickly and maintain official records.
[Your Name]
[Your Current Position (if applicable)]
[Company Name]
[Company Address]
B. Date : The date on which the letter is being written or submitted. It is placed just below the sender’s information, and it ensures a proper timeline for any future reference or follow-up.
Date: [DD/MM/YYYY]
C. Recipient’s Information : This includes the name and title of the person the letter is addressed to, often someone in the HR department or your direct supervisor.
To,
[Recipient’s Name]
[Designation]
[Company Name]
[Company Address]
D. Subject Line : A clear and concise one-line summary of the letter’s purpose. It helps the recipient understand the intent of your letter at a glance.
Subject: Request for Salary Negotiation / Revision
E. Salutation : This is the formal greeting that starts your letter. It should be polite and respectful. If you know the recipient’s name, personalize it (e.g., Respected Sir/Madam), otherwise use:
Respected Sir/Madam,
F. Opening Paragraph – State the Purpose
Clearly express that you are requesting a review or negotiation of the offered/ current salary.
Example:
“I would like to express my gratitude for the offer extended to me for the position of [Job Title]. I am excited about the opportunity to contribute to your team. However, I would like to discuss the compensation package before finalizing the decision.”
OR
“I am writing to request a revision of my current salary based on my recent performance and added responsibilities.”
G. Body – Supporting Reasons
Provide valid and professional reasons for your request:
Years of experience
Market value of the role
Your skills and unique contributions
Results or achievements
Any extra responsibilities taken on
Keep the tone polite and avoid demanding language.
H. Closing Paragraph – Show Willingness and Gratitude
Express flexibility and appreciation for their time.
Example:
“I am open to discussing this further and would appreciate your consideration. Thank you for your understanding and support.”
I. Complimentary Close and Signature : The complimentary close is the polite and professional way to end your letter before adding your name and signature. It reflects courtesy and formality, leaving a positive final impression.
Sincerely,
[Your Name]
[Contact Number – Optional]
[Email ID – Optional]
4. Tips for Effective Salary Negotiation Letter
Keep it short, clear, and respectful.
Focus on facts, not emotions.
Avoid saying “I need more money” – instead, say “based on industry standards…”
Be realistic with your expectations.
Don’t issue ultimatums in writing.
Always proofread before sending.
Sample Salary Negotiation Letter :
To,
The HR Manager
[Company Name]
[Company Address]
Date: [DD/MM/YYYY]
Subject: Request for Salary Revision
Respected Sir/Madam,
I would like to begin by expressing my sincere gratitude for the offer extended to me for the position of [Job Title] at [Company Name]. I am enthusiastic about joining the team and contributing to your continued success.
After reviewing the offer and considering my [X] years of experience, specialized skills, and the current market trends for similar roles, I would like to discuss the possibility of revising the offered salary. I believe a compensation in the range of [Your Expected Range] would better reflect my qualifications and the value I can bring to the organization.
Please know that I am flexible and open to a conversation around this. I appreciate your time and understanding, and I look forward to a positive discussion.
Thank you once again for the opportunity.
Sincerely,
[Your Name]
[Your Contact Information – Optional]
Conclusion
Negotiating your salary doesn’t mean being difficult — it means being confident, prepared, and respectful. A well-written salary negotiation letter can open the door to better compensation and mutual respect, while showing your employer that you know your worth.
This lesson empowers learners to navigate professional conversations confidently and constructively.