Counter offer email example: how to word it without losing the offer

When to send a counter offer email

Send your counter within 24 to 48 hours of receiving the written offer. Waiting longer signals indecision and can slow down a hiring team that has other candidates in reserve. Responding the same day is fine if you have already done your research, but never counter verbally in the moment and then go silent in writing.

If you need more time, reply the same day to acknowledge the offer and ask for 24 to 48 hours to review it. That is a normal and professional request in the US, Canada, the UK, and Australia.

• Acknowledge the offer in writing before you counter
• Ask for extra time if you need it, but give a specific deadline
• Do your market research before you reply, not after

What to research before you write

Your counter needs a number, and that number needs a source. Check Levels.fyi for tech roles, Glassdoor and LinkedIn Salary for general roles, and the relevant government wage data for your country. In the US, the Bureau of Labor Statistics Occupational Employment and Wage Statistics is publicly available. In the UK, the Office for National Statistics publishes median pay by occupation. In Australia, the Fair Work Commission and Seek Salary Insights are useful starting points.

Aim for a counter that is 5 to 15 percent above the offer. Going higher than 20 percent without a strong justification, such as a competing offer or a significant skills premium, can read as unrealistic. Going lower than 5 percent is often not worth the negotiation.

• Levels.fyi: best for software, data, and product roles
• Glassdoor and LinkedIn Salary: broad coverage across industries
• Government wage data: useful for anchoring to official benchmarks
• Competing offer: the strongest possible justification for a higher counter

Counter offer email template

Below is a template you can adapt. Keep it to four short paragraphs. The goal is to confirm your enthusiasm, state your number, give one or two reasons, and invite a conversation.

1. Subject: Re: Offer for [Job Title] at [Company]
2. Paragraph 1 - Express genuine enthusiasm: 'Thank you for the offer to join [Company] as [Job Title]. I am genuinely excited about the role and the team, and I would love to make this work.'
3. Paragraph 2 - State your counter clearly: 'After reviewing the offer and researching market rates for this level in [city or region], I was hoping we could discuss a base salary of [your number]. Based on [Glassdoor / Levels.fyi / a competing offer], the range for this role in this market sits between [low] and [high].'
4. Paragraph 3 - Add one supporting reason if you have one: 'I also bring [specific skill or experience], which I believe adds direct value to [specific team goal or project mentioned in the interview].'
5. Paragraph 4 - Keep the door open: 'I am flexible on structure and happy to discuss other elements of the package. Could we find 15 minutes to talk this week?'

Phrases that help and phrases to avoid

The words you choose signal whether you are a collaborative negotiator or a difficult hire. Stick to language that is direct but not demanding.

• Use: 'I was hoping we could discuss' rather than 'I need' or 'I require'
• Use: 'Based on my research' to show the number is not arbitrary
• Use: 'I am flexible on structure' to signal you are open to equity, bonus, or other levers
• Avoid: 'I have another offer' unless you actually do, and are prepared to share details
• Avoid: 'I feel like I deserve' because it sounds personal rather than market-based
• Avoid: apologising for negotiating, for example 'I am sorry to ask but...'

What to do if they say the salary is fixed

Some employers, particularly in the public sector in the UK and Australia, or at companies with rigid pay bands, genuinely cannot move on base salary. If they say the number is fixed, shift the conversation to other elements: signing bonus, remote work flexibility, extra annual leave, an earlier performance review, or a professional development budget.

A signing bonus is often easier to approve than a salary increase because it is a one-time cost. In the US and Canada, asking for a signing bonus of 5 to 10 percent of base is common at the mid-to-senior level. In the UK and Australia, signing bonuses are less standard but not unheard of in competitive fields like technology and finance.

If every element is truly fixed and the gap between the offer and your minimum is significant, it is reasonable to decline. A polite decline leaves the relationship intact and occasionally prompts a revised offer.

Following up after you send the counter

If you have not heard back within two business days, send one short follow-up. Keep it to two sentences: confirm you are still very interested and ask if they have had a chance to review your note. Do not send multiple follow-ups or escalate to the hiring manager if you have been dealing with a recruiter.

Once you reach an agreement, ask for the revised offer in writing before you give notice at your current job or decline other opportunities. Verbal agreements are not binding in any of the four countries mentioned here.