How to negotiate salary: timing, research and scripts that work

When to bring up salary

The safest rule is to let the employer name a number first. If a recruiter asks for your expectations early in the process, it is fine to deflect once: 'I'd love to learn more about the full scope of the role before settling on a number. Could you share the budgeted range?' Most recruiters will share it, which gives you an anchor to work from.

If they press you a second time, give a range rather than a single figure. Put your target number at the lower end of the range so any movement still lands where you want. Once you have a written offer, that is the moment to negotiate in earnest. Verbal offers are real, but a written offer signals the company is committed and gives you something concrete to respond to.

• First recruiter call: deflect if possible, give a range only if pressed
• Hiring manager interview: avoid the topic unless they raise it
• Written offer received: this is your primary negotiation window
• After a second or third interview: acceptable to ask about timeline and next steps, not salary

How to research your number

A credible number comes from data, not gut feeling. Use at least two sources and look at total compensation, not just base salary. In the US, Levels.fyi covers tech roles in detail. LinkedIn Salary, Glassdoor and the Bureau of Labor Statistics Occupational Outlook Handbook are useful across industries. In Canada, the Job Bank wage tool published by the federal government gives regional medians. In the UK, the Office for National Statistics Annual Survey of Hours and Earnings is the most reliable public source. In Australia, Seek Salary Insights and the ABS Employee Earnings and Hours survey are the standard references.

Factor in your location, years of experience, industry and company size. A senior software engineer at a 50-person startup in Austin will have a different market rate than the same title at a publicly listed company in San Francisco. Once you have a range from your research, set your target at the 75th percentile of that range. That gives you room to come down while still landing above the median.

• US: Levels.fyi, LinkedIn Salary, Glassdoor, BLS Occupational Outlook
• Canada: Job Bank wage tool (jobbank.gc.ca)
• UK: ONS Annual Survey of Hours and Earnings
• Australia: Seek Salary Insights, ABS Employee Earnings and Hours

Scripts for common negotiation moments

Having a prepared phrase removes the hesitation that costs people money. The scripts below are starting points. Adjust the numbers and details to match your situation.

1. When asked your expectations early: 'I'm targeting somewhere in the range of $X to $Y based on my research into the market for this role and location, though I'm open to discussing the full package.'
2. When you receive a written offer below your target: 'Thank you for the offer. I'm genuinely excited about the role. Based on my experience and the market data I've reviewed, I was hoping we could get closer to $X. Is there flexibility there?'
3. When the base is fixed but other terms are not: 'I understand the base may be set. Would it be possible to discuss the signing bonus, additional vacation days or an earlier performance review?'
4. When you have a competing offer: 'I do have another offer at $X. This role is my preference, so I wanted to give you the chance to match it before I make a decision.'
5. When they ask you to justify your number: 'I looked at data from [source] for this title in [city] and the range came out between $X and $Y. My background in [specific skill] puts me toward the higher end of that range.'

What to negotiate beyond base salary

Base salary is one line in an offer. Total compensation includes several other items that are often easier for employers to move on, especially at larger companies where salary bands are rigid.

In the US, equity and signing bonuses are common levers in tech and finance. In the UK and Australia, pension or superannuation contributions, private health cover and additional leave days are worth raising. Remote work arrangements, a professional development budget and a guaranteed first-year review date all have real monetary value and are frequently negotiable even when salary is not.

• Signing bonus (one-time, easier to approve than a salary increase)
• Equity or stock options (ask about vesting schedule and cliff)
• Extra vacation or annual leave days
• Remote or hybrid flexibility
• Professional development or training budget
• Earlier performance review date (six months instead of twelve)

Mistakes that weaken your position

Negotiating well is partly about what you do not say. Apologizing for negotiating signals that you expect to be turned down. Phrases like 'I hate to ask, but...' or 'I know this might be too much...' undercut your position before you have made it.

Giving a single number instead of a range removes your flexibility. Accepting or rejecting on the spot is rarely necessary. It is always reasonable to say 'I'd like a day to review this carefully' before responding to any offer. Employers expect it and it gives you time to think clearly.

• Do not apologize for negotiating
• Do not give a single number when a range protects you
• Do not accept or reject on the spot without asking for time
• Do not lie about a competing offer you do not have
• Do not negotiate over email if a phone call is possible

Handling the live negotiation conversation

Most salary conversations happen on a call, not in writing. That means you need to respond in real time without a script in front of you. Preparation is the only reliable solution. Practice your key phrases out loud before the call. Know your walk-away number before you pick up the phone.

Break-In Bad's interview assistant listens to the conversation and shows you prompts only you can see, including suggested responses to questions about compensation. It works even on a shared screen, so you can stay composed while the recruiter is talking. If you want support during the live call, that is one practical way to have it.

After the negotiation: get it in writing

Whatever you agree on verbally, ask for a revised written offer before you give notice at your current job or decline other opportunities. This is standard practice and no reasonable employer will object. If they do object, that is useful information about how they operate.

Review the full offer letter carefully. Check that the agreed base, bonus structure, equity terms, start date and any other negotiated items are reflected accurately. If anything is missing or different from what was discussed, raise it immediately and politely. Mistakes happen, and it is far easier to correct them before you sign.