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Offer Negotiation Email Template

An offer negotiation email is the employer's reply when a candidate pushes back on a job offer. Use it to respond to a counter, explain what you can and cannot move, or ask for time to check internally, while keeping the relationship warm. This set is written for the hiring side only - never for candidates.

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Not every offer lands without a question. A candidate may ask for more, ask about other parts of the package, or want time before saying yes. How you respond signals whether your process is fair and consistent, especially since other people on your team are watching the same bands. Use the version that matches your real answer - can move, cannot move, or need time - rather than reflexively saying yes.

01 Copy & adapt — replace every [placeholder]

We can move on part of the package

Subject: Following up on your [JOB TITLE] offer

Hi [CANDIDATE FIRST NAME],

Thanks for raising this, and for the thought you have clearly put into the offer.

On [BASE SALARY], we are not able to move further given the band for this role, but we can adjust [SIGNING BONUS / EQUITY / VACATION DAYS / REMOTE DAYS] to [NEW TERM].

We think this reflects the value you would bring while staying consistent with what the rest of the team is on.

Let me know if this works, and if you would like to talk it through by phone rather than email, I am glad to.

Best, [YOUR NAME]

This is our best offer

Subject: Re: [JOB TITLE] offer

Hi [CANDIDATE FIRST NAME],

I appreciate you being direct about what you were hoping for.

After checking with [HIRING MANAGER / FINANCE / LEADERSHIP], this offer is the strongest we are able to put forward for this role right now - the band and internal parity with the rest of the team do not leave room to move further on [COMPONENT].

I understand if you need to think it over, and I would still love to have you on the team at these terms.

Could you let us know your decision by [DEADLINE] so we can plan accordingly?

Best, [YOUR NAME]

We need time to check internally

Subject: Checking on your [JOB TITLE] offer request

Hi [CANDIDATE FIRST NAME],

Thank you for sharing what would make this offer work for you.

I want to give you a real answer rather than a quick no, so I am checking with [HIRING MANAGER / FINANCE / LEADERSHIP] on whether we have room to move on [COMPONENT].

I expect to come back to you by [DATE] with a clear yes, no, or an alternative.

In the meantime, please know we are genuinely keen to have you join the team.

Talk soon, [YOUR NAME]

Confirming a revised offer

Subject: Your updated [JOB TITLE] offer

Hi [CANDIDATE FIRST NAME],

Following our conversation, here is the revised offer: [SUMMARY OF WHAT CHANGED, e.g. START DATE MOVED / SIGNING BONUS ADJUSTED].

Everything else from the original offer letter stays the same.

Let me know if this works for you, and if so I will send the updated offer letter for signature by [DEADLINE].

Glad we could find a path here, [YOUR NAME]

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02 In practice

How to use this template

  1. Before replying, confirm with whoever owns the band or budget what you genuinely can and cannot move, so your email does not promise something you have to walk back later.
  2. Pick the draft that matches your real answer - a partial move, a firm best-and-final, or a request for time - rather than defaulting to whichever feels most comfortable to write.
  3. Name the specific package component you are addressing rather than replying about the offer in general terms.
  4. If you need to check internally, give the candidate an actual date you will come back to them, and keep it.
  5. Once terms are agreed, send a written confirmation and the updated offer letter promptly so nothing is left as a verbal understanding.

Tips

Decide your real floor and ceiling before you start writing, so the email reflects an actual decision rather than an opening position. Reference internal parity honestly - if moving further would put this hire out of step with the rest of the team, say that plainly instead of inventing a vaguer reason. A firm no on one component pairs well with movement on another; naming what you can adjust keeps the conversation constructive. Give a deadline for the candidate's decision, but make it reasonable - a same-day deadline on a meaningful counter usually reads as pressure. Keep the tone warm even when the answer is no; how you decline a counter affects whether this candidate reapplies or refers others later.

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FAQ

Offer Negotiation Email Template — FAQs

How should an employer respond to a salary counter-offer?
Check what you can genuinely move before you reply, then respond clearly about which parts of the package are flexible and which are not. State a specific, honest reason such as the role's band or internal parity, and give the candidate a reasonable deadline to decide.
What if we cannot move on the number a candidate asked for?
Say so plainly rather than leaving the request unanswered, and explain the reason briefly - usually the role's band or fairness with the rest of the team. If there is room on other parts of the package, offer that instead of a flat no with nothing else on the table.
Is it okay to ask a candidate for time before responding to their counter?
Yes, as long as you give them a real date you will follow up by and actually meet it. Candidates generally accept a short delay for a proper answer far better than a rushed reply that gets walked back later.
Should recruiters or hiring managers handle offer negotiation replies?
Whoever sends it should have accurate information about what is actually approved to move, whether that is a recruiter relaying a confirmed decision or a hiring manager replying directly. The key risk is not who sends it but promising a term that has not actually been signed off.
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