Salary Negotiation Guide: Step-by-Step Scripts for Any Offer

Getting an offer feels great. It's also the moment many people leave value on the table, because they're nervous to ask for more or worried the offer will disappear. In most cases, a polite, well-prepared negotiation is normal and expected.

This guide walks you through the process from the first salary question to the final yes, with scripts you can adapt. You won't find salary figures here, since pay depends on your field, level and location. The steps work the same either way.

Step 1: Know your range before anyone asks

Before you interview, research what the role tends to pay. Good sources include:

• Pay ranges listed in job postings for similar roles
• Salary surveys and pay data from professional groups in your field
• Conversations with people who do similar work
• For federal jobs, the pay tables OPM publishes and the range on each announcement

From that research, set three numbers for yourself:

1. Your walk-away number. The lowest you'd accept.
2. Your target. What you'd be happy with.
3. Your opening ask. A bit above your target, but still supported by your research.

Also think about what else matters to you: remote work, schedule, title, start date, paid time off, bonus, equity, training or relocation help.

Step 2: Handle the salary question early

Recruiters often ask about pay expectations in the first call. You have a few options.

Share a researched range

Based on what I've seen for similar roles and my experience, I'm targeting a range of [$X to $Y]. I'm flexible depending on the full package.

Make the bottom of your range a number you'd be happy with, since that's the part they may focus on.

Ask for their range first

I'd love to make sure we're aligned. Can you share the range budgeted for this role?

Many employers will share it, and some places require ranges in postings.

Defer politely

I'd like to learn more about the role and responsibilities before naming a number. Can we come back to it once we both know it's a fit?

If you're asked about your current or past salary, know that some states and cities limit employers from asking. Either way, you can steer back to your expectations for this role.

Step 3: When the offer arrives, slow down

When you get an offer, especially by phone:

1. Thank them and show you're excited.
2. Don't accept or reject on the spot.
3. Ask for the full offer in writing, including base pay, bonus, benefits and start date.
4. Ask when they need an answer. A few days is common.

Thank you so much. I'm really excited about this. Could you send the full details in writing? I'd like to review everything and get back to you by [day].

Step 4: Decide what to ask for

Compare the offer to your three numbers and your other priorities. Pick one to three things to ask for. Asking for everything at once can stall the conversation.

If base pay is fixed, other items may have more room, like a signing bonus, extra time off, a remote schedule, a title change or an earlier review date.

Step 5: Make your counter

Keep your counter positive, specific and backed by reasons.

Phone or email script

Thank you again for the offer. I'm excited about the role and the team. Based on my research for similar positions and the experience I bring in [key area], I was hoping for a base salary closer to [$X]. If we can get there, I'm ready to accept.

Before and after

Before

I was hoping for more money. Can you do better?

After

I'm excited about this role. Given my five years leading [type of] projects and my experience with [tool or skill the job emphasized], I'd like to ask for a base of [$X]. That's in line with what I've seen for similar roles in this area. Is there flexibility there?

The "after" version shows enthusiasm, gives reasons tied to the job, names a specific number and asks an open question.

Step 6: Respond to their answer

They'll usually come back with one of three responses.

They meet your ask. Thank them and confirm in writing.

They offer something in between.

I appreciate you working on this. Could we close the remaining gap with a signing bonus or an earlier pay review at six months?

They can't move.

I understand. Is there flexibility on other parts of the offer, like [time off, remote days or start date]?

If nothing changes and the offer is still above your walk-away number, you can accept with confidence. If it's below, it's okay to decline politely.

Step 7: Get the final offer in writing

Before you resign from a current job or turn down other options, get the final, updated offer in writing. Check that every agreed item is included.

Negotiating in special situations

• Federal jobs: Many federal offers have less room on base pay, but some agencies can set pay above the first step for superior qualifications or other reasons. Ask HR what's possible for the position.
• Multiple offers: It's fair to say you have another offer and would prefer this one if the terms can be closer. Be honest. Don't invent competing offers.
• After a layoff: It can feel risky to negotiate when you need the job. A polite ask is still reasonable. Our layoff job search plan covers how to keep your options open.

Earlier in the process, good questions help you learn what matters to the employer. See our list of questions to ask the interviewer.

FAQ

Can negotiating cause an employer to pull the offer?

It's uncommon when you negotiate politely and reasonably. Most employers expect some discussion. Keep your tone positive, base your ask on research and be ready to accept if they meet it.

Should I negotiate by phone or email?

Either can work. Phone feels more personal and lets you hear their reaction. Email gives you time to choose your words. Many people use email for the counter and phone for the follow-up.

How much should I ask for?

Base your ask on research for the role, level and location, plus your experience. Set an opening number a bit above your target so there's room to meet in the middle. Avoid picking a number with no reasoning behind it.

What if the salary is fixed?

Ask about other parts of the package, like signing bonuses, time off, remote work, title, training or a review date. Small changes there can add real value even when base pay can't move.

Want to practice your negotiation script out loud before the call? Use the Sortie interview prep tool to rehearse your answers and track each offer in the tracker.