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Salary negotiation letters should avoid being longer than one page unless someone has an extraordinary list of credentials to highlight. A short letter that quickly makes its point will show respect for the hiring manager’s time and ensure effective communication. 

Templates for salary negotiation letters all follow a standard format. At the top, the job applicant enters contact information. This makes it easy for the recipient to match the letter writer with the job offer. The letter should address the specific person who made the decision to offer the job.

First Paragraph

The first line of the letter body will reference the specific job offer. It’s important for the job seeker to express gratitude and enthusiasm for the job offer. This instills the hiring manager with some excitement for the conclusion of the recruitment process. 

After showing appreciation for the job offer, the letter should immediately transition to the subject of compensation. A clear statement that the salary offered did not meet expectations will guide the reader into the heart of the letter. 

Second Paragraph

The middle paragraph is where a person makes a strong argument for a higher salary. The proposed compensation that would convince the person to accept the job should be stated precisely. 

With federal jobs, the person needs to know the salary grade, pay steps, and locality rates for the position. In most circumstances, someone won’t succeed at securing a salary beyond the pay schedule authorized for the agency. However, a higher level of pay within the acceptable salary range could be granted to those who ask. 

The request for higher pay will be strengthened by supplying data about salaries in the region for comparable professionals. The job seeker will then remind the hiring manager about the qualities that inspired the job offer in the first place. The letter needs to list the person’s qualifications and urge the reader to consider the value that the person will bring to the organization.

Third Paragraph

The concluding paragraph will reiterate the person’s eagerness to provide quality service in exchange for an improved compensation package. Statements that invite the reader to respond with a new offer should be written in a positive manner. 

The content of the entire letter should focus on meeting the needs of the employer while politely pushing for a better offer. The letter must not come across as an ultimatum. Instead, it should represent the first step toward a dialogue that will resolve a few issues and create mutual success. 

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