How to negotiate salary: what to say, step by step, with word-for-word scripts

Why negotiate at all? What the research says

Most people accept the first number because the conversation feels uncomfortable. The research below suggests that avoiding it has a cost. In a study discussed by the Harvard Program on Negotiation, those who chose to negotiate salary, rather than avoiding negotiation and accepting the offer on the table, increased their starting pay by an average of $5,000 primarily by using competing and collaborating bargaining strategies.

The effect also builds over time. The same programme gives an example: a 25-year-old employee who enters the job market at $55,000 will earn about $634,000 more over the course of a 40-year career (assuming annual 5% raises) than an employee who starts out at $50,000. The calculation is an illustration, not a promise, but it shows why the first offer matters: later raises are usually a percentage of where you started.

The same article adds that for a new employee, successfully negotiating a salary offer up by $5,000 could make a huge difference over the course of her career. As Harvard's guide to asking for a raise says, when approached thoughtfully, salary negotiation can strengthen, not strain, your professional relationship.

Step 1: Research the range before you speak

Never name a number you have not checked. Harvard's Program on Negotiation advises that you try to figure out what pay category someone with your education level and experience would receive, then build a case for a salary at the high end of that range.

Where to find the range:

• Salary databases, which Harvard lists as Glassdoor, Payscale and LinkedIn Salary.
• Job adverts for similar roles in your city, which sometimes show a range.
• People in the industry, such as former colleagues or recruiters. Harvard also recommends gathering salary data from an array of online and offline sources, including websites, news stories and industry insiders.

Write down three numbers before the conversation:

1. Your target: the figure you hope to get.
2. Your opening ask: slightly above your target, so there is room to move.
3. Your walk-away point: the lowest offer you would accept.

Keep the walk-away number private. It is for your decision, not for the other person.

Step 2: Build your case with specific results

A reason is more persuasive than a wish. Your case should be short: two or three facts about the value you bring.

One credit union's guide advises that you quantify your achievements wherever possible, for example "increased sales by 20% over the past year" or "managed a team of 15 people", because the more specific and measurable your accomplishments, the more persuasive your case will be.

A simple structure for your case:

1. What you did: "I led the project that…"
2. The result: "…and we finished two weeks early." (Use your own real figures, not invented ones.)
3. What you will do next: "In this role I would also…"

If you are negotiating a new job offer, the case is about the market and your skills: your experience, your qualifications and the range you found. If you are negotiating a raise, the case is about what you have already delivered. Our guide on how to ask for a raise has more scripts for that second situation.

Step 3: What to say, word for word

These are original scripts that you can adapt. Say them aloud before the real conversation, because reading silently is not the same as speaking.

Opening the conversation (when you already have an offer)

• "Thank you for the offer. I'm excited about the role. Could we talk about the salary?"
• "I'd like to discuss the compensation. Do you have some flexibility?"

Making your ask (give a range or a specific number)

• "Based on my research and the experience I bring, I was hoping for a salary between ___ and ___."
• "Given my results in my last role, I'd like to propose ___."

Harvard's guide notes that expressing salary requests as a range can be effective. Make sure the bottom of your range is a number you would happily accept.

Countering a lower offer

• "I appreciate the offer. It's a bit below what I expected for this role. Is there room to move closer to ___?"
• "Is there any flexibility on the base salary?"

Closing the deal

• "If we can agree on ___, I'm ready to accept today."
• "That works for me. Could you send the updated offer in writing?"

After you make your ask, stop talking. A pause feels long to you but normal to them. Count to five in your head, then let them reply.

Step 4: Handle a no without ending the conversation

A first "no" is often the start of a negotiation, not the end. If the employer cannot raise the salary immediately, there are other things to discuss. Harvard's advice is that if your employer cannot increase your salary immediately, expanding the discussion increases the odds of a mutually beneficial outcome.

Other things you can ask for:

• A signing bonus or a review of your pay after six months.
• More paid holiday or flexible working hours.
• Training or a budget for courses.
• A clearer job title.

Useful replies when you hear no:

• "I understand. Could we revisit this in six months, with agreed goals?"
• "If the salary is fixed, is there flexibility on holiday or the start date?"
• "What would I need to achieve to reach ___ in the next review?"

Stay friendly, even if you feel disappointed. Handshake suggests that if an offer is substantially lower (think 20%) than other alternatives or fair pay for the position, it may not be worth the hassle. That is a decision for you to make with your own numbers, after you have asked.

What not to say in a salary negotiation

Some sentences weaken your position even when you mean well.

• "I'll take anything." This tells the employer your lowest price. Say instead: "I'm flexible, but I was hoping for ___."
• "I really need the money because…" Personal need is not a business reason. Talk about your value instead.
• "My friend earns more than me." Use market data, not private comparisons.
• "Sorry to ask, but…" Too much apology sounds unsure. A calm "I'd like to discuss…" is enough.
• A threat, such as "Give me this or I'll leave." It damages trust. If you have another offer, say it politely: "I have another offer, but I would prefer to join you. Can we close the gap?"
• Giving a number too early. If they ask your salary expectations in the first interview, you can say you would like to learn more about the role first. See our guide on how to answer salary expectations.

Tone matters as much as words. Speak at a steady pace, smile if you are on camera, and use "we" language: "How can we make this work?" This fits the collaborating strategies in the Harvard study.

Should you always negotiate? And how to practise

Most of the time, yes, politely. Not every situation has room to move. In a fixed public-sector pay scale or an entry-level programme with set pay, there may be no flexibility, and asking for other benefits may be the only option. If you accept, accept clearly and thank them.

Preparation makes the conversation easier, especially in a second language. A practice routine:

1. Write your three numbers and your case in five sentences.
2. Record yourself saying the opening and the ask. Listen for speed and filler words.
3. Role-play a hard version with a friend: they say no, and you reply with a calm question.
4. Repeat the scripts out loud until they feel natural, not memorised.

You can find role-play ideas in our list of role play topics, and a trainer that talks back helps you practise the pause, the question and the follow-up. YoFluent, our own app, has an "asking for a raise" practice situation where an AI tutor plays the manager and scores your pronunciation and fluency after the call.