Negotiation scripts and email templates¶

Scripts for every moment from the recruiter screen to the signed offer. Replace everything in [brackets] and delete any line that is not true for you.

The wording is original. The ideas come from Patrick McKenzie, Haseeb Qureshi, Josh Doody, Aline Lerner, Tech Interview Handbook and NACE.

How to use these scripts¶

Find your moment in the table below.
Copy the block, fill the brackets, and cut anything that is not true.
On a phone call, say the spoken version, then confirm every number by email the same day (Haseeb, rule 1).
Keep emails short. One ask, one reason, one date.
Say "discuss the details", not "negotiate" (Haseeb, part 2).

Moment	Script
Recruiter asks your expectations	S1, S2, S3, S4
Recruiter asks your current pay	S5
Recruiter asks where else you interview	S6
The whole recruiter screen	S7, S7b
You need another company to move faster or slower	S8, S9
You hear the offer	S10, S11, S12
You want more	S13 to S20
Intern offer, or a lower level than expected	S16b, S16c
The deadline is too short	S21 to S24
You decide	S25 to S29
Visa or India specifics	S30 to S33

Recruiter screen¶

S1: Expectations question¶

Use when a recruiter asks "What are your compensation expectations?" early in the process.

I'd like to learn more about the role and the team before I put a number on it. Right now I don't have enough information to give you something accurate. If we get to an offer, I'm confident we can find a package that works for both of us, and I won't accept anything elsewhere without talking to you first.

Short new grad version:

I'm still learning how [Company] structures new grad packages. What range do you usually see for this level? I'll be comparing total compensation, so it would help to know how base, equity and sign-on are split.

S2: Pushed for a number¶

Use when the recruiter asks a second time.

It sounds like you need a number to check that I'm in range. Could you share the range you have budgeted for this level? I'm happy to tell you if it's in the right ballpark.

S3: The post shows a range¶

Use when the job post lists pay, as it must in several US states (pay transparency table).

The posting lists a base range of [$X to $Y]. Based on what I've seen for [level] in [city], I'd expect to be in the upper part of that range. I'd want to understand the equity and sign-on before I commit to a total. Is that range still accurate for this role?

S4: A form forces a number¶

Spoken, when a recruiter will not move on without a number:

For [level] roles in [city] at companies like yours, the data I've seen puts total compensation around [$ high end of the Levels.fyi range for that level]. That's a starting point. The full package and the team matter more to me than any single component.

On a web form, enter total comp at the high end of the Levels.fyi range for that level. Never your walk-away number. If there is a comments box, paste this:

Flexible, depending on the full package (base, equity, sign-on) and the level.

Watch out: Doody suggests typing "0" or "999999999" to get past required salary fields (Doody). Automated screens may reject those values. A researched high number is safer.

S5: Salary history¶

I'd rather not share past compensation. My [internship / current] pay was set for a different role, and I'd like this offer to reflect this role and the market for it. I'm happy to talk about the range you have for this position.

Tip: California, New York, Washington, Colorado, Illinois, Minnesota and Massachusetts restrict salary-history questions (table). You do not need to quote the law. The line above is enough.

S6: Where else are you interviewing¶

Adapted from Aline Lerner. She counts revealing where else you interview, and how far along you are, as part of one of the two big early mistakes.

I'm in process with a few other companies at different stages. I'll keep you posted if my timeline changes, and I won't accept another offer without talking to you first.

If you already hold an offer with a deadline:

I have an offer with a deadline of [date] and final rounds with [N] other companies. [Company] is high on my list, so I wanted you to know the timing early.

S7: Recruiter screen call script¶

Print this and keep it next to you on the call. Your 30-second pitch is on Career fairs.

RECRUITER SCREEN: CALL SCRIPT

Before the call (private notes, never read these out)
- Level I expect: [L3 / E3 / SDE I / 59 / ICT2]
- Levels.fyi median for that level and city: [$]
- Posted range, if any: [$X to $Y]
- My target: [$]    My walk-away: [$]

1. Opening
"Thanks for setting this up. I'm excited about [team or product], especially [one specific thing you read or used]."

2. My pitch (30 seconds)
"I'm a [year and degree] at [school]. Most recently I [one result with a number]. I'm looking for [role type], and this role fits because [reason]."

3. Questions to ask them
- "What level is this role, and how is the level decided?"
- "What are the next steps, and how long does it usually take from the final round to a decision?"
- "When does team matching happen: before the offer or after I join?"
- "Is there a pay range for this level you can share?"
- (Only if I need it) "Does this role support visa sponsorship?"

4. If they ask my expectations: use S1. If they push: S2. If the post shows a range: S3.
5. If they ask my past pay: use S5.
6. If they ask where else I'm interviewing: use S6.

7. Close
"Thanks. I'll [finish the assessment / send my availability] by [date]. If my timeline changes, what's the best way to reach you?"

After the call
- Send the S7b thank-you email the same day.
- Log level, steps, timeline and range in my tracker.

S7b: Thank-you after the screen¶

Send within a few hours of the call. It also puts the next steps in writing.

Subject: Thank you: [Your Name], [Role]

Hi [Recruiter],

Thanks for the call today. I enjoyed hearing about [team or product], especially [one detail they mentioned].

To confirm next steps: [online assessment / technical screen] by [date], and a decision timeline of about [N weeks] after the final round. I'll [send my availability / finish the assessment] by [date].

Best,
[Your Name]

Timelines¶

S8: Ask a company to speed up¶

Use the day you receive an offer, for every company still mid-process. Pattern from Tech Interview Handbook.

Subject: Timeline update: [Your Name], [Role]

Hi [Recruiter],

Quick update: I've received an offer from another company with a deadline of [date]. [Company] is my top choice, so I'd like to complete your process before then if possible.

Is there any way to schedule the remaining interviews by [date]? I'm flexible on times, including [days].

Thanks for your help,
[Your Name]

Follow-up after a final round, when the decision is late:

Subject: Following up: [Your Name], [Role] final round

Hi [Recruiter],

Thank you for organizing my final round on [date]. I enjoyed meeting [names].

I wanted to check on the timeline for a decision. I have another process that should reach an offer around [date], and [Company] is a top choice for me.

Best,
[Your Name]

S9: Ask to schedule later¶

Use when one company is weeks ahead of the others.

Hi [Recruiter],

Thanks for moving me forward. I'd like to give the onsite my full preparation. Could we schedule it for the week of [date 2 to 3 weeks out]? If that window doesn't work, let me know the latest dates available.

Best,
[Your Name]

Responding to the offer¶

S10: On the offer call¶

Spoken. Do not accept, counter or name numbers on this call.

Thank you, I'm really excited about this, and about [team or product] in particular.

I'd like to review the full details before I respond. Could you send the offer in writing, with the base, bonus target, equity amount and vesting schedule, and the sign-on terms?

When do you need my answer?

Great. I'll get back to you by [date].

If they press you to accept on the spot:

I appreciate that, and I'm very interested. A decision this size deserves a careful look at the written details, so I'd like until [date]. I'll keep you posted before then.

S11: Email after the offer call¶

Send it the same day. It puts every number in writing (Doody).

Subject: Offer details: [Your Name], [Role]

Hi [Recruiter],

Thank you again for the call today and for the offer. I'm excited about [team or product].

To make sure I have everything right, here's what I noted:
- Level: [level]
- Base: [$]
- Target bonus: [%]
- Equity: [$ value / number of shares], vesting [schedule], share price used [$]
- Sign-on: [$], paid [when], repayment terms [ ]
- Relocation: [$ or package]
- Start date: [date]
- Decision deadline: [date]

Could you send the written offer and correct anything I misunderstood? I'll review it and come back to you by [date].

Thanks,
[Your Name]

If the offer arrives by email instead of a call:

Subject: Re: [Offer subject line]

Hi [Recruiter],

Thank you for the offer. I'm excited about the chance to join [team].

I'd like a couple of days to review the details. Could you also confirm the vesting schedule, the share price used for the equity grant, and the sign-on repayment terms? I'll come back to you by [date].

Best,
[Your Name]

S12: Offer questions checklist¶

Ask these on the offer call or by email. Paste the list into your notes.

[ ] What level is this, and what is the band for base and total comp at this level?
[ ] Base salary, and when is the first raise cycle?
[ ] Annual bonus target %, and how did it pay out last year?
[ ] Equity: dollar value, number of shares, and the share price used to convert
[ ] Does the total assume any stock growth?
[ ] Vesting schedule, frequency, and cliff
[ ] Refreshers: when is the first one, and how is it sized?
[ ] Sign-on: amount, lump sum or monthly, Year 2 portion, repayment terms (prorated or full, gross or net)
[ ] Relocation: lump sum or managed, repayment terms
[ ] Start date options; team placement now or after joining?
[ ] Work location: single office, hybrid, or remote?
[ ] 401(k) match, ESPP, HSA, other benefits (ask for the benefits guide)
[ ] Non-compete or non-solicit clause, and which state's law governs
[ ] Contingencies: background check, work authorization
[ ] Visa: H-1B registration, SOC code, work location, wage level, green card policy
[ ] Deadline, and is it flexible?
[ ] (Startups) fully diluted shares, strike price, last preferred price, 409A, exercise window, runway

Asking for more¶

Ask once, with one total number split into parts, and a reason. Then wait.

S13: Counter with a competing offer¶

Send to the company you most want to join. Quote the competing numbers exactly.

Subject: [Your Name]: offer follow-up

Hi [Recruiter],

Thank you for the offer and for your help so far. [Company] is my first choice because of [specific reason: team, product, a person you met].

I've also received an offer from [Competitor] for [level]: [$ base] base, [$ equity] in equity over four years ([vesting]), and a [$ sign-on] sign-on. That's about [$ Year 1 total] in the first year.

I'd much rather join [Company]. If you can bring the package closer, specifically [your ask, for example: sign-on to $X and equity to $Y], I'm ready to accept by [date].

Is that something you can take to the compensation team?

Thanks,
[Your Name]

S14: Competing offer by phone¶

Spoken version of S13. Confirm by email afterwards.

Thanks for making time. First, I want to say I'm excited about [Company], and [team or product] is where I most want to be.

I've received an offer from [Competitor] at [level]: [$ base] base, [$ equity] in equity over four years, and a [$ sign-on] sign-on. That's about [$ Year 1 total] in the first year.

I'd much rather join [Company]. If you can get the package closer, specifically [your ask], I'm ready to accept by [date]. Is that something you can take to the compensation team?

[Stop talking. Wait for the answer.]

S15: Counter without a competing offer¶

Expect a smaller move. Your reasons are market data and specific strengths.

Subject: [Your Name]: offer follow-up

Hi [Recruiter],

Thank you for the offer. I'm excited about [team or product] and I want to make this work.

Before I accept, I'd like to discuss the package. Based on Levels.fyi data for [level] in [city], the median total compensation is about [$], and this offer is about [$] below that. I'm also in final rounds with [N] other companies, with decisions expected by [date].

Given [one or two specific strengths: return intern with a strong review, a project close to the team's work, a relevant skill], would you be able to raise the [sign-on / equity] by [$]? With that change I'd be ready to sign.

Thanks for considering it,
[Your Name]

Delete the final-rounds sentence if it is not true.

S16: Base is fixed¶

Use when the recruiter says base is set for new grads.

I understand base is set for this level. Is there flexibility on the sign-on or the equity grant instead? Relocation is also a real cost for me, since I'm moving from [city]. If we can get the sign-on to [$X], I'd be comfortable accepting.

S16b: Intern housing and relocation¶

Intern hourly rates rarely move. Housing, relocation and dates often do. Check the stipend against real costs first (Intern offers).

Subject: [Your Name]: internship offer question

Hi [Recruiter],

Thank you for the internship offer. I'm excited to spend the summer on [team or product].

I'm relocating from [city] for [N] weeks. Rent near the [office city] office is about [$X] a month, and the housing stipend is [$Y]. Is there flexibility on the stipend, or a relocation payment that could cover the gap?

I'd also like to confirm the start and end dates: [dates]. With that settled I'm ready to accept by [date].

Thanks,
[Your Name]

S16c: Question the level¶

Use when the offer comes in a level below what you interviewed for, before you discuss money. Some companies cannot change the level after the loop (Amazon), so ask early and expect a "no" at some.

Hi [Recruiter],

Thank you for the offer. Before I look at the numbers, I want to understand the level. I interviewed for [L4 / E4 / SDE II], and the offer is at [L3 / E3 / SDE I].

Could you share what feedback led to that level? In my current role I [one example of scope that matches the higher level, with a number]. I also have an offer from [Competitor] at [their level], which maps to [higher level] here.

Is there a way to review the level before the offer is final?

Thanks,
[Your Name]

Delete the competing-offer sentence if you do not have one.

S17: Cover what you forfeit¶

For people leaving a job with unvested stock or an upcoming bonus.

Subject: [Your Name]: offer follow-up

Hi [Recruiter],

Thank you for the offer. I'm excited about [team or product] and I want to make this work.

By leaving [current company] before [date], I give up [$X] in stock that vests on [date] and a [$Y] bonus paid in [month]. I can share the vesting statement if that helps.

Could [Company] increase the sign-on by [$ amount] to cover that? With that change I'd be ready to sign by [date].

Thanks,
[Your Name]

S18: Asked for proof¶

You are not required to show a competing offer (Hello Interview), but refusing can stall things. Check whether your letter says it is confidential before you forward it.

Of course. I can share the offer letter with my personal details removed. I'll send it over today.

If you prefer not to forward the letter:

I'd rather not forward the full letter, but I'm happy to confirm the numbers in writing: [$ base] base, [$ equity] over four years vesting [schedule], and a [$ sign-on] sign-on, with a deadline of [date].

S19: Best and final¶

Use when the recruiter says "this is our best offer".

Thank you for checking, I appreciate it. Before I decide, is there anything else that could change: the sign-on, relocation, or the start date? If not, I'll review everything and come back to you by [date].

S20: The close¶

Say this only if you will sign when they meet it (Haseeb, part 2). Aline Lerner's version names the three changes that would make you sign today (interviewing.io).

I've thought about it carefully. If you can get to [$X sign-on / $Y equity / $Z total], I will sign [today / by Friday] and stop my other processes.

Deadlines¶

S21: Extension request¶

Use for an exploding or short deadline. NACE calls one to two weeks common (NACE).

Subject: Request for a short extension: [Your Name]

Hi [Recruiter],

Thank you again for the offer. I'm very excited about [Company], and choosing my first full-time role is a big decision for me.

I have one remaining final round on [date] that I committed to before receiving your offer, and I want to decide with complete information. Would it be possible to extend my deadline to [specific date]?

I won't drag this out, and I'll let you know right away if anything changes before then.

Best,
[Your Name]

S22: Campus deadline rule¶

Add this paragraph to S21 when your school has employer deadline guidelines. Find them on your career center site. Example: UIUC Grainger.

My university's career center asks employers that recruit on campus to keep offers from fall interviews open until [date] ([link to your career center's offer guidelines]). Would that timeline work for you?

S23: Extension refused¶

I understand, and thank you for checking. To help me decide quickly: if I take until [date], does anything in the offer change, such as the sign-on, or would the offer be withdrawn?

If the answer is that the offer would be withdrawn, decide with what you have. Never accept with a plan to back out.

S24: Return offer extension¶

For a return offer from your internship that lands before fall recruiting ends.

Hi [Recruiter],

Thank you for the return offer. I loved working on [project] with [manager] this summer, and [Company] is high on my list.

As a [year] student, I'm still early in fall recruiting and want to make a fully informed decision. Would it be possible to extend my deadline to [date]? I'll keep you updated and won't hold the offer longer than I need to.

Best,
[Your Name]

Accept, decline, withdraw¶

S25: Accept¶

Send only after the written offer matches what you agreed.

Subject: Offer acceptance: [Your Name], [Role]

Hi [Recruiter],

Thank you for working with me on the details. I'm happy to accept the offer for [Role, level] at [Company], with the terms in the offer letter dated [date]: base [$], sign-on [$], equity [$ or shares], start date [date].

I've signed and returned the letter through [portal]. What are the next steps for onboarding [and the immigration paperwork]?

I'm looking forward to joining the team.

Best,
[Your Name]

S26: Decline after accepting elsewhere¶

Subject: [Your Name]: decision on offer

Hi [Recruiter],

Thank you for the offer and for your time throughout the process. After a lot of thought, I've decided to accept another offer that is a closer fit for what I want to work on right now.

I enjoyed meeting [names] and learning about [team]. I'd be glad to stay in touch, and I hope our paths cross again.

Best,
[Your Name]

S27: Decline after they improved the offer¶

Hi [Recruiter],

Thank you for going back to the team for me. I know that took effort, and I appreciate it. I've decided to accept another offer. It was a hard decision, and it was not about the numbers you put together.

I'd like to stay in touch and would be glad to reconnect in the future.

Best,
[Your Name]

S28: Decline without another offer¶

Subject: [Your Name]: decision on offer

Hi [Recruiter],

Thank you for the offer and for the time you and the team spent with me. After thinking it through, I've decided this role isn't the right fit for me right now, so I'm going to decline.

I enjoyed meeting [names], and I'd be glad to stay in touch about future roles.

Best,
[Your Name]

S29: Withdraw from other processes¶

Send the same day you accept, to every company still interviewing you.

Hi [Recruiter],

I wanted to let you know right away that I've accepted another offer, so I'm withdrawing from the [Role] process. Thank you for your time, and I hope we cross paths again.

Best,
[Your Name]

International and India¶

Watch out: General information, not legal advice. The company's immigration counsel decides the SOC code and wage level. Background: International students and the jobs guide.

S30: Sponsorship and wage level¶

Send before you accept.

Subject: Immigration questions before I accept: [Your Name]

Hi [Recruiter],

Before I accept, I want to confirm the immigration details, since I'm on F-1 [OPT / STEM OPT eligible through Month Year]:
1. Will [Company] register me in the March [year] H-1B lottery and cover all filing costs?
2. Which SOC code, work location, and OEWS wage level will the registration use? Under the weighted selection rule, that sets how many entries I get.
3. If I'm not selected, what is the plan (STEM OPT, another lottery year, other options)?
4. When does [Company] usually start the green card process?

Could you confirm these in writing or connect me with the immigration team? I'm happy to fill out any intake forms early.

Thanks,
[Your Name]

S31: Base for the next wage level¶

Use when your base sits just below the next OEWS wage level on the FLAG wage search. Only base counts toward the level (final rule).

Subject: [Your Name]: one offer detail

Hi [Recruiter],

Thank you for the offer. One detail matters a lot for me as an F-1 candidate.

Under the H-1B weighted selection rule, my registration is entered by the wage level my base salary meets for SOC [15-1252] in [county]. On the DOL wage search, Level [II] for that area starts at [$X]. The current base is [$Y], which is [$X minus $Y] below it.

Would [Company] consider moving [$ amount] from the sign-on into base so the base reaches [$X]? My first-year total would stay about the same, and it would [double] my lottery entries.

Thanks for considering it,
[Your Name]

S32: Start date and OPT¶

Hi [Recruiter],

My OPT EAD is expected around [date] based on current processing times, and I can't start work before the EAD's start date. Could we set my start date to [date with 2 to 4 weeks of buffer], with the option to move it earlier if my card arrives sooner?

Thanks,
[Your Name]

S33: India CTC and joining date¶

Subject: Offer details: [Your Name], [Role]

Hi [Recruiter],

Thank you for the offer. Could you share the full CTC breakdown: fixed pay (basic, HRA, allowances), variable pay with the target and last year's payout, employer PF and gratuity, insurance, the joining bonus with its payment schedule and clawback terms, and any RSUs or ESOPs with the vesting schedule?

My current notice period is [N] days. Could we set the joining date to [date], or would [Company] consider a notice buyout? I also forfeit [bonus or RSUs worth INR X] by leaving before [date]. Could the joining bonus cover that?

Thanks,
[Your Name]

Wording that costs you¶

Weak	Why it hurts	Strong
"Let's negotiate"	Sets up a fight	"I'd like to discuss a few details"
"Is this negotiable?"	Easy to answer no	"Is there flexibility on the sign-on?"
"I need more because of my loans"	Personal costs are not the company's reason (Levels.fyi guide)	"The market data for this level is [$X]"
"I'd accept [$ walk-away]"	Caps you at your floor	State your target with a reason
"I think I deserve more"	An opinion, not a reason	A competing offer, market data, or a specific strength
"Match it or I walk"	An ultimatum you may not mean	"If you can get to [X], I'll sign by Friday"
"Sorry to ask, but..."	Signals you expect a no	State the ask plainly
"Whatever you think is fair"	Hands them the number	"Could you share the range for this level?"

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