Template: Responding to a Candidate's Salary Counter-Offer
When a candidate counters your offer, respond promptly and clearly. This template covers three scenarios: accepting the counter-offer, declining it, or proposing a revised figure. Keep tone professional and direct; avoid leaving the negotiation open-ended. Swiss employers should factor in canton-level salary norms, 13. Monatslohn expectations, and standard Pensum structures.
A counter-offer signals serious interest. Respond within 2–3 working days to keep momentum. Silence creates uncertainty and costs you the candidate.
Swiss candidates often expect transparency on salary components: base CHF, 13. Monatslohn, Pensum percentage, and benefits (Versicherungen, Homeoffice terms). Be specific in your reply.
Accepting the Counter-Offer
If the candidate's figure is within your budget and market rate for the canton, accept clearly. Confirm exact salary, Pensum, start date, and next steps. This closes negotiation and prevents further back-and-forth.
Send a brief written confirmation same day. Reference the agreed CHF amount, Pensum percentage, and any benefits discussed (13. Monatslohn, holiday days, flexible working). Move to contract handover immediately.
- State the exact gross monthly or annual CHF and Pensum % in writing
- Confirm 13. Monatslohn is included (standard in Switzerland)
- Specify start date and any probation period
- List key benefits: holiday entitlement, insurance, Homeoffice policy
- Invite candidate to sign contract within 5 working days
- Keep tone warm but brief—avoid re-negotiating the same points
Declining or Counter-Proposing
If their ask exceeds budget or market rate, propose a revised figure with brief justification. Reference comparable roles in their canton. Offer a 6-month review clause to bridge the gap—this shows willingness to reassess.
Never say 'We cannot afford it' without context. Instead, cite regional salary data or role-level precedent. Give them one clear counter-figure; avoid extended haggling.
- Acknowledge their counter-offer and thank them for clarity
- Propose your revised figure with one concrete reason (e.g. 'market rate for this Pensum in Zurich is CHF X–Y')
- Offer a performance review after 6 months with salary adjustment clause
- Keep counter-proposal realistic—within 10% of your first offer if possible
- Set a decision deadline: 'Please confirm by [date]'
- If they decline, accept gracefully and move to next candidate
Sample Email Text
Use this structure for all three scenarios. Customise the salary figures and canton references. Keep the entire email to under 200 words.
Send from the hiring manager or founder directly—not HR software or template automation. A personal email signals respect and urgency.
- Greeting: use first name only if informal relationship established, otherwise 'Dear [Surname]'
- Opening: 'Thank you for your counter-offer of CHF [X] at [Y]% Pensum. We value your interest.'
- Middle: state your decision (acceptance, counter, or decline) with one-line reason
- Logistics: confirm start date, next steps, and who sends contract
- Closing: 'Looking forward to welcoming you' or 'We wish you well elsewhere'
- Sign as: Name, Title, Company, Phone
Frequently asked questions
- How long should I wait before replying to a counter-offer?
- Reply within 2–3 working days maximum. Longer than that and the candidate may assume disinterest and accept another offer. Use the time to consult your budget holder, not to delay.
- Can I include a salary review clause to defer a decision?
- Yes. A 6-month performance review with a salary adjustment option is common in Switzerland. This lets you offer CHF X now with CHF Y guaranteed after review, bridging the gap. State the conditions clearly in writing before they start.
- What if the candidate keeps counter-offering?
- After one counter-proposal from you, close the negotiation. Say: 'This is our best offer. Please confirm by [date], or we will move forward with another candidate.' Extended haggling signals a poor hire and wastes time.
General information for Swiss employers, not legal advice. Have a lawyer confirm anything with legal consequences.