Negotiating severance is stressful, and most people have never done it before. The hardest part is not knowing what to say. Tone matters enormously: too aggressive and you damage the relationship, too passive and you leave money on the table.
These are self-completed examples for someone who has chosen to write to their employer. They illustrate different kinds of correspondence; they are not tested promises of a better offer, and no template can determine whether a particular response is appropriate. The placeholders are for facts from your own documents, not assumptions about what your employer provides.
The severance calculator provides an estimated range for comparison with an offer. For a broader explanation of the process and factors people weigh, see our complete guide to negotiating severance.
The Short Answer
A response might acknowledge an offer, ask for clarification or more time, describe a requested change, or record a decision. These are different purposes, not a required sequence. There is no universal email timetable: the written offer, any applicable review rules and the employer's response determine which dates matter.
The five templates below use a consistent structure: a clear subject, a description of the current terms, the reason for writing, and a question or response. Some employers consider changes and others hold firm. A template does not establish a legal entitlement or guarantee that an offer will remain available.
Fields to Complete From the Offer
This worksheet separates facts already in writing from information still missing. It can be used alongside the examples without deciding whether to negotiate, accept or decline.
| Field | Where the detail comes from | If it is missing |
|---|---|---|
| Offer version and return date | Dated agreement and any written amendment | A question about which version and deadline apply |
| Gross severance and payment schedule | Severance paragraph or payment schedule | A question about the amount, instalments or payment trigger |
| Benefits contribution | Benefits notice and subsidy terms | A question about who pays, how much and for how long |
| Requested change, if any | The difference between the written offer and the proposal you have chosen | A placeholder to leave unfilled until the request is clear |
| Supporting comparison | A named source with its date and coverage | An estimate labelled as context, rather than a claim about a company policy |
For example, “The agreement lists [current term]; could you clarify [specific question]?” describes an uncertainty without asserting that a different term has been agreed. A verbal discussion and the revised written agreement may contain different details. The offer-comparison guide separates cash from other package components. Questions about a release or the legal effect of an email belong with a licensed employment attorney in your state.
Template 1: Initial Acknowledgment and Request for Time
This example acknowledges receipt and asks for the dates and documents needed to understand the offer.
Purpose: Acknowledgment and clarification of the review timeline.
Subject: Severance Agreement - Acknowledgment and Review Timeline
Dear [Manager's Name / HR Contact's Name],
Thank you for providing the severance agreement and for the manner in which you have handled this transition. I appreciate the professionalism throughout this process.
I would like time to review the terms and, if needed, discuss them with an attorney. Please confirm that [date stated in the offer] is the deadline for returning the agreement.
I will follow up with any questions or feedback well before the [date] deadline. In the meantime, could you please confirm the following:
- My official last day of employment
- The deadline for returning the signed agreement
- Whether my benefits coverage continues through the review period
- The contact person for any questions about the agreement terms
Thank you again for your time and consideration.
Best regards, [Your Name]
Why this template works
It immediately establishes a professional tone while making clear you will not be rushed. Requesting confirmation of the timeline and benefits status shows you are engaged and organized. Mentioning potential attorney review normalizes the practice without being confrontational.
Template 2: Counter-Offer Email
This is the core negotiation email. It should be sent after you have reviewed the agreement, benchmarked your offer, and identified 2 to 3 specific items you want to improve.
Purpose: Describe proposed changes after reviewing the offer; the applicable response date comes from the offer and any confirmed extension.
Subject: Severance Agreement - Feedback and Discussion
Dear [Manager's Name / HR Contact's Name],
Thank you again for the severance offer. I have reviewed the agreement carefully and want to share some thoughts.
I want to reiterate my appreciation for the [X years] I spent at [Company Name]. I am committed to a smooth transition and have already [begun documenting my projects / prepared handoff materials / offered to train my replacement].
After reviewing the terms and researching industry benchmarks for employees with my tenure and role, I would like to respectfully request adjustments to the following items:
1. Severance Pay The current offer of [X weeks] is below the typical range of [Y to Z weeks] for a [job title] with [X years] of service in the [industry] sector. I am requesting [specific number] weeks of severance pay, which aligns with the standard benchmark for my position and tenure.
2. Benefits Continuation The agreement provides [X months] of employer-paid COBRA. Given the current cost of [family/individual] health coverage and the typical duration of a job search at my level, I am requesting [Y months] of employer-paid COBRA continuation.
3. [Third Item - choose what is most relevant to your situation] [Non-compete modification]: The current non-compete restricts me from working in [scope] for [duration]. I am requesting that the duration be reduced to [X months] and the scope narrowed to [specific competitors / geographic area].
OR
[Outplacement services]: I would appreciate access to executive-level outplacement services for [6/12] months, which would facilitate a faster transition and reduce the overall severance burden.
OR
[Prorated bonus]: Since I worked [X months] of the current performance period prior to my separation, I am requesting a prorated annual bonus reflecting my contributions during that time.
I believe these requests are reasonable and consistent with how [Company Name] has treated departing employees in similar situations. I am ready to discuss these points at your convenience and remain flexible on the specifics.
Best regards, [Your Name]
Why this template works
It leads with gratitude and cooperation, not demands. Each request is specific, quantified, and tied to an objective benchmark or standard. Limiting the counter to 2 to 3 items signals that you are being reasonable, not trying to rewrite the entire agreement. The closing expresses flexibility while keeping the conversation open.
Key Data Points to Include
The severance calculator provides an illustrative estimate using the details entered. It is a starting point, and an actual offer may be higher or lower. It does not establish an employer's policy, the value of a release, or what a negotiation will produce.
Template 3: Request for Extension of Signing Deadline
If you need more time beyond the initial review period, or if your employer is pressuring you to sign before the deadline, use this template.
Purpose: Request a different response date. The request itself does not confirm an extension.
Subject: Severance Agreement - Extension Request
Dear [HR Contact's Name],
I am writing to request a [7-day / 14-day] extension of the deadline to return the signed severance agreement. The current deadline of [date] does not provide sufficient time for me to complete my review, as [choose the applicable reason]:
- I am in the process of consulting with an attorney and need additional time to receive their analysis.
- I have questions about [specific clause] that I have not yet had the opportunity to discuss with the appropriate person at the company.
- The complexity of the equity and benefits provisions requires more time for me to evaluate their full value.
I want to be thorough so that I can move forward with confidence and finality once I sign. An extension will allow me to do that and avoid any need for follow-up questions after execution.
Could you please confirm an extended deadline of [proposed date]? I appreciate your accommodation.
Best regards, [Your Name]
Why this template works
It frames the extension as being in both parties' interest. By noting that thorough review leads to "confidence and finality," you signal that once you sign, there will be no disputes. Employers generally prefer a clean resolution, even if it takes a bit longer.
Review-period context: The EEOC explains the 21-day consideration period, or 45 days for a covered group programme, for employees aged 40 or older asked to waive ADEA claims by covered employers, generally those with at least 20 employees. These are not universal extension periods. The signing-deadline guide explains the separate clocks; an employment lawyer can assess which rules apply to a particular offer.
Template 4: Acceptance with Conditions
Use this template when you and the employer have reached agreement on modified terms and you are ready to sign, contingent on the agreed changes being reflected in the final document.
When to send: After verbal or written confirmation of agreed modifications.
Subject: Severance Agreement - Conditional Acceptance
Dear [HR Contact's Name],
Thank you for the productive conversation on [date] regarding the severance agreement. I appreciate [Company Name]'s willingness to work with me on the terms.
Based on our discussion, I am prepared to sign the revised agreement reflecting the following modifications:
- Severance pay increased from [original amount/weeks] to [agreed amount/weeks], payable as [lump sum / salary continuation].
- Employer-paid COBRA extended from [original duration] to [agreed duration].
- [Third modification, e.g., non-compete duration reduced from 12 months to 6 months].
- [Any additional agreed changes].
I understand that all other terms of the original agreement remain unchanged.
Could you please send the revised agreement incorporating these changes? Once I receive and confirm the updated language, I will execute and return the agreement within [2-3 business days].
Thank you again for working through this collaboratively. I wish the team continued success.
Best regards, [Your Name]
Why this template works
It creates a written record of everything that was agreed upon verbally, which prevents misunderstandings when the revised document is drafted. By listing each modification explicitly, you ensure nothing is lost in translation between the negotiation conversation and the final document. The commitment to sign promptly upon receipt of the revised agreement gives the employer confidence that this process is nearing completion.
Template 5: Decline and Walk Away
In rare cases, the employer's final offer is not acceptable and further negotiation is not productive. This template closes the conversation professionally.
When to send: Only after exhausting all negotiation options.
Subject: Severance Agreement - Decision
Dear [HR Contact's Name],
Thank you for the time you have invested in discussing the severance terms. After careful consideration, I have decided not to sign the agreement as currently structured.
I want to be clear that this decision is based solely on the terms of the agreement and is not a reflection of any animosity toward [Company Name] or the team. I remain grateful for my time with the organization.
I understand the implications of this decision, including [list any consequences you are aware of, such as forfeiture of the severance payment]. I will expect my final paycheck, including all accrued and unused PTO, to be delivered in accordance with [state name] law.
I wish you and the company the best going forward.
Best regards, [Your Name]
Why this template works
Walking away is sometimes the right move, particularly if the agreement includes onerous restrictive covenants that outweigh the severance value. This template preserves the professional relationship while asserting your right to decline. Mentioning your final paycheck and PTO rights signals that you know what you are legally owed regardless of the severance agreement.
Can You Ask for Severance When None Was Offered?
Yes, asking is always available, and it happens more often than people assume. Severance in most of the US is not legally required, which cuts both ways: nothing obliges the employer to offer, and nothing stops you from requesting. The most common openings people use: asking whether a severance plan or policy exists (and for the plan document), noting what a signed release is worth to the employer, and anchoring any request to the typical range for the role and tenure. Template 2 adapts directly to this situation; swap the counter-offer framing for a first request. Whether to ask, and what to sign afterwards, remain your decisions; a lawyer can review any release before you do.
General Guidelines for All Severance Emails
- Always use email, not text or Slack. Email creates a timestamped, permanent record.
- Keep a professional, collaborative tone. You may need references from these people.
- Be specific with numbers. "I am requesting 12 weeks" is stronger than "I would like more severance."
- Reference objective standards. Cite industry benchmarks, company precedent, or legal requirements rather than personal need.
- Do not disclose your next move. Never mention that you have another job lined up or that you plan to take time off. Both reduce the employer's perception of your need.
- Copy your personal email. BCC your personal email address on every communication so you have copies outside the company's systems.
An employment attorney can assess the terms of a particular agreement and the legal effect of a proposed response. Fees, scope and outcomes vary. These self-completed templates provide educational information, not legal advice or a substitute for review by a licensed employment attorney in your state.