Professional Negotiation in English: Strategies and Key Phrases

Acquiring strategies and key phrases for professional negotiation in English is crucial regardless of your career path or the industry you navigate. You could be heading up a sales team of a large corporation or flying solo as a solopreneur, getting to grips with the language of negotiation must be a top priority. Native speakers and English learners must understand the terminology and process while assimilating strategies and key phrases.

In today’s hyper-competitive business landscape, a lack of negotiation skills and language can scupper deals and ultimately break a business. Language barriers lead to miscommunication and misunderstandings, making it nigh impossible to reach satisfactory outcomes. The onus is on participants to master the art of negotiation. For non-native speakers, the obvious solution lies in learning the terminology and appropriate phrases, so when at the heart of a negotiation process, you can get the deal over the line.

This article examines all aspects of professional negotiation in English while providing research insights on just why this element of business English reigns supreme. Plus, you obtain vocabulary, phrases, and strategies to get you into a winning position.

Researching Business Negotiation Behaviours

Research on professional English negotiation is extensive. In Rogerson-Revell, P. (2007) “Using English for International Business: A European Case Study”, scientists found that non-native speakers struggle with idiomatic language, resulting in misunderstandings. The study recommends using clear language and avoiding jargon. Throughout the negotiations, it is also important to confirm time and again that both sides have the same understanding.

Focusing on language itself, the study by Firth, A. (1995) “The Discourse of Negotiation: Studies of Language in the Workplace” also recommends paraphrasing and repetition to foster an agreement.

Researchers examined the power of using silence as a negotiation tool, concluding that the effects depend on the cultural backdrop.

Word choice was also identified as a negotiation shifter, with words like “perhaps” softening but by the same token weakening positions.

Four focal points emerged from all related research projects:

1. Clear, simple, and concise language wins.
2. Cultural sensitivity is paramount.
3. Be polite but not too polite.
4. Language training is essential.

Before introducing vocab and phrases for successful negotiations, let’s explore some strategies and styles.

Common Negotiation Strategies

What strategies you employ depends on your position within the company, your management’s negotiation brief, and your personality. Most negotiators use a blend of approaches, tailoring them to each negotiation as it presents itself.

Let’s have a look at the best known:

What Is Your Negotiation Style?

Your negotiation style goes a long way in determining how discussions unfold. You have likely developed an approach unique to you, as has your counterpart. You both have to carve out a path to engage meaningfully if you want a satisfactory outcome for everyone.

Take a look at this quick overview of negotiating styles:

Self-awareness helps to scale your negotiation power, as do flexibility and empathy.

Phrases for Professional Negotiation in English

To master negotiation in English, you must do much more than simply understand the words. Only if you use the appropriate phrases at the right time to convey your intent and build rapport can you go on to achieve your objectives.

This comprehensive list of phrases guiding each negotiation stage helps you navigate discussions confidently and professionally.

Start Off on the Right Foot: Opening the Negotiations

Setting the scene and establishing a good rapport and tone lay the foundation for a successful outcome. The following phrases help you set a constructive stage.

• “Thank you for taking the time to meet with me today.”
• “I’m looking forward to discussing how we can find a mutually beneficial solution.”
• “My primary goal for this discussion is to explore how we can both achieve our objectives.”
• “Let’s start by outlining our respective positions.”
• “Could you walk me through your initial thoughts on this?”

Quiz Your Counterpart: Exploring Needs, Interests, and Bottom Lines

The first step is for you to understand the position of your negotiation partners. Active listening without interruptions is a prerequisite, so don’t jump in with your newly learned negotiation phrases.

Here are some phrases to help you identify your counterpart’s needs and desired outcomes. These phrases are crucial because they build rapport and convey your desire to reach a mutually beneficial outcome.

• “Could you elaborate on why that particular point is important to you/your team?”
• “I understand your perspective on [topic]. Could you help me understand your thinking behind it?”
• “What are your top priorities for this agreement/deal?”
• “From your point of view, what would a successful outcome/agreement look like?”
• “It seems we both want to achieve [common goal]. How can we work together to achieve it?”

Get Real: Making Proposals and Offers

Speaking clearly and concisely is essential when making proposals and offers. It’s impossible to make a satisfactory deal unless you plainly state what it is you are looking for. There is nothing worse than beating around the bush or fudging the details. Here are some phrases to set out your stall with clarity:

• “We would propose a [solution/figure] that addresses [reason].”
• “Our offer is contingent upon [condition].”
• “We are prepared to offer [X], provided that [Y].”
• “To move forward, we suggest [specific action/term].”
• “How does a proposal of [figure/terms] sound to you?”

Hash Out a Deal: Responding to Proposals

Now you are getting down to the nitty gritty, the meat of the negotiation. Again, clarity is a prerequisite alongside respect for your counterpart and quick thinking. Your bottom line is also central during this negotiation phase. Here are some phrases to help you react constructively and strategically.

• “Thank you for your proposal. We’ll need some time to review it thoroughly.”
• “I appreciate your offer. However, [specific aspect] is a concern for us.”
• “While we understand your position, we were hoping for something closer to [our desired outcome].”
• “Could you be more flexible on [specific term]?”
• “To be frank, that figure is a bit higher/lower than we anticipated.”

Give and Take: Bargaining and Concessions

Most deals require both parties to give a little and compromise. You must aim high yet concede where possible. Here are some phrases for asking for and conceding ground.

• “We might be able to [give a little], if you could [meet us halfway on something else].”
• “If we were to [do X], would you be willing to [do Y]?”
• “We’re prepared to compromise on [point], but we would need [something in return].”
• “I’m afraid we cannot compromise on [your bottom line].”
• “What would it take for you to agree to [our proposal]?”
• “Is there any room for movement on [specific term]?”
• “I’m happy to meet you halfway on that.”

Keep Calm and Carry On: Handling Objections and Minimising Disagreements

The best negotiators never lose their cool even during the most fractious negotiations. Here is how to keep calm and maintain a professional and problem-solving approach and tone:

• “I understand your concerns, but let’s look at this from another angle.”
• “Perhaps we can find a creative solution that addresses both our needs.”
• “Could we explore alternatives to [sticking point]?”
• “I’m not sure I follow your reasoning on [point]. Could you explain further?”
• “Let’s focus on the areas where we do agree.”
• “We already agree on most points. I am confident we can find a mutually satisfactory solution on [point], too.”

Get the Deal Over the Line: Summarising and Clarifying

Before closing the deal and signing on the dotted line, you must ensure both parties are on the same page. You do so by summarising what has been agreed, reiterating key points, and clarifying muddy aspects. Let’s see how:

• “So, to summarise, we’ve agreed on [point 1], [point 2], and [point 3].”
• “Just to confirm, my understanding is that [restate agreement].”
• “Have I accurately captured our discussion so far?”
• “Are there any points where you need further clarification?”
• “It sounds like we’re making good progress.”
• “I think we’ve got a deal.”

Cross the Finish Line: Closing the Negotiation

It’s time to break open the prosecco and bring the discussions to a crystal clear conclusion.

• “It seems we have reached a mutually agreeable solution.”
• “I’m pleased we have reached an agreement on this.”
• “Let’s formalise these terms in writing.”
• “I think we have a deal.”
• “Thank you for your flexibility and cooperation.”

When you integrate these phrases into your negotiation toolkit and apply them intelligently, you can communicate effectively, foster stronger relationships, and optimise your outcomes in your professional interactions.

The above negotiation skills can also be useful in all other settings, be that among friends or family.

And the Winner Is….Language Proficiency!

If you are doing business and negotiating in English, language proficiency has to be one of your top priorities, seeing as it appears to be the difference between success and failure for many companies and individual professionals.

Learn the phrases, watch mock negotiations online, practice with your colleagues, and get comfortable going to battle.