Business English Phrase Bank · Lesson 27

Sound Professional When Participating in Negotiations

A complete phrase bank for negotiations: how to open the discussion, make and reject offers, put forward counter-offers and close the deal – professional, diplomatic and easy for everyone to understand.

Opening the negotiation

Phrases for starting the discussion, giving your opinion and making clear what matters most to you.

Beginning the negotiation

We’re glad that you could come, and we hope you’re enjoying your stay.
Today, we’re going to talk about …
Let’s get down to business.
Let’s begin the discussion with …

Expressing an opinion

As far as I’m concerned, …
Strong
We firmly believe that …

Saying what is important to you

My main concern at this stage is …
The main thing for me is …
I would like to emphasise that our main aim here is to achieve a win-win situation for both parties.
That’s / This is an important point.
We need to keep in mind that …

Making and discussing offers

Phrases for putting an offer on the table, finding out more and checking that you have understood.

Making an offer

We’d like to make you an offer that will hopefully benefit both sides.
Would you consider …?
We believe that this is a favourable offer.

Asking for more information

What are your usual charges / fees / rates for …?
Could you give me some more information about what your offer includes?

Clarifying

Just to clarify, your offer is …
Please correct me if I’m wrong, but if I understand you correctly, you’re proposing …

Rejecting, countering and closing

Phrases for saying no politely, making a counter-offer and finalising the deal.

Rejecting an offer

Firm
I’m afraid that’s out of the question.
I’m afraid those conditions are unacceptable for us.
Your limit
I’m afraid €1,000 is our bottom line – we’re not willing to go any lower.
With a reason
I’m afraid we can’t accept that offer, because / since …
Softer
I can understand your position, but I’m afraid we’ll have to turn down that offer.

Making a counter-offer

However, we’d like to make you a counter-offer.
However, would you be willing to …? / to go up to €…?
However, we would be willing to … if you …
We would be willing to consider your offer if you … in return.
We would be ready to make a concession on … if you …
If you agreed to …, we could reciprocate by …
Provided that you …, we see no objection to …
Would you be willing to meet us halfway?

Accepting an offer

We would like to accept your offer.

Finalising the deal

So, how about we meet next Wednesday to finalise the deal?
We’ll go away and draw up a contract.
We’ll send you the details of everything we’ve discussed today.

AWhat would you say?

You are in a negotiation. Read each situation. Which phrase would you use?

Everyone has arrived, you have had some small talk, and it’s time to start the real discussion.
You want to make it clear that you are looking for a deal that is good for both sides.
The supplier’s offer is quite vague. You want to know exactly what you would get for the price.
You are selling. The lowest price you can possibly accept is €1,000, and the buyer wants to pay less.
The other side has asked for something that is completely impossible for you.
You are ready to give them free delivery, but only if they agree to a longer contract.
You have offered €40,000, and they want €50,000. You suggest agreeing on €45,000.
The other side has made a complicated proposal, and you are not sure that you have understood it.
You are happy with the other side’s final offer.
You have agreed the main terms. Now you want to arrange the next step.

BKey expressions you can use anywhere

These expressions from the phrase bank are useful far beyond negotiations. Choose the expression that matches each definition. Then complete the example sentence. You may need to change the form of the expression.

To remember something, especially something important for the future

“We need to that both sides are looking for a fair solution.”
Prepared or ready to do something

“Would you to increase your offer to €10,000?”
To give special importance to something when you speak or write

“I would like to our significant experience in this field.”
Used politely before saying something the other person doesn’t want to hear

“ the price is far too high for us. Would you consider going a little lower?”
A situation that benefits both sides

“If we share the costs, it’s : we both save money.”
Completely impossible; not worth discussing

“I’m afraid any price below €5,000 is completely .”
To prepare and write a document

“I have a detailed plan for the advertising campaign.”
To give the other side something they want in a negotiation or an argument

“We would be ready to on extra services if you increased your offer by 5%.”
To start discussing what really needs to be discussed

“OK, as we’re all here, let’s .”
To respond to something positive by doing something similar in return

“If we increased our order to 500 units a month, would you be willing to with a 10% discount?”
Good for you, or to your advantage

“Hopefully, we can reach a outcome for both sides.”
To complete the last parts of something, such as a deal or a plan

“How about we meet next week to the deal?”

CKey expressions in a new context

Complete the article with the expressions from the box. You may need to change the form of some of the words.

Word box

a win-win situation
get down to business
emphasise
keep in mind
favourable
make concessions
reciprocate
turn down
out of the question
I’m afraid that
finalise
draw up

Achieving a win-win situation

Do you consider yourself a good negotiator? Believe it or not, we negotiate every day – whether we are deciding who will go to the supermarket, or when the plumber will come to fix the bathroom. Whether you’re discussing a business deal, resolving a conflict or dividing up household chores, it’s essential to achieve , where both parties benefit. So how can we do this?

Firstly, if you want a negotiation based on mutual respect, don’t without first having some small talk. If you jump straight into stating exactly what you want, you will set the wrong tone and put the other side on the defensive – make them feel attacked – from the very beginning. After some light conversation, it’s important to the fact that both parties are there to work together and find a solution that benefits everyone.

that a negotiation is not a competition, but a joint effort to find a outcome for everyone involved. In other words, you are both on the same team.

Many negotiators don’t like to , because they think it will make them look weak. In fact, it shows flexibility and a real commitment to a good result for both sides. Very often, the other party will , which brings you closer to a deal. And once you have shown some flexibility, the other side will be less likely to your next proposals.

However, some proposals are simply . If you can’t accept an offer, say so respectfully: “ the price you have offered is too high for us.” Then make a constructive counter-offer to keep the negotiation moving.

Once both parties have reached an agreement, it’s important to the terms. This can take longer than you expect: you may still need to tie up loose ends – complete the small details – even after a written agreement has been . Make sure that the terms are clear, to avoid misunderstandings later. If necessary, get legal advice to make sure that the agreement is legally binding – both sides must follow it by law.

Use it well

More ways to use some of the key expressions – plus three useful phrases from the article.

Emphasise

Use emphasise + noun, or emphasise the fact that + full sentence:

I’d like to emphasise our experience. I’d like to emphasise the fact that we want a fair outcome for both sides.

Don’t add on: emphasise the point – not emphasise on the point.

Turn down

A softer, more diplomatic way to say reject:

I applied for the position, but they turned me down.

With a noun, both positions work: turn down the offer / turn the offer down. With a pronoun, it must go in the middle: turn it down, turn her down.

Draw up

Very common, because business runs on documents. You can draw up:

a contract, an agreement, a proposal, a plan, a budget, a report, a schedule, an agenda, a list of …

From the article

To put someone on the defensive – to make someone feel attacked, so that they start protecting themselves.

To tie up loose ends – to complete the small details: I just need to tie up a few loose ends at work.

Legally binding – that must be followed by law.

Glossary

The key expressions from this lesson.

From the phrase bank

to get down to businessto start discussing what really needs to be discussed
to emphasiseto give special importance to something
a win-win situationa situation that benefits both sides
keep in mindremember something important
to make a concessionto give the other side something they want
out of the questioncompletely impossible
to be willingto be prepared or ready to do something
I’m afraid that …used politely before unwelcome news
to turn downto reject an offer or a request (softer)
to reciprocateto respond by doing something similar in return
to finaliseto complete the last parts of something
to draw upto prepare and write a document
favourablegood for you, or to your advantage