Having negotiation skills is a non-negotiable if you want to succeed in the business world.
Whether it’s setting terms with suppliers, coordinating projects with partners, or closing deals, negotiation is part of almost any business interaction.
At its core, one can say negotiation skills are just communication skills but adapted to the competitive context of business. One of the most important aspects of communication is choosing the right words for each and every situation.
In this article, we’ll run down the essential business negotiation phrases for effective negotiating—and when and how to use them.
Table of Contents
Common Negotiation Terms
Negotiation can be tricky. After all, you’re both collaborating and competing with them during negotiations (competing in the sense that you’re often trying to get the most out of them while giving them the least you can).
These phrases—and variations of them—will not only allow you to advocate for your own interests while acknowledging and respecting the other party’s. It also establishes or maintains rapport with them during the negotiation process.
- “Let’s find a middle ground.”
Use this when your interests seem to be at odds. By promoting compromise, you emphasize collaboration and mutual benefit.
- “Our priority is…”
Clearly stating your priorities at the beginning of negotiations makes the discussion more productive and efficient. Both parties will know what to expect and will thus be better able to meet each other’s needs.
- “We need to revisit this point.”
This is a polite yet confident way of telling the other party that you want to change something about the agreement.
- “Can we explore alternative options?”
Instead of outrightly rejecting the other party’s offer, this phrase employs a more positive and proactive approach. You’re still saying that you’re not satisfied with the current terms, but you’re also signaling that you’re still eager to work with them.
- “This is a non-negotiable term.”
By stating it matter-of-factly, you can remain respectful when highlighting your boundaries and non-negotiables.
If you wish to reject them more softly, you can add other phrases like “Unfortunately…” or “I’m afraid…”
These phrases allow you to be assertive but not forceful, clear but not callous, and confident but not disrespectful. By doing so, you can remain professional yet respectful, giving you the best chance of getting the best outcome.
These phrases can be used in almost any situation, whether the negotiation is occurring online or in person, regardless of the scope and gravity of the discussion.
Professional Email Language
However, with many negotiations happening over email, it’s still important to employ platform-appropriate language.
Know how to adjust your communication style to fit online etiquette whenever you’re negotiating through email.
As a rule, written communications, like emails, need to be more formal. Here are some often-used phrases when doing business online.
- Opening lines:
- “I hope this email finds you well.”
- “Thank you for considering our proposal.”
- Proposing terms:
- “We are pleased to offer…”
- “Would you be open to discussing…”
- Requesting clarifications:
- “Could you elaborate on…”
- “We would appreciate additional details on…”
- Closing remarks:
- “We look forward to your response.”
- “Please let us know if further adjustments are required.”
Another note: since negotiations always involve sensitive company information (of both parties), it’s paramount to use VPNs when negotiating online.
Having such data breached can be disastrous for business relations and the companies themselves. If you’re not familiar with VPNs yet, you can start with a VPN trial here.
Meeting Vocabulary
But when meeting in person, you can be more conversational—though it’s still critical to be polite.
Aside from the usual salutations (such as good morning), use these phrases when you’re face-to-face with the other party.
Opening the Discussion
- “Shall we begin by outlining our objectives?”
- “We’re here to discuss…”
Expressing Agreement
- “We’re aligned on that point.”
- “I completely agree with your suggestion.”
Expressing Disagreement
- “While I see your point, I’d like to propose…”
- “We have a slightly different perspective on this.”
Clarifying Points
- “Can you expand on that idea?”
- “Just to confirm, are you suggesting…”
Closing the Meeting
- “To summarize, here’s what we’ve agreed upon.”
- “Our next steps will be…”
The tricky part about physical negotiations is that you need to make communication decisions on the fly. You need to choose which words to use at which time. Timing as well as how you speak also matters just as much as what you say.
Additionally, it’s not just solely their words that you need to pay attention to. You know need to read their body language, take note of the tone of their voice, and evaluate the overall context of the meeting.
Contract Terminology
When you’re negotiating, you’re most likely talking about contracts—they’re the backbone of any business negotiation.
You therefore need to be fully informed about contract terminology to ensure precise communication, legal compliance, and mutual beneficence. (After all, some businessmen may use your lack of knowledge against you).
- “Terms and conditions”
Refers to the specific obligations, rights, and agreements outlined in the contract. - “Non-disclosure agreement (NDA)”
A clause or separate contract ensuring confidentiality. - “Force majeure”
This term addresses unforeseen circumstances preventing the fulfillment of obligations. - “Mutual indemnification”
A provision where both parties agree to protect each other from liability. - “Effective date”
The date when the contract officially begins.
Cultural Considerations
Language and communication are a highly cultural thing. The way people communicate, bargain, and view agreements and disagreements can vary greatly from country to country.
What may seem merely straightforward in one culture can be seen as overly aggressive in another. Adapting your language is paramount if you’re dealing with international businesses!
Taking note of who you’ll negotiate with should be part of your pre-negotiation process. After all, 82% of top negotiators always research their prospects before reaching out.
Things and Phrases to Consider in Cross-Cultural Negotiations
● Politeness and Formality
- In some cultures, such as Japan, where humility is prized, phrases like “Thank you for this opportunity” are a crucial sign of goodwill. As such, they will also phrase their concerns in the form of questions or requests rather than outright statements.
- In contrast, Western business cultures often use more a direct approach with phrases like “Let’s get straight to the point.”
● Building Relationships
- In countries like India or Brazil, rapport-building phrases like “We value this partnership” foster goodwill.
● Clarifying Understanding
- “Would you mind explaining this further?” avoids misinterpretation in multilingual settings.
After all, cultural understanding goes far deeper than a quick look at a country’s typical communication styles. If you’re unsure what they mean, it’s better to ask them for clarification rather than assume.
Adapting to Time Sensitivity
Another aspect of how cultures differ when it comes to negotiation is how they view time and scheduling.
Some cultures, like Germany, place great importance on punctuality and precision, typically wanting to adhere to strict schedules. If you’re late, they may take it as a sign that you don’t respect their time.
Other cultures may not be so strict about schedules and prefer a more free-flowing business relationship.
Final Thoughts
Negotiation is both an art and a science. There are no rules, but there are rules of thumb.
And while these phrases can serve as foundational pillars for your negotiation skills, the most important skill is adaptability.
Always adjust to the context of your negotiation. How you’re talking (online vs. in person), what you’re negotiating about, cultural differences, and even the individual personality of the person you’re talking to—all these and more should be taken into account if you want to make the most out of any negotiation!