- Open negotiations with collaborative language to set a positive, problem-solving tone.
- Use hedged proposals ("What if we were to...?") rather than demands to invite dialogue.
- Always exchange concessions — never give something without receiving something in return.
- Know your BATNA (Best Alternative to a Negotiated Agreement) before entering any negotiation.
- Summarise agreements clearly at each stage to prevent misunderstandings.
Negotiating in your second language is one of the most demanding communication tasks you will face in a professional context. The pressure to be precise, polite, and persuasive simultaneously — while managing real business stakes — requires specific vocabulary and well-rehearsed phrases. This guide organises negotiation English into clear stages, so you can prepare the language you need for each moment of a business discussion.
1. Opening a Negotiation
The opening sets the tone. Research consistently shows that negotiations started with collaborative language produce better outcomes for both sides. Avoid aggressive or adversarial openings — instead, position the negotiation as a shared problem to solve:
- "Thank you for meeting with us. We're hoping to find a solution that works well for both sides."
- "Our goal today is to reach an agreement that is mutually beneficial."
- "I'd like to start by sharing our position, and then I'd love to hear your thoughts."
- "Before we begin, shall we agree on an agenda so we can cover everything efficiently?"
2. Making and Responding to Proposals
When you make a proposal, use hedged language — it sounds professional and invites dialogue rather than forcing a yes/no response:
- "What if we were to...?"
- "Would you be open to...?"
- "One possibility might be..."
- "We would be prepared to offer X in exchange for Y."
- "How would you feel about...?"
When responding to a proposal from the other side, acknowledge it before reacting:
- "That's an interesting proposal. Let me make sure I understand it correctly..."
- "I can see the logic behind that. Our concern would be..."
- "We'd need to think about that. Could you give us a moment?"
Hedging is a key feature of professional English. Phrases like "We might be able to..." and "That could potentially work if..." give you room to negotiate without committing prematurely. Practise hedged sentences with Complete the Sentence exercises.
3. Concessions and Compromises
A core principle of effective negotiation is conditional concessions — you offer something only if you receive something in return. This is often called "if–then" language:
- "If you can commit to the full order quantity, we could offer a 10% discount."
- "We'd be willing to extend the deadline if you could increase the budget slightly."
- "If you handle the logistics, we'll cover the packaging costs."
When you need to reject an offer without closing the door:
- "I'm afraid that's not quite what we had in mind, but we could consider..."
- "We'd find it difficult to agree to those terms as they stand. Would you be open to...?"
- "That's a little more than we can commit to right now. What's the minimum you could accept?"
4. Handling Difficult Moments
Every negotiation hits difficult moments — a deadlock, an unexpected demand, or a breakdown in communication. These phrases help you navigate them professionally:
| Situation | Phrase to Use |
|---|---|
| Disagreement | "I see your point, but from our perspective..." |
| Deadlock | "It seems we've reached an impasse. Could we take a short break?" |
| Stalling for time | "That's worth considering. Could you give us until tomorrow to review?" |
| Clarifying a misunderstanding | "I think there may be a misunderstanding. What I meant was..." |
| Signalling a limit | "I have to be transparent — this is our final position on that point." |
5. Closing the Deal
When you sense agreement is near, use language that moves things forward without pressure:
- "I think we've reached a point where we can both be satisfied."
- "Shall we formalise the terms we've agreed on?"
- "Are you comfortable moving forward on that basis?"
- "Let's draw up a brief summary of what we've agreed so we're both clear."
Always confirm key points before leaving: "Just to confirm — you'll deliver by the 30th, and we'll process payment within 14 days of receipt. Is that correct?"
6. Key Negotiation Vocabulary
- Counteroffer: a response to an offer that proposes different terms
- Concession: something you give up during negotiation
- Deadlock / stalemate: a situation where neither side will move
- BATNA: Best Alternative To a Negotiated Agreement
- Bottom line: the minimum terms you will accept
- Win-win: an outcome that benefits both parties
- Leverage: power or advantage in a negotiation
- Terms: the conditions of an agreement
Drill this vocabulary with Flash Cards and reinforce it with Matching Pairs on LexFizz. See also our guide to Business English Phrases for broader workplace vocabulary.
Practise Negotiation Vocabulary
Test yourself on key business terms with free interactive exercises — no account required.
Start Quiz →7. Frequently Asked Questions
What are the most useful phrases for opening a negotiation in English?
Strong opening phrases include: "Thank you for meeting with us today. We're hoping to find a solution that works well for both sides." / "Our goal is to reach an agreement that is mutually beneficial." / "I'd like to start by outlining our position and then hear your thoughts." Setting a collaborative tone early makes the whole negotiation more productive.
How do I make a proposal in a business negotiation?
Use hedged language to sound professional rather than demanding: "What if we were to...?" / "Would you be open to...?" / "One possibility might be..." / "We would be prepared to offer X in exchange for Y." Hedging makes your proposals sound like invitations to discuss, not ultimatums.
What phrases can I use to reject an offer politely in English?
Polite rejections: "I'm afraid that's not quite what we had in mind." / "We'd find it difficult to agree to those terms." / "That's a little more than we can commit to at this stage." / "I understand your position, but we need to look at alternatives." Always leave the door open for a counteroffer.
How do I ask for time to think in a negotiation?
Common phrases: "Could we take a short break to discuss this internally?" / "I'd like to consult with my team before we commit." / "That's an interesting proposal — could you give us until tomorrow to consider it?" Asking for time is professional and shows you take decisions seriously.
What is the difference between a concession and a compromise in negotiation?
A concession is when one party gives something up without receiving something in return. A compromise is when both parties give up something to reach a middle ground. In negotiations, always try to exchange concessions ("If you can do X, we'll agree to Y") rather than making unilateral concessions, which can signal weakness.
What vocabulary do I need for discussing prices in English?
Key price negotiation vocabulary: quote, discount, markup, bulk rate, unit price, total cost, payment terms, deposit, instalment, invoice, budget, overhead, profit margin. Phrases: "Could you sharpen your pencil on the price?" / "Is there any flexibility on the rate?" / "What's your best price for an order of 500 units?"
How do I close a negotiation in English?
Closing phrases: "I think we've reached a point where we can both be happy." / "Shall we formalise that in writing?" / "Are you comfortable moving forward on those terms?" / "Let's draw up a summary of what we've agreed." Always confirm key points before ending the meeting to avoid misunderstandings.
What is BATNA and why does it matter in negotiations?
BATNA stands for Best Alternative To a Negotiated Agreement — the best outcome you can achieve if the negotiation fails. Knowing your BATNA gives you confidence to walk away from a bad deal. You might say: "We do have other options we're exploring, but we'd prefer to work with you." This signals you're not desperate without being aggressive.
How do I express disagreement professionally in a negotiation?
Professional disagreement phrases: "I see your point, but from our perspective..." / "I understand where you're coming from; however..." / "I'm not sure I fully agree with that interpretation." / "We'd like to challenge that assumption." Always acknowledge the other side's view before presenting your counter-argument.
How do I summarise what has been agreed in a negotiation?
Use summary phrases: "So to summarise what we've agreed so far..." / "Just to confirm our understanding: you'll provide X and we'll deliver Y by Z date." / "Let me recap the key points." Summarising prevents misunderstandings and creates a natural record you can refer to in follow-up emails.