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Negotiation Phrases in English: Ask, Hold, and Close

Paula, TEFL-certified business English teacher, London

Negotiation phrases in English are useful when they stay short. A long sentence you built in your own language often hides the number, the condition, or the date. The other person then has to guess what you want, and a guess is easy to push. The lines below are for six moments: saying what you want, asking where they can move, making an offer, holding a figure, trading one point for another, and closing in words you can email the same day.

Each example is a practice line set in banking, a luxury hotel, or premium car sales. Paula has worked in those fields and is a TEFL-certified teacher based in London. The lines are not a transcript of a real deal, and they do not name an employer. If you want to rehearse a negotiation you actually have, lessons are one-to-one, 45 minutes, on Zoom. A free 25-minute trial is available, and lesson packs are not a subscription.

1. Say what you want before you explain

Open with the outcome, then the reason. If the reason comes first, the number arrives late and sounds weaker.

Useful phrases

  • What I'm looking for is a lower fee.
  • The point for us is the date, not a larger discount.
  • I'd like to agree the price and the handover date today.
  • Can we start with the number, then the conditions?
  • We need two things: the rate, and when it starts.
Example · Banking
What I'm looking for is to keep the rate and reduce the arrangement fee. If the fee stays at the figure in your note, we will need a lower rate. I can explain the reason after we look at those two numbers.

2. Ask where they can move

A useful question asks for a range. “Can you do better?” is vague. “What flexibility do you have on the fee?” asks them to name a limit.

Useful phrases

  • What flexibility do you have on the price?
  • Is the date fixed, or is there room to move it?
  • Which part is firm, and which part can we discuss?
  • What would you need from us to improve that figure?
  • If we confirm this week, what changes?
Example · Luxury hotel
The group rate in your note is above the figure we can approve. What flexibility do you have on the room rate if we confirm 40 rooms for three nights? The banquet date can stay as you proposed.

3. Make an offer with a condition

An offer is a number plus what you need in return. A number on its own is an invitation to push again.

Useful phrases

  • We can offer 42,000 if handover is on 12 March.
  • If you include the service plan, we can agree today.
  • Our offer is the listed price, with the deposit this week.
  • I can move on the date if you move on the fee.
  • That works if the draft reaches us on Friday.
Example · Premium car sales
We can offer the listed price if the three-year service plan is included. If the plan is extra, we would need 1,500 off the car. I can confirm either option today.

4. Hold the number without a long apology

You can be polite and still be clear. A long apology before the point makes the listener hunt for the decision.

Useful phrases

  • That figure doesn't work for us.
  • I can't go above 42,000.
  • We're too far apart on the price.
  • I understand your position. We still need a lower fee.
  • I need to check that. I can come back to you on Thursday at 16:00 UK time.
Example · Banking
I understand the credit team has a floor. That arrangement fee still doesn't work for us. I can't recommend it internally above the figure I sent this morning. I can confirm by Thursday at 16:00 UK time if a lower fee is possible.

5. Trade one point for another

A concession with nothing named in return is a gift. Say what you will give and what you need back.

Useful phrases

  • If we agree the price, can you bring the date forward?
  • We can accept the rate if the fee is waived.
  • I'll move on the colour if the winter tyres are included.
  • You want a faster close. We want the service plan included.
  • I can accept that date. I can't accept it and the higher fee.
Example · Premium car sales
If we agree the price today, can you include the winter tyres? If the tyres stay extra, I will need a lower price on the car. I don't want to move both.

6. Close, then write the same words

The close is a summary, not a new offer. Repeat the number, the date, and what is included. Then ask if anything is missing.

Useful phrases

  • So we agree 42,000, handover on 12 March, service plan included.
  • I'll send a short note with the number, the date, and what is included.
  • Is there anything in that summary that is not right?
  • If this matches what you heard, I'll send the email today.
  • Please reply to confirm, and I'll treat that reply as the agreement.
Example · Luxury hotel
So we agree 40 rooms at the rate you just gave, arrival on 3 November, breakfast included, and the meeting room on the first morning. I'll send that in an email today. Is anything in that summary not right?

Checklist

  • The first sentence says what you want.
  • Your offer has a number and a condition.
  • You have said which figure you cannot accept.
  • Any concession names what you get back.
  • A pause has a day and a clock time.
  • The summary has the number, the date, and what is included.
  • The follow-up email uses the same words, and you can send it today.
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Questions

What are useful negotiation phrases in English?

Start with what you want, ask what flexibility they have, make an offer that includes a number and a condition, and close by repeating the number, the date, and what is included.

How do I say no to a price without sounding rude?

“That figure doesn't work for us” and “I can't go above [your number]” are clear and polite in UK business English. You do not need a long apology first.

What if I need time before I agree?

Say what you need to check, and name when you will reply. “Can I come back to you on Thursday at 16:00 UK time?” is stronger than “I'll let you know.”

Can I practise a real negotiation in a lesson?

Yes. Bring the email or the term sheet you need to answer. Lessons with Paula are one-to-one, 45 minutes, on Zoom. There is a free 25-minute trial, and packs are not a subscription. Prices are on the pricing page.

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