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Read ArticleNegotiation Phrases That Work
Master the language techniques that actually get results in real business conversations
Why Your Words Matter in Negotiations
Negotiation isn’t about being aggressive or overly polite. It’s about saying the right thing at the right moment. The phrases you choose can shift an entire conversation — turning pushback into agreement, confusion into clarity, and standoffs into solutions.
We’ve gathered the most effective negotiation phrases used in Canadian business environments. These aren’t theoretical talking points. They’re practical language patterns that work because they acknowledge what the other person needs while protecting your interests.
Setting the Tone: Strong Opening Phrases
The first 30 seconds establish whether you’ll be heard as collaborative or confrontational. These opening phrases build credibility without sounding desperate.
“I appreciate your time today.”
Simple but powerful. It acknowledges that they’ve given something valuable — their attention. This immediately puts you on equal footing rather than asking for a favor.
“Let’s find what works for both of us.”
This frames the negotiation as problem-solving, not winning. It tells them you’re not there to squeeze them, which often makes them less defensive about their own interests.
“I’d like to understand your perspective on this.”
Asking before telling. People listen better when they’ve been heard first. This phrase also buys you time to think while they talk.
When They Push Back: Responding Without Backing Down
Resistance is normal. Don’t take it personally. These phrases acknowledge their concern while keeping momentum on your side.
“I hear what you’re saying. Here’s what I’m seeing though…”
This validates their position without agreeing with it. The word “though” creates a pivot point where you introduce new information they might not have considered. It’s respectful but firm.
“What would need to change for that to work?”
Instead of accepting “no,” you’re asking what conditions would turn it into “yes.” This shifts the conversation from rejection to problem-solving. They often reveal their actual concerns when you ask this question.
“I understand that’s a concern. Let me show you why it won’t be an issue…”
You’re not dismissing their worry — you’re addressing it directly. This is much more effective than “don’t worry about it” or “that won’t happen.” People want their concerns taken seriously.
Proposing and Anchoring: Language That Sets Expectations
How you present an offer matters as much as what the offer is. These phrases frame your proposal in a way that sounds reasonable and well-thought-out.
“Based on what we’ve discussed, here’s what I’m proposing…”
This connects your offer to the conversation you’ve already had. It doesn’t come out of nowhere. You’re showing the logic behind your proposal, which makes it easier to accept.
“This is how we can both benefit from this approach…”
Don’t just list your benefits. Explicitly spell out what they get. People are much more likely to move forward when they can see the advantage clearly. Make it obvious, don’t assume they’ll figure it out.
“I can do X, but I’d need Y in return.”
This creates balance. You’re not just giving — you’re also receiving. It’s straightforward and fair-minded. People respect this approach because there’s no hidden agenda.
Sealing the Deal: Phrases That Finalize Agreement
You’re close to agreement. Don’t fumble it now. These closing phrases confirm what you’ve both decided without leaving room for backtracking or second-guessing.
“So here’s what we’ve agreed to…”
Recap the agreement clearly and specifically. Use numbers, dates, and concrete details. This isn’t just polite — it prevents misunderstandings that could derail the deal later. Both people need to be on exactly the same page.
“I’m pleased we could work this out together.”
This acknowledges it was a collaborative effort, not a win-lose situation. People remember how you made them feel. End on a note of partnership and you’ve built a foundation for future dealings.
“I’ll get this in writing and send it over today.”
Momentum. Don’t wait. Getting the agreement documented quickly shows professionalism and prevents either party from having second thoughts. It also protects both of you legally.
Phrases to Avoid: Common Language Mistakes
These phrases undermine your position faster than you’d think
“I’m sorry, but…”
Apologizing before stating your position weakens it. You’re not apologizing for having a perspective. Drop the “sorry” and lead with your point instead. Confidence matters.
“Maybe we could possibly…”
Hedging language makes you sound uncertain. Words like “maybe,” “possibly,” and “perhaps” suggest you don’t actually believe in what you’re proposing. Be direct. If you’re offering something, own it.
“That’s just how we do things.”
This shuts down conversation. It’s defensive and suggests you haven’t thought about why you do something. Explain the reasoning instead. People accept limitations better when they understand them.
“I’m not sure if this will work, but…”
Lead with doubt and they’ll be skeptical before you finish speaking. If you’re proposing something, believe in it. If you don’t, why should they? Either commit to your idea or don’t bring it up.
Putting It All Together: A Real Conversation Example
Here’s how these phrases actually flow in a real negotiation. This is a salary discussion, but the structure works for contracts, projects, and vendor agreements too.
Opening:
“I appreciate your time today. I’d like to discuss the role and make sure we’re aligned on what success looks like.”
After hearing their position:
“I hear what you’re saying about the budget constraints. Here’s what I’m seeing though — based on the market rate for this role and my experience, a range of $X to $Y makes sense. What would need to happen for that to work?”
When they push back:
“I understand that’s a concern. Let me show you why this investment pays for itself — we’re talking about reducing turnover, faster project delivery, and less time spent training. Those have real financial impact.”
Proposing a compromise:
“I can start at $X with a 6-month review, and if we hit these specific targets together, we’ll revisit the number. This is how we can both benefit — you get to assess my performance, I get the opportunity to prove my value.”
Closing:
“So here’s what we’ve agreed to: I’m starting at $X with benefits outlined in the offer, and we’ll have a performance review in 6 months. I’m pleased we could work this out together. I’ll get the offer in writing and send it over today.”
Key Takeaways: The Three Rules of Negotiation Language
01
Be Collaborative, Not Confrontational
Frame discussions as problem-solving where you’re working together, not competing. This changes how they listen to you and respond to your proposals.
02
Show Confidence Without Arrogance
Avoid hedging language and uncertainty. Own your position while staying open to theirs. This balance is what makes people take you seriously.
03
Make Everything Specific and Documented
Recap agreements with exact numbers, dates, and details. Follow up in writing immediately. This prevents misunderstandings and protects both parties.
Important Note
This article provides educational information about negotiation techniques and business English language use. The phrases and strategies shared are general guidance based on common professional practices. Every negotiation is unique, and outcomes depend on many factors including industry norms, organizational policies, and individual circumstances. For significant negotiations involving legal, financial, or contractual matters, it’s recommended to consult with relevant professionals or legal advisors. The effectiveness of any communication approach varies based on context, relationship, and how these techniques are applied authentically.
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