Six phases of negotiation (group 3)

English for Professional Purposes

Author
Affiliation

Ben Stanley

Department of Social Sciences, SWPS University

Published

September 1, 2026

Your task

For your assigned scenario, analyse each of the six negotiation phases:

  1. Identify 2-3 arguments each party would make at every phase
  2. Transform these arguments into diplomatic business English
  3. Consider how each party’s interests influence their approach
  4. Prepare to present your most challenging phase to the class

Remember to

  • Use the language examples provided for each phase
  • Balance both parties’ perspectives equally
  • Focus on win-win solutions
  • Maintain professional diplomatic language throughout

Scenario 3: Office lease negotiation

Background

Riverside Properties recently completed a £3.5 million renovation of a historic Victorian building in the city’s creative quarter, transforming it into a state-of-the-art office space with exposed brick walls, modern amenities, and a rooftop terrace overlooking the river. The location has become increasingly desirable as tech companies and creative agencies cluster in the area, driving up property values and rental prices. Digital Marketing Agency, currently operating from cramped offices in an industrial estate outside the city, sees this as an opportunity to elevate their brand image and attract both top talent and prestigious clients. The agency has grown rapidly over the past two years, winning several major accounts, but their success has been unpredictable with significant revenue fluctuations based on client project cycles. They’re also grappling with post-pandemic work patterns, as many employees prefer hybrid working arrangements. Riverside Properties has received interest from three other potential tenants, including a established law firm offering a 10-year lease, but they’re intrigued by the marketing agency’s creative profile which could enhance the building’s reputation as a creative hub. The negotiation occurs at a particularly sensitive time: commercial property vacancies in the city are at a 10-year low, giving landlords more leverage, while growing economic uncertainty makes long-term commitments risky for businesses.

PRiverside Properties

  • Commercial property owner
  • Prime city centre location
  • Recently renovated building
  • Several interested tenants
  • Prefers long-term, stable tenants

Digital Marketing Agency

  • Growing company (currently 75 employees)
  • Needs flexible space for expansion
  • Wants modern, impressive offices for clients
  • Cash flow varies with client projects
  • Considering remote work options

Key negotiation points

  • Monthly rent
  • Lease duration
  • Break clauses
  • Fit-out permissions
  • Parking allocation
  • Maintenance responsibilities

The six phases of negotiation

Phase 1: Opening and agenda setting

  • Establish a positive tone: “I’m looking forward to our discussion today”
  • Set the framework: “I suggest we begin by outlining our key objectives”
  • Confirm the agenda: “Could we agree on the main points to cover today?”
  • Suggest timing: “Perhaps we could allocate 20 minutes to each main topic”
  • Express collaborative intent: “We’re hoping to find a solution that benefits both parties”

Phase 2: Information exchange

  • Use open questions: “Could you tell me more about your requirements?”
  • Show active listening: “If I understand correctly, your main concern is…”
  • Seek clarification: “I’m interested to know why that particular aspect is important to you”
  • Provide information clearly: “Our position on this matter is based on three key factors”
  • Use connective adverbials: “Additionally, we need to consider the timeline implications”

Phase 3: Bargaining and proposals

  • Make offers: “We would be willing to reduce the price if you increase the order volume”
  • Suggest alternatives: “Perhaps we could consider an alternative payment schedule”
  • Use conditional structures: “If you can commit to a three-year contract, we could offer preferential rates”
  • Express possibilities: “One approach might be to phase the implementation”
  • Signal flexibility: “We’re open to discussing various options regarding delivery terms”

Phase 4: Managing objections

  • Acknowledge concerns: “I understand your hesitation regarding the timeframe”
  • Seek to understand: “Could you explain which aspect of the proposal concerns you most?”
  • Respond constructively: “Let me address that concern by explaining our quality assurance process”
  • Offer reassurance: “We can certainly provide references from similar clients”
  • Suggest compromises: “What if we were to include quarterly review meetings at no additional cost?”

Phase 5: Reaching agreement

  • Summarise points of agreement: “So far, we’ve agreed on pricing, delivery schedule, and support terms”
  • Resolve remaining issues: “Regarding the payment terms, would net-30 be acceptable?”
  • Confirm details: “To confirm, we’ll deliver the first shipment by March 15th”
  • Check for completeness: “Are there any other aspects we should address before finalising?”
  • Express positive sentiment: “I believe we’ve found a solution that works well for both companies”

Phase 6: Confirming and concluding

  • Summarise the final agreement: “Let’s review what we’ve agreed upon today”
  • Outline next steps: “We’ll send the revised contract by Friday for your review”
  • Assign responsibilities: “Our legal team will prepare the documentation”
  • Set timelines: “We aim to begin implementation within two weeks of contract signing”
  • Express appreciation: “Thank you for your collaborative approach to these negotiations”

Useful diplomatic phrases

Making proposals

  • “We’d like to suggest…”
  • “What if we were to…”
  • “Have you considered…”
  • “One possibility might be…”
  • “We could explore the option of…”

Responding to proposals

  • “That’s an interesting suggestion…”
  • “We appreciate your proposal, however…”
  • “We see the value in that approach…”
  • “Perhaps we could modify that slightly…”
  • “We’d need to consider the implications of…”

Expressing disagreement diplomatically

  • “I see your point, although…”
  • “While we understand your position…”
  • “That’s one perspective, however…”
  • “We have some concerns about…”
  • “From our point of view…”

Finding middle ground

  • “Perhaps there’s a compromise…”
  • “What if we met halfway on…”
  • “Could we find a solution that addresses both…”
  • “Let’s explore what would work for both sides…”
  • “Is there a way to accommodate both our needs?”

Moving forward

  • “Shall we move on to discuss…”
  • “Now that we’ve agreed on…”
  • “The next point to consider is…”
  • “Building on what we’ve established…”
  • “Let’s turn our attention to…”