into “how to use polite language appropriately to express favorable news, unfavorable news and neutral news” in detail. To answer this question, analyses will be given in the following paragraphs.
3. 1 Polite expression of favorable news
The favorable news is the information that makes other people delighted or benefits them indirectly and it includes the news of pleasure, gratitude, promise, etc. For example:
(10)We?re only too pleased to help you in any way we can.
(11)Thank you for your cooperation. I?m glad our talk has finally come to a successful conclusion.
(12)Congratulations! I hope this will be the prelude to better cooperation. (13)We do appreciate your efficiency and foresight.
(14)We certainly know that you?re well-experienced in the business of household electric appliance and you indeed have made great effort to push the sale of our products.
In the above sentences, the negotiators express respectively and appropriately their pleasure, gratitude, wish, and the praise, acknowledgement, and promise towards the counterparts, which is important in negotiations for the reason that it is the requirement of being polite and can show the negotiator?s grace.
3. 2 Polite expression of unfavorable news
In contrast with the favorable news, unfavorable news means the information or events, expressed by one side that may depress the other side. In international business negotiations the expressions of claim and failure of delivery are both the typical unfavorable news. We can see from the following sentences which respectively show the negotiator?s apology, regret and inability.
(15)We regret for the loss you have suffered and will agree to compensate you by ﹩10,000.
(16)But unfortunately in the offer you ask for payment by irrevocable letter of credit at sight as per the previous shipments.
(17)To be honest, we cannot absorb as much quantity as l00,000 metric tons of the subject goods.
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Compared with the expression of favorable news, the polite strategy seems to be more important in the process of expressing the unfavorable news. Without the support of polite language, the negotiators are more likely to hurt the feelings of counterparts with the result of producing conflicts and then causing the ultimate failure of negotiations. Besides, to use polite language to express unfavorable news requires more techniques than to express favorable news. As for that, we?ll describe in the following aspects.
3. 2. 1 Adoption of softened expression
Softened expression is usually indirect and inoffensive. In international business negotiations, by using softened expression the negotiator can effectively avoid emphasizing himself/herself and soften the tone in case of hurting the opponent so as to create a harmonious atmosphere. For example:
(18) a) This payment arrangement is out of the question.
b) I?m afraid this payment arrangement is unacceptable to us.
(19) a) We need to try out a period of cooperation to see if you can build up a large turnover in the coming year.
b) It is better for us to try out a period of cooperation to see if you can build
up a large turnover in the coming year.
(20) a) We demand immediate delivery from you , otherwise , we must refuse your offer.
b) We request your immediate delivery. If the immediate delivery is not
materialized, we regret that we are unable to accept your offer.
In examples (18) and (19), the second sentences are softer than the sentences compared respectively. The expressions such as “I?m afraid”, “It is better for us” are both softened expressions. In example (20), by comparing two sentences, we can find such expressions as “demand” and “we must refuse” have been substituted respectively with “we request” and “we regret that we are unable to accept” and the latter seem to be softer and more acceptable by others. 3. 2. 2 Application of empathic technique
Empathy is imaging how opponents feel. In business negotiations, if used honestly, it will improve the bargaining climate by showing that you understand and
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care about the opponent?s problems. If used skillfully, it will fool opponents into thinking you care about their problems so that they will reciprocate. The main empathic technique is to look from the opponent?s point of view. For example:
(21) a) We don?t refund you if the returned item is soiled and unsalable.
b) We gladly refund you when your returned item is not soiled and salable. Compared with sentence a), sentence b) appears as if the negotiator takes much more the opponent?s interests into consideration which, of course, will help him win the opponent?s good feelings. The following sentence b) is another example:
(22) a) Your offer is warmly appreciated. But, we regret to inform you that we are unable to find a ready market for the items you mentioned.
b) We appreciate your offer and hope that next time we may be of further
help to you in finding a ready market for the items you mentioned. 3. 2. 3 Giving partners a face
The so-called “giving partners an out” is another expression of “saving partners? face”. In international business negotiations, every side must learn to respect each other. Even when negotiations come to a deadlock, the negotiator is also supposed to try to make allowances for the opponent and save the opponent?s face. What must be avoided is to press hard on the opponent. The strategy of “giving partners an out” is very important in maintaining the friendship between the two sides in the process of negotiations[10]. Two examples are as follows:
(23) A: In the long run your market will never grow, not until you have an agent.
B: Thank you for your advice. I quite see your point. We?ll consider your
suggestion when a chance serves.
(24) We know where you are about the quality and quantity of your products. In example (23), maybe B is not interested in the A?s suggestion at all, however B doesn?t reject A?s suggestion directly. Instead，by using the sentence of “we?ll consider your suggestion when a chance serves” B has saved the opponent?s face. As for example (24), the speaker bears in mind the bad quality and shortage of quantity of the opponent?s products; however, instead of saying something sharp in other?s presence, he/she only drops some hints through the language “where you are” just to save the opponent?s face and avoid a direct verbal conflict.
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3. 2. 4 Adoption of passive voice
Passive voice is often vague by way of the omission of the agent. Then there is much more possibility to guess who is responsible for the deeds. It is possible to be the speaker, or the superior or someone else in charge. Even though the speaker refers to the opponent, in his/her mind, passive voice seems more polite especially when the speaker thinks the opponent gets wrong in some regards. The second sentences in the following two examples are the representatives of using passive voice.
3. 3 Polite expression of neutral news
The expression of the neutral news emphasizes mainly on the basic features of international business negotiations such as decent, precise, brief, professional, etc. And as far as the polite expression of neutral news is concerned, two points will be given.
3. 3. 1 Changing commanding tone into requesting tone
As for this case, we usually adopt the interrogative mood instead of the imperative mood which will make our expression more polite. For example:
(27) Could you advance the time of delivery to September? Our clients are in urgent need of the goods?
(28) May we know what special advantages you have to act as our sole agent? (29) Would you please leave me the price list so we can reconsider your offer? 3. 3. 2 Using the past subjunctive form
The past subjunctive form can be used to express a mild tone and polite feelings so as to promote the effect of negotiations. For example:
(30) Our present order comes to only ＄200,000, which is only a small part of your annual production . You should not have financial problems producing the machinery we wish to buy.
(31) We would ask you to have a direct shipment.
(32) You might make shipment a little later, that is, by June 10.
In the above sentences, for the reason of having used respectively the expressions of “should not have”, “would ask”, and “might make”, these sentences seem to be more polite.
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4 Correct usage of decent language
In the register of international negotiations, the characteristics of language are obviously different from that of other application-oriented languages. To be acquainted with the basic characteristics of international business negotiation and to use the language appropriately and skillfully are both the necessary requirements for a qualified negotiator. The expatiation of using decent language will be given in the following aspects:
4. 1 Adoption of professional expressions
International business negotiations take place in a formal register and the communication in international business relies much on the application of professional expressions.
4. 1. 1 Using expressions of legal language
The ultimate objective of international business negotiations is to reach an agreement and sign a contract which is a legal document. So it is necessary for the negotiator to choose the accurate and standard expressions, that is, the formal legal language, in the process of formation of the final contract. For example:
(33) This contract shall commence on this date. (34) We must complete the order within this week.
(35) We regret to inform you that we cannot grant you long-term credits. Compared with the words “begin”, “finish” and “allow”, the words “commence”, “complete” and “grant” are more formal. In EGP (English for general purpose), we are accustomed to use the words “begin”, “finish” and “allow”. But in the formal legal English, the words “commence”, “complete” and “grant” are more suitable. Here are the comparisons between some formal legal words and their substitutes in EGP:
Amend---change Attain---get Cease---stop
Hereunder---following Penalty---punishment
Assist---help Attempt---try Commitment---promise Liable---responsible Title---ownership
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