Welcome to part three of Talaera’s HR Series on how to attract top talent. The two previous posts were all about writing strong job descriptions and running successful interviews, and here we will cover negotiations with your potentially new employee. This part of the hiring process is not easy in your native language, and much less so if you have to negotiate in a language in which you don’t feel 100% confident.
The most effective way is to practice with a teacher 1-on-1, but this post can give you a first push. In the quest of the perfect candidate, you will probably have to negotiate salaries and communicate perks and benefits, and that’s exactly what this post is about, with over 80 words, phrases and expressions. and easy-to-apply communication tips.
This series is inspired by our non-native HR students and is based on the most effective tips we have found to help boost their communication skills.
“Some candidates try to negotiate their salary and/or benefits, and I don’t know exactly what to say. “
“Sometimes there is some room for negotiation, but sometimes we are offering them the maximum. How can I communicate this effectively?”
“How can I talk about compensation, holidays, social benefits, and RSUs?”
Can relate to any of the above? Then this guide will really help you overcome these challenges. Before we move on to the words and phrases, let’s start with some general communication tips.
I. General communication tips
1. Read part 2 of this guide
Although Part 2 of our HR series is about running a successful interview, it includes loads of great tips that directly apply to negotiation. Learn how fillers, indirect questions, and many more great language tips can really boost your fluency. It only takes around 10 minutes to read and it is definitely worth it.
2. Keep your communication diplomatic and polite
In English-speaking cultures negotiating salary and benefits is considered a delicate topic. This means native speakers try to use specific kinds of phrases and words to help keep the conversation polite and diplomatic. Although this can be a headache for you as a recruiter, answering indirectly will make communication smoother and the candidate feel more comfortable.
Polite and diplomatic word choices:
Rather than simply saying “The salary is $80,000” you can add indirect questions to the end of your phrases such as:
Would that work for you?
How would you feel about that?
This helps keep the tone more diplomatic. Again, review indirect questions in part 2 for some extra tips.
3. Create your own cheat sheet
A cheat sheet is simply a list of words and phrases that commonly occur that you can use when you need to.The word lists and phrases in this guide are available to download, but we also encourage you to make your own specific word lists, as each company is different.
How to make a cheat sheet:
1) Gather all the words and phrases you need to know
2) Check any you are unsure of with a native speaker or a professional English teacher
3) Add meanings and examples to help you remember them
3) Use the sheet when you forget a word or phrase
4) As you progress, try and use the cheat sheet less and less
II. Negotiation Vocabulary (Words, Phrases, Idiomatic Expressions)
The words and phrases in this guide are not exhaustive. Each job has very specific perks and benefits and we have focussed mainly on the financial aspects of negotiation as this was most requested by our students. To get the most out of this vocabulary section, we recommend starting with the simple salary, benefits and negotiation word lists. Once you feel comfortable with these, move on to the more complex phrases.
1. Salary Word List:
These basic salary terms should be familiar. But we invite you to try them with different examples to refresh your memory. Note that using the “would” form with these words helps keep your communication polite.TermMeaningExamplebase salarysalary excluding any bonuses or extrasTypically, we offer around $60,000 in base salary for junior positions.starting salarythe amount of pay an employee receives when they start the jobYour starting salary would be $75,000.compensationsalary usually including benefits such as stocks or stipendsYour compensation would also include a commuter allowance, signing bonus and equity.salary banda range of salary amounts. Usually narrow or wideThe salary band for this role is $60-80k. We feel this is a wide salary band.x-figure salary (5-figure, 6-figure)to describe the salary amount in terms of numbers, e.g. 100,000 is a 6-figure salaryTo join the company I would require a six-figure salary.net salarysalary after taxes/deductionsYour net starting salary would be $60,000.gross salarysalary before taxes/deductionsThe gross salary for this role is $100,000.
2. Perks and Benefits Word List:
This list is non-exhaustive but does feature some of the most common benefits offered to candidates. Try and learn this with an example for each. Which of these apply to your company? Why not make your own cheat sheet with any examples that are missing!TermMeaningExamplesigning bonusan amount of money paid when a candidate signs a contractMost hires at our company do receive a signing bonus.stocka stake in a companyAll new senior hires receive an amount of stock in the company.year-end or performance bonusan extra amount of compensation given at the end of the year based on performanceIn this role you would be eligible for a 10% performance bonus.commuter benefitsan allowance given for traveling to and from the workplaceIf you live further than 10 miles away, you will be eligible for commuter benefits.relocation expensesan allowance to cover the cost of moving to a new city for the jobWe do offer relocation expenses up to a total amount of $5,000.equipment stipendan allowance for equipment such as computersWe have a fixed equipment stipend in place.educational stipenda training allowanceAll our employees receive an educational stipend of $2,000 a year for personal development.childcare stipendan allowance for parents to cover childcare costsAll employees with children are entitled to our childcare stipend.extra vacation timeadditional days off workAs part of our offer, we are prepared to add an extra two day’s vacation.later start datestarting later than scheduledI would be happier with a later start date.sharesstocks in a companyWe would issue you with 100 shares in the company when you join.Restricted Stock Units (RSUs)a type of stock or share in a company, usually with a specific condition attached, typically that they can only be sold after a certain amount of timeOn joining, we would offer you 1,000 RSUs at the current price of $10 a share.stock optionsstock in a companyAs part of my counter-offer, I would like to negotiate some stock options.equitystock in a company, usually given as a percentageAs one of the first 20 people to join the company, you would receive 0.5% equity.market valuethe current value of a company’s stockOur market value is currently $10 a share.
3. Negotiation Word List:
These words will help you refine your communication when negotiating with candidates. Note if you feel that some of these are unfamiliar, try and listen out for when your colleagues use these phrases. You’ll be surprised how often you hear some of them.TermMeaningExampleinitial offerthe first offer made to a candidateOur initial offer comprises 70k in base, stock options and a signing bonus.counter-offeran offer made in response to a previous offer including changesOur counter-offer includes a signing bonus.proposalanother word for ‘offer’Are you prepared to accept our proposal?salary expectationsthe salary a candidate expects to earnWhat are your salary expectations for this role?ballpark figurean estimated amountCan you give me a ballpark figure for your starting salary expectation?starting pointbeginning of a negotiationWell, $70,000 in base salary is a great starting point, but it’s a little lower than my expectations.to lowball/ highballto make an offer much lower or higher than expectedI feel like the candidate is high balling us to try and get a better package.deadlockwhen the parties cannot reach an agreementWe seem to have reached deadlock with the negotiations.bottom linethe most important factor or pointThe bottom line is we really want to hire you.leveragethe strength of your negotiating positionWith his 10 years’ of experience, she really has a lot of leverage for this position.deal-breakera very important or essential condition to a contract which, if unresolved during the negotiations, would cause one party to pull out of the dealThe commuter allowance is a real deal-breaker for me.starting datethe date a candidate starts work with the new companyWe would love to agree a starting date with you as soon as possible.amendmenta change to somethingWe have made an amendment to our initial offer.
4. Negotiation Phrases:
Now you have mastered the word lists, we are moving on to full phrases. This first group are standard phrases used when making an offer to candidates.PhraseMeaningExampleto extend an offerwhen a company offers a candidate a jobWe would like to extend to you an initial offer.to rescind an offerwhen an offer is canceledDue to unforeseen circumstances, we will have to rescind the offer.to vest shareswhen shares are able to be soldYour shares will vest in 4 years’ time.to make a counter-offerto make a new offerWe are more than happy to make you a counter-offer.to decline an offerto not accept an offerUnfortunately, our first choice for the role declined the offer.to weigh up the optionsto review all the optionsThis offer is really great but I need a couple of days to weigh up my options.to reach an agreementto agree on somethingI’m so glad we could reach an agreement on the base salary.to be lower/ higher than expectationswhether an offer is above or below what a candidate wantsI have to say that the net salary is a little lower than my expectations.to make a final decisionto decide whether to take the jobBased on that information I am now able to make my final decision.to improve on an offermake an offer more attractiveWe can improve on our initial offer.to iterate on an offermake another offerIf necessary we will iterate on our initial offer.
5. Idiomatic Expressions:
Now it’s time to have some fun! Use these expressions below to really sound like a native speaker. We know from our students that these phrases can seem a little weird or counterintuitive. So, to boost confidence, we recommended talking them through with a friend or a native-English teacher before using them in real interviews.PhraseMeaningExampleThe offer is still on the tablewhen an offer is still availableWe know you have had interest from other companies, but our offer of 80k base salary is still on the table.a company exitsa company is acquiredInstagram exited for $1 billion.We can do…an informal and friendly way to agree to a candidate requestI have talked with the rest of the team, and we can do the 5k signing bonus.We are not able to do…a casual way to decline a candidate requestWe are not able to do 2% in equity. However, we could do 1.5%.to have interest from other companieswhen other companies want to hire a candidateWe are aware you have interest from other companies, which is why we would like to improve on our initial offer.to be interviewing for other rolesto have interviews with other companiesAre you interviewing for other roles at the moment?to shop an offer aroundwhen a candidate takes an existing offer to another company for more leverageIt’s really important to us that, once we make an offer, candidates do not just shop it around.to arrive at a numberto come up with a salary figureWe have arrived at the following number: $100,000. Would that base salary be acceptable to you?We have taken that on boardwe have acknowledged somethingWe have taken it on board that the commuter stipend is a deal-breaker for you.We have looked at the numbers and…to review a financial requestWe have looked at the numbers and we cannot increase the salary any further.to meet in the middleto compromiseIf you could meet us in the middle at 100k, then we would be happy to sign you.I would sign today if…a condition where the candidate would decline all other offers and sign with a specific companyI would sign today if you could do 120k in base salary.to drop an offerto decline an offerI am happy to drop all other offers based on your proposal.to tie up loose ends at my/your old companyto conclude employment in an organized wayI think I would need around 4 weeks to tie up all the loose ends at my current company.to come aboardto join a companyWe would love you to come aboard at the end of the month.Would that work for you?used to ask a candidate if they would accept an offerWe could do 85k with 1% equity. Would that work for you?What number were you thinking of/did you have in mind?used to ask what amount a candidate expectsRegarding the signing bonus, what number did you have in mind?We will see what we can do about that.polite way of saying you will review a requestWe will see what we can do about the equity package.Let me chat with my colleagues about thatpolite way of saying you will review a requestLet me chat with my colleagues about the signing bonus.We will come back to youpolite way of saying you will review a requestWe will come back to you about the RSUs.We understand that is important to youacknowledging a point the candidate has madeWe understand the childcare allowance is important to you.Let me come back with a fresh offerstating you will make a new offerBased on your feedback, let me come back to you with a fresh offer.to pull some stringsto make something happenLet me see if I can pull some strings and increase the signing bonus to 10k.to go higherto increase an amountCould you go any higher with…?I’m sorry but we cannot go any higher than our previous offer.to turn an offer/ proposal downto reject an offerThe candidate rejected Uber’s offer and signed with us.to be a tough decisiona difficult decisionIt’s a really tough decision. I need to weigh up all the options.to be on the same pageto be in agreementI think we are on the same page regarding compensation.At this stage in the negotiationsto describe how close to the beginning or the end of negotiations you areAt this stage in the negotiations, we would like to make you an initial offer.to bring something to the tableto have a particular ability or level of experienceShe brings 5 years’ experience in data science and a Master’s to the table.to keep your wordto complete an action that was promisedThe candidate kept their word and signed the initial offer.We might be able to work on… if you could…offering to change a condition if a candidate also changes a conditionWe might be able to work on our offer if you agree an early starting date.In exchange for…, would you agree to…?offering to change a condition if a candidate also changes a conditionIn exchange for a higher signing bonus, would you agree to drop your other offers?ASAP“As soon as possible.” Pronounced like the letters A-S-A-P.We would love for you to join us ASAP.
Remember to download this word list to use in your negotiations! Download PDF vocabulary list for negotiations
III. A few advanced tips
1. Listen out for contractions: Native speakers love to shorten phrases. Listen out for contractions such as these:
100k in base = $100,000 in base salary
75k net = $75,000 net salary
Usually they are based on the longer expression so, if you know that, you can work out the meaning. And don’t be scared of them. Once you have mastered the meaning, you can use them yourself.
2. Combine the idiomatic phrases with fillers, indirect forms, and “we/our/us” forms: Combine the idiomatic phrases above with the fillers from part 2 of this guide. Remember, when talking on behalf of the company, use the we/our/us forms. Finally, adding “would” forms as indirect questions keeps your communication polite. Check out this example:
“Actually, we looked at the numbers and have arrived at 100k in base salary. We think this corresponds to your level of experience and what you bring to the table. Would you be happy to sign with us based on this offer?”
Note the use of the filler “actually”, the “we” form and the “would” form at the end. If you can combine phrases like this, you are well on your way to sounding like a native speaker!
IV. Use this guide to boost your language confidence
We hope this guide will help boost your language confidence when negotiating salaries and communicating benefits. Our students working in HR have had some fantastic results by following the tips in this four-part guide, and we are sure you will too!
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