does the appropriate language in international business negotiations require, which can be considered as evaluating standards of language in this register. We finally find six requirements for the appropriate language in international business negotiations[2].
a) The negotiator?s language should get opponent?s attention ; b) The negotiator?s language should enthuse—not confuse ;
c) The negotiator?s language should fit the circumstances of the negotiation ; d) The negotiator should avoid words that tend to polarize the opponent?s thinking ;
e) The language used should not be too formal or scholarly but should be sincere ;
f) The negotiator should tailor his language to suit his opponent?s language. To observe the six requirements, we need to apply vague language, polite language and decent language skillfully, and sometimes to pay more attention to the organic combination of the three kinds of languages. More detailed description of the three kinds of languages will be given in the following sections.
2 Correct usage of vague language
Vagueness and precision are the basic attributes of the human beings? language. In the past, people have emphasized much more on the importance of precision in the application and research of language[3]. They were inclined to consider the clearness and precision of expression as the ideal realm pursued by the language users. However, the precision is not the only attribute that dominates the mankind?s cognition and language while vague language is not dispensable either. On the contrary, vague language is a necessary and effective instrument of communication for mankind. In international business negotiations, the features of language intercourse are reflected much more on the precision, nevertheless the skillful use of vague language can help us achieve an unexpected positive effect .Vague expression can, undoubtedly, not only improve the negotiating climate, thereby helping the negotiation go on smoothly, but also sound the opponent out about the question, in an effort to know the other?s real intention. Besides, by using vague expression, the negotiator can seek and enlarge the common points, hoping for the ultimate
6
agreement[4].
Joanna Channell had put forward the communicative effects arising from using vague expression[5]. They are summed up as follows:
a) Giving the right amount of information ; b) Deliberately withholding information ; c) Using language persuasively ; d) Lexical gaps ;
e) Lacking specific information ; f) Displacement ; g) Self-protection ; h) Power and politeness ; i) Informality and atmosphere ; j) Women?s language ;
When vague language is used in the register of international business negotiations, these effects will be reflected in the following aspects.
2. 1 Authorization limited
In the process of international business negotiations, we are usually asked about the questions that we are unable or unwilling to answer due to the limit of authority. Under the circumstances , it is better for us to use vague language which can help us get more time to consider, make the opponent concede and reserve our rights to modify the previous oral agreement[6]. For example:
(1) A: I?ve agreed to compromise and meet your 5,000 pieces. So we?ve got a deal, right?
B: As far as I?m concerned, we do. But first, of course, I have to check with my boss.
(2) As for the problem of specification modification, I?m afraid it?s difficult for me to give you my opinion right now. Because this is not a problem of my own institute only, but relates to other factories in connection with the product. However, if you can add another 5% of the total products to be sold in your own country, I shall try my best to meet your requirements by reporting to the department concerned and consulting with other relevant factories.
7
(3) A: I?m glad we have solved the problem of our shortage of foreign exchange. I believe such an arrangement will benefit both sides.
B: Sure. But I?ll have to discuss with the manager first. I?ll give you a reply
in a day or two.
In example (1), we do not know whether B really has to check with his/her boss, but we do know that by invoking the strategy of authorization limited, he/she leaves himself/herself more time to consider the deal. As for example (2), we also don?t know whether the so-called “other factories” really exist or the speaker will report to the department concerned and consult with other relevant factories. Maybe the limit of authority is just an excuse that the speaker takes advantage of to make the opponent concede, that is, adding another 5% of the total products to be sold in the opponent?s country. From the example (3), we can see that the two sides have reached an initial agreement, but not a final agreement. We don?t know whether B will discuss with the manager, but by using vague expression in this case, B not only shows his/her agreeing attitude but also reserves his/her rights to modify the previous agreement.
2. 2 Avoidance of direct utterance
In our daily life, using blunt and direct language is likely to put us in the trouble of communicating with other people because it is more likely to cause conflicts. In the same way, in the international business negotiations the occurrence of deadlocks is also very easily caused by the use of blunt and direct language[7]. To avoid the occurrence of conflicts and to create a harmonious atmosphere, the negotiator should avoid using direct language but try to use vague language appropriately instead, which will seem to be more workable. For example:
(4) I don?t think the end-user would accept your price. We are not playing in the same ball park at this price.
(5) If you insist on your payment terms, I?m afraid I can’t give you the thumbs up right now.
(6) We appreciate your good intention and your efforts in pushing the sale of our down coats. But I must say your proposal has come as a surprise to us.
In the above sentences, “not play in the same ball park”, “can?t give you the thumbs up” and “come as a surprise to us” are all vague expressions. Compared with
8
direct language, in these examples the use of vague expressions can help us avoid offending the counterparts and achieve the effect of keeping friendship even if the deals fail through.
2. 3 The requirement of persuasion
Among the communicative effects of vague language summed up by Joanna Channell, one is using language persuasively[8]. In the process of international business negotiations, we are not always in the position of finding the accurate information or not willing to give mouth to the details to persuade the counterparts and thus vague language will play the main role in persuading the counterparts. For example:
(7) I think the 10% commission we ask for is reasonable. You know there is keen competition in this line and some of your competitors have already established their market there. So at the beginning we have to do a lot of work to overcome sales resistance.
(8) The world market for this item shows an upward trend. There is every indication of a further rise in price in the near future.
The phrases in the above sentences such as “keen competition”, “some of your competitors”, “a lot of work”, “an upward trend”, “every indication of a further rise” and “in the near future” are all vague expressions. Although these vague expressions only give us some general information, they also have the power of persuasion. In example (7) The vague expressions are used to persuade the counterpart to agree “10% commission we ask for is reasonable” while the vague expressions in the example (8) are serving for persuading the counterpart to accept the present price.
2. 4 The requirement of self-production
According to the conclusion made by Joanna Channell, the self-production is one of the communicative effects of vague language. International business negotiations involve a complicated process. Sometimes we are unable to answer the questions posed by the counterpart not for the sake of limit of authority but by reason of inadequate capacity or inconveniently giving answers. In this case, the failure of answering the question is likely to put us in an embarrassing situation. By using vague expression, we can deal with such situation easily with the effect of saving face and
9
protecting ourselves. For example:
(9) A: How long does it usually take to send us your return sample?
B: About two weeks. We?ll pass your sample on to the manufacturer as soon
as we receive it. The manufacturer may usually need a week or so to complete the return sample. Then we?ll send it to you for confirmation. Once we’ve got your confirmation, we?ll inform the manufacturer and they?ll start the production.
From the answer of B, we can see that the expressions concerned with time such as “about two weeks”, “a week or so”, “once we?ve got your confirmation” are all general information. Although it is difficult for B to give some accurate time, he/she must give a satisfactory answer to A. Otherwise, if B had just tried to avoid answering the question at the very beginning the question had been put forward, his/her sincerity of cooperation would have been questioned by A and it is possible that B would have put himself/herself in a passive and embarrassing position. To avoid the occurrence of such situation, we can turn to vague language for help. By using vague language, B has not only answered A?s question, but also made a flexible promise by giving A some unfixed time.
3 Correct usage of polite language
The correct use of polite and considerate language will greatly promote the effect of negotiations and accelerate the realization of negotiating goals. A refined and courteous speech can make yourself set up an honest and enthusiastic image with good artistic appreciation and professional ethics in the eyes of your counterpart who will be glad to cooperate with you and serve you wholeheartedly[9]. So it is very important to use polite language appropriately in international business negotiations. How can we use polite language appropriately and skillfully? To this question, we will give answers with special reference to the language?s expressive function.
People are always showing up their positions, views, feelings, etc. unconsciously when they use language, which is what we have called “the language?s expressive function”. The information expressed by us can, according to different attributes, be divided into three types: favorable news, unfavorable news and neutral news. So the question “how to use polite language appropriately and skillfully” will be changed
10