Modal Verbs for Negotiation | Viva Vox Education

What You Will Learn

This mini-course focuses on six modal verbs that are essential for professional negotiations: might, could, can, would, should, must. You will learn how to choose the right modal to match the situation, the relationship, and your strategic intention.

Who Is This Course For?

This course is for professionals who want to negotiate more effectively in English. Whether you are preparing for a business meeting, discussing a contract, or proposing a new idea to your team, the language of negotiation requires precision and tact.

This course can be studied independently or as a companion to English Energy: Strategic Communication for Leaders. See also: Beyond "Maybe": Precision in Business Communication (same modals, different function).

Course Structure

1 Discover the Meaning: analyse real examples from negotiation contexts

2 Study the Form: understand the structure and grammar rules

3 Practise Pronunciation: hear how modals sound in natural speech

4 Controlled Practice: quizzes and gap fills to test your understanding

5 Speaking Practice: prompts for real negotiation scenarios

+ Advanced Combinations: multi-modal structures for complex situations

Stage 1: Discover the Meaning

Read these examples from negotiation contexts. Pay attention to how each modal verb changes the tone and the level of directness.

Examples in Context

a) "We could split the integration into two phases."

A project manager proposing an idea to a client

b) "We would appreciate it if one of your team could spend two weeks in Tokyo."

A polite request to a business partner

c) "We should discuss the timeline before committing."

A recommendation during a planning meeting

d) "That might work if we adjust the deadlines."

A tentative agreement during a negotiation

e) "We can offer a 10% discount on the first order."

Stating a clear capability or willingness during a negotiation

f) "I would suggest starting with the budget overview."

A team lead offering a proposal before a presentation

g) "We might need to reconsider the pricing model."

A gentle way to raise a concern in a negotiation

h) "We must finalize the contract before the end of the quarter."

Expressing a strong obligation or deadline in a negotiation

Answer the questions

Think about these questions. Then click each one to see the answer.

1. Which modal is the most tentative (softest)? Which is the strongest?

might is softest, must is strongest

could is softest, should is strongest

can is softest, would is strongest

Correct. "Might" expresses the most uncertainty, while "must" is the strongest and most direct. The full scale goes: might → could → can → would → should → must.

2. "We could split the integration into two phases."
Is the speaker telling or suggesting?

She is telling the client what to do

She is suggesting an option for discussion

She is making a formal demand

Correct. "Could" makes this a suggestion, not an instruction. It opens a door for discussion rather than closing it.

3. "We would appreciate it if one of your team could spend two weeks in Tokyo."
Why does the speaker use "would appreciate" instead of "want"?

Because "want" is grammatically incorrect here

Because "would" makes the sentence longer and more formal

Because "would" creates distance and politeness, giving the other person space to say no

Correct. "Would appreciate" is softer than "want" because it creates a hypothetical frame. The speaker is not demanding: they are expressing a wish while leaving the decision to the other side.

4. "We should discuss the timeline before committing."
Is "should" giving advice or making a demand?

It is giving professional advice or a recommendation

It is making a strict demand that must be followed

It is expressing uncertainty about the timeline

Correct. "Should" in this context gives a strong recommendation, not a demand. It carries authority but still allows room for the other person to respond.

5. "That might work if we adjust the deadlines."
How certain is the speaker that it will work?

Very certain: they are agreeing to the plan

Not very certain: they are showing openness but with conditions

Not certain at all: they are rejecting the idea politely

Correct. "Might" signals that the speaker is open to the idea but is not committing. The condition ("if we adjust") shows that agreement depends on further negotiation.

6. "We can offer a 10% discount on the first order."
What is the difference between "We can offer" and "We could offer"?

There is no difference, they mean the same thing

"Can" states a real ability or willingness, "could" is only a suggestion

"Can" is informal, "could" is the formal version

Correct. "We can offer" means the company is stating its real capability and willingness. "We could offer" would be more tentative, as if they are still deciding. In negotiations, "can" signals commitment.

7. "We must finalize the contract before the end of the quarter."
Why does the speaker use "must" instead of "should"?

"Must" is more polite than "should" in this context

There is no difference in meaning

"Must" expresses a strong obligation or non-negotiable deadline

Correct. "Must" is the strongest modal on our scale. It signals that this is an obligation, not a suggestion. In negotiations, use "must" only when something is truly non-negotiable.

The Negotiation Softness Scale

In negotiations, the softer your language, the more room you create for agreement. Here is the scale from softest to strongest:

very tentative

suggestion

ability, willingness

polite, hypothetical

recommendation

obligation, urgency

softest → → → → → strongest

Strategy tip: Start softer (might, could), then move to stronger modals (can, should) as the negotiation progresses. Reserve "must" only for true deadlines. This builds trust before commitment.

Stage 2: The Form

Now that you understand the meaning, let us look at the grammar structure of each modal verb in negotiation contexts.

Structure Table

Modal	Structure	Use in Negotiations	Example
might	Subject + might + base verb	Tentative possibility, exploring options	"That might work for both of us."
could	Subject + could + base verb	Suggestions, presenting possible options	"We could try a phased approach."
can	Subject + can + base verb	Stating ability, willingness, direct offers	"We can offer a 10% discount."
would	Subject + would + base verb	Polite requests, hypothetical proposals	"We would appreciate your input."
should	Subject + should + base verb	Recommendations, professional expectations	"We should agree on the scope first."
must	Subject + must + base verb	Strong obligation, non-negotiable requirements	"We must finalize this by Friday."

Key Grammar Rules

Rule 1: Modal verbs are always followed by the base form of the verb (infinitive without "to").

✓ We could discuss this further.

✗ We could to discuss / could discussing this further.

Rule 2: Modal verbs do not change form for different subjects. There is no "s" for third person.

✓ She could lead the project.

✗ She coulds lead the project.

Rule 3: To make a negative, add "not" after the modal. No auxiliary verb is needed.

✓ That might not be the best approach.

✗ That doesn't might be the best approach.

Rule 4: For questions, invert the modal and the subject.

✓ Could we arrange a follow-up meeting?

✗ Do we could arrange a follow-up meeting?

Common Negotiation Patterns

Pattern	Purpose	Example
We could + verb	Making a proposal	"We could extend the deadline by a week."
Would it be possible to + verb?	Making a polite request	"Would it be possible to review the terms?"
That might + verb	Responding tentatively	"That might require some adjustments."
We should + verb + before ...	Setting a condition	"We should clarify the roles before signing."
I would suggest + verb-ing	Softened advice	"I would suggest reviewing the data first."
Could you + verb?	Polite request to the other side	"Could you share the updated figures?"
We can + verb	Stating capability or making an offer	"We can deliver by the end of March."
Can we + verb?	Direct request or seeking agreement	"Can we agree on the main terms today?"
We must + verb + before ...	Non-negotiable requirement or deadline	"We must resolve this before the board meeting."

Stage 3: Pronunciation

In natural professional speech, modal verbs are often spoken quickly and may be weakened. Listen to how they sound and practise repeating each sentence.

Listen and Repeat

"We COULD try a phased approach."

"Could" is slightly stressed because it carries the meaning of suggestion. The rest of the sentence flows naturally.

"That MIGHT work if we adjust the deadlines."

"Might" is short and often sounds close to /maIt/. It signals uncertainty, so it is slightly emphasised.

"We WOULD aPPREciate your feedBACK."

In fast speech, "We would" often contracts to "We'd." Main stress falls on "appreciate" and "feedback."

"We SHOULD discuss the timeline BEfore committing."

"Should" is stressed to show the recommendation clearly. "Before" is also slightly stressed to highlight the condition.

"WOULD it be POssible to share the rePORT?"

In questions, "would" is at the start and receives moderate stress. The intonation rises towards the end.

"I MIGHT need to check with my TEAM first."

This is a strategic phrase for buying time. "Might" signals that you are not ready to commit, and "team" shows shared decision-making.

"We CAN deLIver by the end of MARCH."

"Can" is short and slightly stressed to show real capability. The stress falls on the content words: "deliver" and "March."

"We MUST fiNAlize this beFORE the board meeting."

"Must" receives strong stress to convey urgency and obligation. This is the most forceful modal, so it is spoken clearly and firmly.

Pronunciation tip: In formal negotiations, speak slightly more slowly and give each modal verb a small amount of extra weight. This makes your proposals clearer and your tone more professional.

Stage 4: Controlled Practice

Test your understanding with these exercises. Choose the best answer or fill in the gap.

Exercise 1

Choose the Best Modal

1. You want to gently suggest a new deadline to a client:

"We should move the deadline to March."

"We could look at moving the deadline to March."

"We will move the deadline to March."

"Could" is best here because you are suggesting, not telling. "Could look at" is even softer because it adds another layer of tentativeness.

2. You are not sure if a proposal will work but want to stay open:

"That might work if we make a few adjustments."

"That will definitely work."

"That should work, no problem."

"Might" is perfect for expressing openness without commitment. It leaves room for conditions and further discussion.

3. You want to politely request information from a partner:

"Send us the report by Friday."

"You should send us the report."

"Would it be possible to share the report by Friday?"

"Would it be possible" is the most polite and professional option. It frames the request as a question, giving the other person space to respond.

4. You want to give a strong recommendation to your own team:

"We might prepare a backup plan."

"We should prepare a backup plan."

"We could maybe think about a backup plan."

"Should" is the right choice for a strong recommendation within your own team. It shows leadership and clear direction.

5. A partner asks for a 40% discount. You want to decline politely but leave the door open:

"No, we cannot do that."

"We should refuse your request."

"That might be difficult, but we could explore other options."

This combines "might" (softening the refusal) and "could" (opening new possibilities). It maintains the relationship while being honest about limitations.

6. You want to tell a client what your company is able to deliver:

"We could maybe deliver by March."

"We can deliver by the end of March."

"We might deliver by March."

"Can" signals a clear capability and willingness. It is stronger than "could" because you are making a real commitment, not just a suggestion.

7. The deadline is absolutely non-negotiable and everyone needs to know:

"We should try to finish by Friday."

"We could finish by Friday if possible."

"We must have this completed by Friday."

"Must" is the correct choice when something is a non-negotiable obligation. Use it sparingly in negotiations, only for truly fixed requirements.

Exercise 2

Fill in the Gaps

Complete each sentence with the most appropriate modal verb.

1. "We split the project into two phases to reduce the risk."

Making a suggestion to a client

2. "That work, but we need to adjust the timeline."

Tentatively accepting a proposal with conditions

3. "We appreciate it if you send us the updated figures by Thursday."

Making a polite request to a partner

4. "I think we discuss the pricing before we move forward."

Giving a clear recommendation

5. "I suggest starting with the quarterly review."

Offering a softened proposal before a meeting

6. "We offer free delivery on orders over 500 units."

Stating a clear capability to a potential client

7. "We sign the agreement before the end of the fiscal year."

Expressing a non-negotiable deadline

Exercise 3

Match the Situation to the Modal

For each situation, choose the most appropriate modal verb.

1. You are exploring an idea that you are not sure about yet.

might

should

would

"Might" is perfect for exploring ideas with maximum tentativeness.

2. You are asking your Japanese business partners if they could visit your office next month.

should

would

might

"Would" creates the right level of politeness and respect for a cross-cultural business relationship.

3. You want to present three options for solving a project issue.

could

might

should

"Could" is ideal for presenting options: "We could do A, B, or C." It shows flexibility and invites discussion.

4. You are telling your team that the contract must be reviewed before signing.

could

might

should

"Should" gives a clear, professional recommendation to your own team without being too aggressive.

5. You want to tell a client exactly what your company is able to do for them.

can

might

would

"Can" states your real capability clearly. It shows confidence and commitment, unlike "could" or "might" which are more tentative.

6. The legal team says the contract must be signed by a specific date, no exceptions.

should

can

must

"Must" is the right choice for non-negotiable requirements. It communicates urgency and obligation, leaving no room for ambiguity.

Stage 5: Speaking Practice

Say your answers out loud. Use the suggested modal verb and adapt the sentence to your own professional context. Click the speaker icon to hear an example response.

Negotiation Scenarios

1

Suggest to a client that you move the project launch by two weeks.

Use: could

2

You are in a negotiation. The other side's offer is close but not perfect. Express cautious interest.

Use: might

3

Ask your new business partners if they would like you to visit their office in Berlin.

Use: would

4

Recommend to your team that everyone prepares a one-page summary before the next meeting.

Use: should

5

A partner asks for a 50% discount. Express that this is difficult but you are open to discussion.

Use: could + might

6

You need more time to think. Ask the other side if you can continue the discussion next week.

Use: would + could

7

Tell a potential client what services your company is able to provide for their project.

Use: can

8

The contract expires next Friday and there is no possibility to extend it. Communicate this clearly.

Use: must

Speaking tip: When you practise, focus not just on the correct modal but also on your intonation and pace. In real negotiations, how you say something is just as important as what you say.

Advanced: Modal Combinations

In real negotiations, experienced communicators often combine modal verbs to create precise levels of politeness, strategy, and nuance.

Multi-Modal Strategies

The Soft Proposal:

"That might be difficult, but we could explore other options."

Strategy: "might" softens the refusal, "could" opens a new path

The Conditional Agreement:

"We would be happy to agree if you could adjust the timeline."

Strategy: "would" shows willingness, "could" makes the condition feel flexible

The Strategic Delay:

"I might need to check with my team. Could we revisit this tomorrow?"

Strategy: "might" buys time without refusing, "could" keeps the conversation going

The Escalation:

"We could start with a pilot, and if it works, we should expand to all markets."

Strategy: "could" starts soft with low risk, "should" builds to a confident recommendation

The Polite Counter-offer:

"We would find it difficult to offer 40%, but we could look at 15% with additional services."

Strategy: "would" acknowledges the request respectfully, "could" presents the alternative

The Confident Offer:

"We can guarantee delivery by March, but we would need the specifications by next week."

Strategy: "can" shows clear capability, "would" softens the condition

The Urgent Requirement:

"We must finalize the terms today, but we could schedule a follow-up call to discuss the details."

Strategy: "must" communicates urgency, "could" offers flexibility on the process

Advanced Exercise

Build Your Own Combinations

Complete each sentence with two modal verbs to create a nuanced negotiation response.

1. "That be challenging, but we find a compromise."

Softly declining while opening a new discussion

2. "We agree to that if you extend the warranty period."

Making a conditional agreement

3. "I suggest that we review the contract one more time."

Giving softened advice with a recommendation

4. "We guarantee the quality, but we finalize the specifications first."

Offering a firm commitment with a non-negotiable condition

Course Complete

You have completed the Modal Verbs for Negotiation mini-course. Remember: in negotiations, precision of language creates precision of outcome.

Beyond "Maybe": Precision in Business Communication → Continue to English Energy →