Are you tired of undervaluing your work or struggling to secure fair rates as a freelancer? Negotiation can feel intimidating, especially when English isn’t your first language. But with the right strategies and phrases, you can confidently command the rates you deserve and win better deals.
As a freelancer, strong negotiation skills are essential for securing fair compensation and profitable projects. Unlike regular employees with set salaries, freelancers must independently negotiate rates for each client. Without effective negotiation, you risk undervaluing your work or accepting unfair deals.
Skilled negotiators can command higher rates that reflect their expertise. In this lesson, we’ll explore 11 essential negotiation tips for freelancers, complete with practical Business English phrases. You’ll also find three example negotiation conversations to help you apply these tips in real-life scenarios.
Watch the video, read the article and complete the ACTIVITY towards the end of the lesson.
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1) Do Your Research: Essential Negotiation Prep for Freelancers
Before entering negotiations, research is key. Check industry surveys, freelance job sites, and speak to colleagues to understand standard rates. This preparation helps you justify your pricing confidently.
Example phrases:-
When justifying your price
“Following research, the typical rate for this type of work is ‘$30.”
“Based on my research from surveying other freelancers in this field, the going rate is ‘$25 to $30 per hour.”
“Based on data from leading industry sources, the standard rate for this work is ‘$20 to $30.”
“Having researched rates on freelance job boards, the average pay for this type of project is $27 per hour.”
2) Be Confident: Assertive Business English Phrases for Negotiations
Confidence is crucial in negotiations. Speak with conviction, avoid hesitation, and set firm deadlines to show professionalism.
Example phrases:-
When setting your rate
“My rate for a project of this scope is $40.”
“Based on my background and experience, my rate for this work would be $35 per hour.”
“My rate is non-negotiable at $25 for this project.”
When setting a timeframe
“In order to reserve time in my schedule, I will need a commitment from you by January 25th.”
“My policy is that I can hold a spot open for up to 10 days before I must open it up to other clients.”
“I will need a firm commitment on rates and project scope by the end of next week in order to proceed.”
When having requirements in advance
“I need the contract signed before booking your project into my schedule.”
“To ensure I can prioritise this in my schedule. I require a 25% deposit upfront before beginning work.”
3) Aim High: Start Negotiations with Confidence
Always aim high when quoting your rates. This gives you room to negotiate while ensuring you don’t settle for less than your minimum rate.
Example phrases:-
“My hourly rate for this type of work starts at $60.”
“I would quote $600 for this project based on the estimated time and effort required.”
“I cannot accept less than $215 for this project, given my experience and skills.”
4) Justify Your Rate: Highlight Your Expertise
When discussing rates, back them up with your skills, experience, and the value you bring to the project.
Example phrases:-
“Given my 10 years of experience in this field, I believe $27 per hour is a fair rate.”
“Considering the level of skill and expertise this project requires, my rate of $48 is appropriate.”
5) Ask Questions: Understand the Client’s Needs
Asking the right questions can help you understand the client’s budget, deadlines, and flexibility.
Example phrases:-
“What is the typical budget for a project of this size and scope?”
“Is there any flexibility in that hourly rate?”
“What is the scope for negotiation on the price?”
“When specifically do you expect to have a decision made by?”
6) Provide a Formal Quote: Professionalism Matters
After initial discussions, take the time to create a detailed written quote. This demonstrates professionalism and ensures clarity.
Example phrases:-
When telling the client you will provide a formal quote
“Let me put together a full project quote and get back to you next week with details on scope and pricing.”
When asking what information they need in the quote
“What specific elements should I include in the proposal to help you make a decision?”
When giving a timeline
“I can give you a detailed quote with pricing and timelines by the end of the week.”
When sending a written quote
“I can give you a detailed quote with pricing and timelines by the end of the week.”
“As discussed, please see the attached proposal for the website redesign project. It outlines the scope, deliverables, timeline and my proposed rates.”
When asking to set up a call
“I’ve sent over a quote. Let’s set up a call to review it together and answer any questions you may have.”
When asking for confirmation that they received it
“Just wanted to check if you received the proposal I sent over last week. Looking forward to discussing.”
When following up if no response
“Checking in on the quote I provided last Monday. Please let me know if you have any other questions or need any clarification.”
When demonstrating flexibility on small details
“I’m open to tweaking certain aspects like the timeline if needed.”
When standing firm on rates
“I cannot compromise on the proposed rate given the effort involved.”
“The rate I have provided is fixed and not open to further discounts.”
7) Be Flexible: Offer Discounts or Bundles
Flexibility can help you close deals. Offer discounts for long-term commitments or bundle services to add value.
Example phrases:-
“I could offer a 10% discount if you contract me for at least 20 hours per month.”
“We could settle on a flat rate of $215 for the entire project, but revisions would be limited to three rounds within that price.”
“I can prioritise your project and start right away if you are able to increase the budget by 15%.”
8) Don’t Undervalue Yourself: Know Your Worth
Be prepared to say ‘no’ to low offers. Stand firm on your rates and value your expertise.
Example phrases:-
“I’m afraid $18 per hour is below my normal rate for this kind of work.”
“While I appreciate the offer, I could not complete the project for less than $720.”
“I must decline any rate lower than $42 for this work.”
9) Keep Negotiating: Find a Middle Ground
Negotiation is a process. Be prepared to make counteroffers and work towards a fair agreement.
Example phrases:-
“I propose $32 per hour. Does that work within your budget?”
“Would you be willing to increase the rate to $32?”
“Perhaps we could find a middle ground at $25 per hour. Would that work for you?”
10) Know When to Walk Away: Protect Your Value
If negotiations stall or the rates are unfair, be willing to walk away. It’s better to wait for a fair opportunity than to undervalue your work.
Example phrases:-
“I’m sorry, but I cannot accept less than $250 for this project.”
“I don’t think I can make this project work within your budget constraints.”
“Unless you can increase the rate to $24, I will have to walk away from this project.”
11) Conclude Negotiations: Finalise the Agreement
Once an agreement is reached, confirm all details in writing before starting work.
Example phrases:-
“Does this hourly rate and estimated total price work for you?”
“Shall we move forward with this agreement at $22 per hour?”
“If you are agreeing at $22 per hour, I can send over a contract to formalise.”
“Could you confirm this in writing so we can finalise the agreement?”
FIRST EXAMPLE DIALOGUE
The scenario is a freelance web developer negotiating with a potential client on an e-commerce website project.
CLIENT: “I’m looking to hire a web developer to build an eCommerce site for my small business.”
DEVELOPER: “Based on my research, the typical rate for an e-commerce site is $75 to $100 per hour. Given my expertise with eCommerce platforms like Shopify, my rate would start at $90 per hour for a new site. What budget do you have in mind?”
CLIENT: “I was hoping to keep costs down, so I’m looking to pay around $50 to $60 per hour. Is there any room to negotiate your rate?”
DEVELOPER: “I’m afraid $60 is below my minimum rate for a complex eCommerce build. However, I could offer a 10% discount if you contract me for at least 120 hours over 3 months. That would bring my rate down to around $81 per hour.”
CLIENT: “Hmm, even $81 per hour is still quite high for me I really can’t go over 7,000 total for the project.”
DEVELOPER: “I understand, however that rate properly reflects the time and expertise needed for a quality eCommerce site. Perhaps we could find a middle Grand at $85 per hour? Would that work for you?”
CLIENT: “I’m sorry but $85 per hour is still beyond my budget. I may need to look for another developer that fits my price range. But please let me know if you reconsider.”
DEVELOPER: “I cannot go below $85 per hour for an eCommerce project of this scale. Thank you for your time but unless you can increase the rate to $85, I will have to walk away. Please keep me in mind if your budget changes for this project.”
SECOND EXAMPLE DIALOGUE
The scenario is a client is looking to hire a freelance graphic designer to create branding assets for their new startup company.
CLIENT: “We need a graphic designer to create branding assets for our new company. What are your rates for something like our logo, letterhead and brand guide?”
DEVELOPER: “For comprehensive brand identity work, my rate starts at $75 an hour. Given my branding expertise and the strategic work involved, that’s my base rate. What budget do you have in mind?”
CLIENT: “We were hoping to keep it around $50 an hour to be cost effective. Is there any flexibility on your rate?”
DEVELOPER: “I offer discounted packages for larger projects and could do $65 an hour, if you contract me for at least 60 hours over 2 months. I also offer volume discounts and capped revision rounds.”
CLIENT: “Hmm that could work – $65 an hour with just one round of revisions included would fit our budget.”
DEVELOPER: “That sounds fair. Shall we move forward with an agreement at $65 an hour with one round of revisions for minimum 60 hours over 2 months? I can send over a contract to formalise.”
CLIENT: “Yes, that works for us. I’m excited to get started on this branding project.”
DEVELOPER: “Wonderful! I’ll get the contract sent over today so we can get this agreement confirmed in writing. Looking forward to working with you on this project.”
THIRD EXAMPLE DIALOGUE
The scenario is a client reaches out to a freelance social media manager about handling their Instagram account.
CLIENT: “We need help improving our brand’s Instagram presence, what are your rates for social media management based on average rates?”
MANAGER: “Social media services start around $50 per hour. With 5 years experience growing Instagram followings my rate is $75 per hour for this work. What budget do you have?”
CLIENT: “We were hoping to pay around $50 per hour to be cost effective. Is there any flexibility on your rate?”
MANAGER: “While I aim for affordability, $50 is below my minimum. Given the expertise this work requires, I could offer 10% off if you commit to a three month contract for at least 10 hours per week bringing the rate to $67.50 per hour.”
CLIENT: “I think we could make $67 per hour work.”
MANAGER: “That’s great before finalising, I’d suggest I put together a detailed proposal outlining the full scope strategy and estimated costs for you. I can get it to you early next week.”
CLIENT: “A proposal with examples of your work, detailed costs and timelines would be great.”
MANAGER: “Perfect, I’ll get that sent over within a few days and then we can discuss the details together. Once you approve we can move forward to formalise the agreement in writing. I look forward to partnering on your Instagram presence.”
Activity
Final Thoughts
Mastering negotiation skills is essential for freelancers to secure fair rates and profitable projects. By using these Business English phrases and strategies, you’ll be better equipped to handle client discussions with confidence and professionalism.
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