3.1 Facilitation of functional level negotiations through exchange of key information and agreement on details as per workplace requirement

A functional level negotiation is a practical exchange in which a guide and a tourist, or a guide and a service provider, work out the details of a service, such as the price of a tour, the timing of an activity, or what is included in a package, using straightforward foreign language rather than complex or highly technical expressions. For a tour guide, this kind of negotiation happens often: agreeing a day's itinerary with a group, confirming the cost of an optional activity, or settling the pickup time with a transport provider.

Facilitating this kind of negotiation follows a clear pattern of steps.

1. State the subject of the negotiation: Open by naming clearly what is being discussed, such as the price of an excursion or the timing of a pickup, so both sides know what is being agreed.
2. Exchange key information: Each side shares the facts relevant to the decision, such as the guide explaining what a package includes and the tourist stating their budget or preferred schedule.
3. Listen for the other side's priorities: The guide notes what matters most to the tourist, whether that is price, time, comfort or a specific experience, so the negotiation can focus on what actually matters to them.
4. Propose a specific detail: The guide offers a concrete suggestion, such as a particular price, time or inclusion, rather than a vague statement, so the tourist has something definite to respond to.
5. Check understanding: Before moving on, the guide confirms that both sides have understood the proposal correctly, repeating it in different words if there is any sign of confusion.
6. Adjust where needed: If the first proposal is not accepted, the guide offers an alternative detail, such as a different time slot or a revised inclusion, continuing the exchange until both sides are satisfied.
7. Confirm the final agreement: Once both sides accept the details, the guide restates the agreed price, time and inclusions clearly, so there is no doubt about what has been settled.

Throughout this exchange, the guide keeps their language simple and direct, checking frequently that the tourist has followed each point, since a functional level negotiation depends on clarity rather than on elaborate phrasing.