Business English Podcast · Negotiations · Episode 06

Negotiating Who Pays the Travel Costs

Travel costs in a quotation — who pays? How to negotiate travel, hotel and expenses in English without risking the order.

B1 · Monologue · 3 Min. · free

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Editorially reviewed by James Simmonds – English teacher since 2004Published 28 July 2026

SceneDaniel tells the story of a customer in Stuttgart who suddenly asked, "Are the travel costs included?" — and how he turned the question into a fair compromise.

0:00 / 3 Min.

Tip: listen to the episode twice before you start the test. · Worksheet (PDF)

✓ To the comprehension test

Daniel — Sales manager, machine engineering

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Transcript

The full transcript opens after the comprehension test — so you train real listening instead of reading along.

German support

DanielHello and welcome back to the Simmonds Business English Podcast. My name is Daniel, and today I want to talk about a small negotiation that happens in almost every service business: who pays the travel costs?

DanielHere is the situation. Last month, a customer in Stuttgart asked us to install a machine at their factory. The price for the installation was fine. But then the customer asked: 'Are the travel costs included?'

DanielThey were not included. Our technicians travel from Hamburg, so we are talking about train tickets, a hotel, and two working days. That is real money. But I did not want to lose the order over travel costs.Ich wollte den Auftrag nicht wegen der Reisekosten verlieren.

DanielSo how do you negotiate this politely? First, be transparent. I said: 'The quotation covers the installation itself. Travel expenses are charged separately, at cost.' 'At cost' means we add nothing on top — the customer only pays what we pay.„At cost" heißt: zum Selbstkostenpreis, ohne Aufschlag.

DanielThe customer was not happy. He said: 'Other suppliers include the travel costs in the price.' That is a classic move in every negotiation. Do not panic, and do not say yes immediately. Stay calm and offer to meet halfway.

DanielI said: 'I understand your point. May I suggest a compromise? We split the costs — you cover the hotel, and we cover the travel time.' Splitting the costs feels fair to both sides, and nobody loses face.Wir teilen uns die Kosten – niemand verliert das Gesicht.

DanielNow, a warning for German speakers. A colleague of mine once wrote to a customer: 'We can eventually cover the travel costs.' He meant 'eventuell' — vielleicht. But in English, 'eventually' means 'in the end, after some time'. So the customer understood: in the end, they will definitely pay. That was an expensive misunderstanding.„Eventually" heißt „schließlich, irgendwann" – nicht „eventuell"!

DanielIf you mean 'eventuell', say 'possibly' or 'perhaps'. 'We can possibly cover part of the travel costs.' That keeps the door open without making a promise.

DanielBack to my customer in Stuttgart. He accepted the compromise, and we won the order. The travel costs were about four per cent of the total price — the business relationship is worth much more. So remember: be transparent about travel expenses, offer to split the costs, and never confuse "eventually" with "eventuell". Thanks for listening, and see you next time.

Key phrases

travel expenses

the money spent on travel for work

Please submit your travel expenses by the end of the month.

quotation

a formal written offer with prices

The quotation is valid for thirty days.

at cost

at the price you pay yourself, with no extra charge

We pass on hotel bookings at cost.

supplier

a company that provides goods or services

We compared three suppliers before signing the contract.

to meet halfway

to compromise so both sides give a little

Let's meet halfway and share the delivery costs.

to split the costs

to divide the costs between two parties

The two departments agreed to split the costs of the training.

to cover

to pay for something

The company will cover your hotel and meals.

possibly

maybe — the correct translation of "eventuell"

We can possibly deliver a week earlier.

Language notes

In this episode a sales manager tells how he negotiated with a customer over who pays the travel costs for an installation: stay transparent, offer a compromise, split the costs. You learn the key phrases for negotiating costs in English (level B1) — and why "eventually" does not mean "eventuell".

Naming costs transparently

Daniel does not hide the travel costs; he names them clearly: "Travel expenses are charged separately, at cost." The phrase "at cost" signals fairness — the supplier earns nothing on the expenses. Hiding extra costs until the invoice destroys trust; stating them clearly in the quotation puts you in a stronger negotiating position.

The compromise as a way out

To the objection "Other suppliers include the travel costs", Daniel answers neither with a flat no nor with instant surrender. Instead: "May I suggest a compromise? We split the costs." The pattern — show understanding, propose a compromise, divide the costs — works in almost any price negotiation. "To meet halfway" is the idiomatic shorthand for it.

False friend: eventuell ≠ eventually

The most expensive mistake in the episode is a single word: "We can eventually cover the travel costs." The colleague meant German "eventuell" (maybe) — the customer understood "in the end, for certain". In English, "eventually" describes a certain outcome after a period of time. For "eventuell", use "possibly" or "perhaps": "We can possibly cover part of the travel costs." In a negotiation, this difference can cost real money.

Keep practising: Learn business English online — with real teachers from Simmonds, since 2004.

Frequently asked questions

What language level is this episode for?

Level B1 (CEFR). The monologue uses clear everyday business English; the vocabulary list explains all eight key phrases bilingually.

How do I negotiate travel costs in English?

In three steps: name the costs transparently ("charged separately, at cost"), react calmly to objections, and offer a compromise ("May I suggest a compromise? We split the costs.").

What is the difference between "eventually" and German "eventuell"?

"Eventually" means "in the end, for certain, after some time". German "eventuell" (maybe) translates as "possibly" or "perhaps". Mixing them up is one of the most common German mistakes in business English.

Is there a transcript to read along?

Yes, the full transcript with German support notes is on this page — listen first, then take the test, then read along.

Where can I practise negotiations like this live?

In the online business English courses from Simmonds Language Services (englisch-lehrer.com/online): live lessons with real teachers on Zoom, for companies and individuals across Germany. It starts with a free consultation.

Want to practise these phrases in a real conversation?

The podcast trains your ear — in our online lessons you practise the conversation yourself, with real teachers. For companies across Germany since 2004.

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