Turn a messy WhatsApp negotiation into a clean recap of positions, offers, concessions, and the next step. Template and AI workflow.
Feb 10, 20268 min read
Most negotiations on WhatsApp do not fail because the deal was bad. They fail because nobody tracked the state of the deal.
A WhatsApp negotiation looks like this: an offer is made on Monday. A counteroffer comes back on Wednesday, but in a voice note while the other person is driving. On Friday, someone says "ok" to something, but it is unclear which version they are agreeing to. By the following week, each side remembers a different deal.
The gap between "what was discussed" and "what was agreed" is where deals fall apart and disputes begin.
A negotiation recap closes that gap. It extracts the current state of a negotiation from a conversation that was never designed to be structured.
What a useful negotiation recap captures
A recap is not a transcript. It is a structured summary that answers:
Where each side stands now (not where they started, but where they are after all the back-and-forth)
What was offered and when (the sequence matters because it shows movement)
What concessions were made and what triggered them (this reveals leverage and flexibility)
What is non-negotiable for each side (red lines, deal-breakers)
What is still open (unresolved terms that could derail the deal later)
What the next move should be (a specific message or meeting, not "keep talking")
Negotiation recap template
Header
Deal: [Name or description]
Date range: [Start] to [End]
Participants: [Names and roles]
Current state
[One paragraph: where the negotiation stands right now. What is agreed, what is not, what is the main blocker.]
Positions
Side A's current position: [What they want now, after any movement]
Side B's current position: [What they want now, after any movement]
Gap: [What separates the two sides]
Offers and counteroffers (chronological)
[Date]: [Who] offered [what]
[Date]: [Who] countered with [what]
[Date]: [Who] revised to [what]
Concessions made
For each concession:
What was conceded: [Specific term or condition]
By whom:
In exchange for: [What they got in return, or "nothing explicit"]
Source: [Quote or paraphrase]
Non-negotiables and red lines
Side A: [What they will not move on]
Side B: [What they will not move on]
Open items
[Term 1: status]
[Term 2: status]
Risks
[Risk 1: what could derail this]
[Risk 2: what could derail this]
Recommended next step
[Specific action, owner, timing]
[Draft confirmation message if appropriate]
Building this from a WhatsApp export
ThreadRecap has a built-in Negotiation Analysis goal (2 credits) that is designed for exactly this. It extracts positions, arguments, leverage points, red lines, and suggests next steps.
Select Negotiation Analysis as the analysis goal. This is available for individual (non-group) chats and produces:
Each party's position and how it has evolved
Arguments and leverage points used
Key concessions and what triggered them
Red lines and non-negotiables
Suggested next steps
This single analysis often gives you 80% of what you need. Cost: 2 credits (roughly $0.30-0.50 depending on your pack).
Step 3: Run a deal terms checklist (optional)
For negotiations involving specific terms (price, payment timing, delivery, penalties), run a Custom Prompt (3 credits) with:
Build a checklist of deal terms mentioned in this conversation: price, payment timing, delivery date, scope, warranty, penalties, cancellation, dependencies. For each term, show what was said by each side and whether it was agreed, disputed, or unclear.
This gives you a term-by-term view that complements the narrative recap.
Step 4: Send a confirmation message
The most valuable output of a negotiation recap is not the document itself. It is the confirmation message you send afterward. A message that says "here is what I understand we agreed" creates a written record and forces the other side to either confirm or correct.
Template:
Hi [Name],
To make sure we are aligned, here is where I think we stand:
Agreed:
[Point 1]
[Point 2]
Still open:
[Point 1]
[Point 2]
Next steps:
[Action, owner, date]
If anything above is not accurate, let me know and we will adjust. Otherwise I will move forward on this basis.
Thanks,
[Your name]
When to build a recap (timing matters)
Do not wait until the negotiation is over. Build recaps at these moments:
After a significant offer or counteroffer to lock in what was proposed
After a voice-note-heavy exchange where terms may have been mentioned casually
Before a follow-up meeting to prepare and know exactly where things stand
When the conversation pauses and you need to restart it with clarity
When you sense the other side remembers it differently so you have facts, not feelings
Privacy considerations for negotiations
Negotiations are sensitive. You probably do not want your deal terms stored on a random server. ThreadRecap processes exports client-side first: the file is unzipped and previewed in your browser before any data is sent. Photos and videos never leave your device. Only the chat text (and voice note audio, if you opt in) are sent for analysis. Read the full privacy details.
Upload your WhatsApp export to ThreadRecap and run a Negotiation Analysis to see exactly where things stand. 10 free credits on signup. Pay-as-you-go packs start at $5, credits never expire, no subscription.
Ready to analyze your WhatsApp chat?
Upload your export and get summaries, insights, and voice note transcriptions in minutes.
