Writing Polite Emails: How to be

Indirect and Polite

In this lesson, students practice being indirect and polite in emails. Go over the chart
with your students and then have them do the practice activities.

Writing Polite Emails

Sometimes we want to be direct and brief in our emails (giving status updates,
summarizing meeting minutes, describing technical issues, etc.). Other times, we want
to be polite and indirect. The chart below provides examples of situations in which we
normally write in an indirect, polite way.

Situations Language Notes

For sim
in mind
-Asking an employee or
Simple Requests than Ca
coworker to do something Could/can you…please?
(the reader has an obligation to more po
that he/she normally Would you mind…?
comply with your request) followe
handles
example
at this.
I was hoping you could… Favors
Favors and Big Requests -Getting help with
I was wondering if you One wa
(the reader does not have an something that you
could… tenses (
obligation to comply with your normally handle yourself
Do you think you might be to, etc.)
request) -Special requests
able to…? by using
I was hoping I could…
-Vacation requests I was wondering if I could… Just like
Permission -Time off requests Would it be okay if I…? softer la
-Borrowing something Do you think I might be able modals,
to…?
-Offering your point of What about if…?
view Maybe we could…? Using th
Suggestions
-Suggesting a better way I thought it might be a good than We
of doing something idea to…
-Rejecting
I’m not sure that… Express
Rejecting/Refusing/Declining offers, suggestions,
I don’t know if… know if…
proposals/ideas
It looks like… These in
Pointing out a Mistake -Billing mistakes
It seems… message
 -Finding out if something
is finished
Have yo
Checking on the Status of -Gently reminding Have you had a chance to
much m
Something someone that you need finish/work on…?
it ready
something he/she
is working on

Language we use to sound more polite

Modals
might, can, could, would
Distancing phrases (not using the present tense)
I was hoping…, I was wondering…, I wanted to…
Tentative language
Maybe…, Perhaps…, I’m not sure if…, I don’t know if…, might
Introductory phrases
It looks like…, It seems like…, Actually…,To be honest…Well…, I see what you’re
saying (but…),
Positive language (avoiding negative expressions like “bad,” “won’t work,”
“ineffective,” etc.)
It might not be the best approach.

Practice Exercises
Pages: 1 2

Practice
Make the following more polite and indirect:

There is a problem.
_______________________________________________________________
____________

I completely disagree with your proposal.

_______________________________________________________________
_________

We can’t do that in three days.

_______________________________________________________________
_________

We need more time.

_______________________________________________________________
_________
It will be better to ask Brad.
_______________________________________________________________
_________

Can you give me a ride home?

_______________________________________________________________
_________

You made a mistake on the invoice.

_______________________________________________________________
_________

That’s more than we are willing to pay.

_______________________________________________________________
_________

Can I have Friday off?

_______________________________________________________________
_________

We should wait. Now isn’t the right time.

_______________________________________________________________
_________

Let’s cancel the project.

_______________________________________________________________
_________

It’s a bad idea.

_______________________________________________________________
_________

Did you finish the report yet?

_______________________________________________________________
_________

Writing Practice
Write emails for the situations below. Be polite and indirect. Use the language in
the chart above (modals, distancing phrases, tentative language, introductory
phrases, positive language).

1. You have some suggestions about how to get more business. You want to
meet with one of the managers and talk about this business opportunity. Write a
polite email requesting a 30-minute meeting.

2. You have some personal issues you need to take care of on Tuesday
morning. You’d like to take Tuesday morning off and make up the time later in
the week. Write a polite email to your supervisor explaining the situation. Ask for
permission to take the time off and make it up later in the week.

3. Your own situation: Are there any situations you regularly deal with that
require polite, indirect emails? Think of a situation and write a polite email.