Impressions matter, and one way to make a good impression is by being polite in business settings. The business environment is versatile and can shift from very formal to more informal within a single event. However, being more informal does not mean people should forget the nature of the relationship. It is common for people to try to be more friendly, yet they seldom intend for the relationship to become more casual. It is important to follow social cues that define the level of formality and adjust accordingly, but it even more important to be considerate and communicate politely.
Note: Sometimes, using ‘please’ can feel imperative and even impolite.
The most common word used to signal politeness in English is ‘please’. However, asking someone to do something using a statement can feel imperative even when it is included. Unless there is a closer and friendly relationship between two people, ‘please’ may not always be the best choice. Using questions, on the other hand, makes a request feel more polite. Less direct ways of making requests are more appropriate in business settings, especially when speaking to a superior or someone you have just met.
Asking questions about the present
1. Using could and would
The most common way to be polite in English is by using ‘could’ and ‘would’ in questions to inquire about something or request an action. While these words are used to create past tense as well as to talk about future possibilities, they can be used to make polite requests as well. Here are five examples of how ‘would’ and ‘could’ can be used to make requests:
2. Using would you mind
‘would you mind’ can be used to politely ask some to do something. It is also used to ask someone if they are okay with something. Be careful not to sound demanding with your tone of voice.
Keep in mind that tone can change the meaning of requests and turn them into sarcastic comments, criticisms, or even demanding answers or information. While you learn these structures, you need to practice voicing requests in an appropriate tone as well.
3. Using past tense
Using past tense is another way to make polite requests or ask questions in a less direct manner.
Asking questions about the future
1. Using future progressive
Using future progressive instead of future simple is one way to ask about the future. It is less direct and more polite. You can use future progressive to ask for more information, for details, or clarification of processes and procedures. And you can use future simple to make polite requests.
2. Using would you mind for the future
The structure is similar to when the phrase is used to make a request or ask a question about the present. The difference becomes clear when an adverb of time is included (‘in the afternoon,’ ‘next week’). Time can also be implied within the context or the sentence itself, in which case explicit time expressions may not be necessary.
Even though broken English and simple sentences may help convey meaning, knowing how to communicate politely enhances the impression you leave on others and increases their appreciation for your tone of communication. A simple rearrangement of words can immediately improve your English and make your speech more impressive. People always notice efforts, no matter how small. And a little effort on being polite in business settings goes a long way.
Task 1
1. Think of two occasions where you have to ask someone to do something. Make requests using the structures above.
2. Think of two questions you may wish to ask someone you meet at a conference. What would those questions be?
Source/reference
– Cambridge Grammar for Business
