Making Polite Requests and Offers in the Workplace.

Polite requests and offers are essential in professional English. In this lesson you read short emails and listen to office conversations where colleagues ask for help, ask for permission and offer support. You notice how can, could, would, may and would you mind create different levels of politeness and distance. We compare direct and softer forms, and discuss when each is appropriate. You then practise transforming direct requests into more polite versions, both in writing and in role-plays. You also learn useful patterns for making and responding to offers and suggestions. Finally, you write a short email asking a colleague or tutor for something important, using clear structure and a tactful tone. By the end, you can choose modal verbs that fit the situation and sound friendly, respectful and professional, not rude or too informal.

1. Setting the scene for polite requests at work.

In this lesson, you are going to step into a very typical office situation. Imagine you have just joined a new team in a UK‑based company. You need help from colleagues quite often, but you also want to sound professional, friendly and respectful, not too direct or even rude. In this first block, we will look at two very short emails that ask for the same thing, but with different levels of politeness. I will guide you to notice small differences in grammar and phrases that make a big change to the tone. Pay attention to modal verbs such as can and could, and to softening phrases like I was wondering if and Would it be possible to. After reading, you will tell me which email sounds more polite and why. You will also pick out a couple of phrases you would like to copy in your own writing. This is the starting point for building a more tactful professional style.

Scenario: A quick request to a colleague.

Imagine you are Sam, a new project assistant. You need a file urgently from your colleague Liam in Finance so that you can finish a report.

You write a short email asking for the file. Look at these two versions of the same email.

Email A (more direct).

> Hi Liam,

>

> Send me the budget file for Project Phoenix today. I need it for my report.

>

> Thanks,

>

> Sam

Email B (more polite and professional).

> Hi Liam,

>

> Sorry for the short notice, but could you possibly send me the budget file for Project Phoenix today? I need it for a report I am finishing this afternoon.

>

> I would really appreciate your help. Please let me know if this is convenient.

>

> Best regards,

>

> Sam

Noticing the differences.

Both emails ask for the same thing, but the tone is very different.

In Email A, Sam:

• uses an imperative: Send me the budget file…
• gives no reason and no softening.

This can sound like an order, especially in British workplace culture.

In Email B, Sam:

• uses a polite modal question: could you possibly send me…?
• explains the reason: I need it for a report I am finishing this afternoon.
• adds softening and respect: Sorry for the short notice, but…, I would really appreciate your help., Please let me know if this is convenient.

These small changes make the email sound tactful and professional, even though the request is urgent.

Key polite request chunks from the email.

Notice how these phrases help:

• Sorry for the short notice, but…
• Could you possibly…?
• I would really appreciate your help.
• Please let me know if this is convenient.

You will use these and other chunks throughout the lesson when you ask for help or permission.

Practice & Feedback

Read Email A and Email B on the screen one more time. Think about how you would feel if you received each email from a colleague.

In your answer:

1. Say which email sounds more polite in a British workplace and why. Be specific: mention at least two language details that make a difference (for example, modal verbs, softening phrases, giving a reason).
2. Copy two useful phrases from Email B that you would like to use in your own emails, and explain when you might use them.

Write 4–6 sentences in total. Imagine you are reflecting with a teacher about what you have noticed. I will then comment on your ideas, highlight your good observations and gently correct any important grammar issues.

2. Listening to polite requests in conversation.

So far, you have looked at polite requests in email. Now let us move into **spoken** English at work. The grammar is very similar, but the rhythm and choice of modal verbs can feel a bit different when people are speaking quickly. In British workplaces, colleagues often use can, could, would and would you mind in short questions to keep things friendly but respectful. In this block, you will listen to a short office conversation between Sam and his manager, Maya. Sam needs to leave early for a dentist appointment and also needs help with a slide deck. Listen out for how he asks for permission and for help. Notice which modal verbs he chooses, and how Maya responds to him. After the audio, you will see the conversation on screen so you can check details. Then I will ask you to write down some of the exact request sentences you hear and comment on which one sounds the most formal.

Sam talks to his manager Maya.

In the audio at the bottom of this block, you will hear Sam speaking to his manager Maya in the open-plan office.

First, read the conversation so you know what to expect. Then you will listen.

Conversation: asking for permission and help.

> Sam: Hi Maya, have you got a minute?

>

> Maya: Sure, what is up?

>

> Sam: I was wondering if you could let me leave a bit early this afternoon. I have a dentist appointment at four.

>

> Maya: That should be fine. Could you just make sure the client emails are answered before you go?

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> Sam: Yes, of course. Also, would it be possible to get your feedback on the Phoenix slides? I am not sure about the budget section.

>

> Maya: No problem. Can you send them over after lunch? I would be happy to take a quick look.

>

> Sam: Thanks, that would be very helpful.

Noticing the request and offer patterns.

Look at the parts in bold. These show common patterns for requests and offers.

Requests:

• I was wondering if you could let me leave a bit early…
• Could you just make sure…?
• Would it be possible to get your feedback…?
• Can you send them over…?

Offers:

• I would be happy to take a quick look.

Here, could and would it be possible to are softer than simple can. They sound more careful and polite, especially when you are talking to a manager.

I was wondering if you could… is a very common way to make a request sound less direct. It moves the main question away from the start of the sentence.

Degrees of politeness.

From more informal to more formal:

• Can you send them over…? (friendly, quite neutral)
• Could you just make sure…? (polite, a little softer)
• Would it be possible to get your feedback…? (more formal and careful)
• I was wondering if you could let me leave… (very soft and tactful)

In many workplaces, mixing these forms gives you a natural, flexible style.

Practice & Feedback

Now listen carefully to the audio of Sam and Maya. Try to follow the conversation without reading at first. Then, if you like, listen a second time while looking at the script on the screen.

Your task:

1. Write down three complete request sentences that you hear in the audio (for example, starting with Could you… or I was wondering if you could…). Try to copy the exact words as closely as possible.
2. Say which one you think sounds the most formal and explain why in 1–2 sentences.

Write your answer as short text, not as a list of bullet points. Aim for 4–7 sentences in total. Do not worry if you do not catch every single word; I will help you correct the sentences and improve the grammar.

3. Softening direct requests in your emails.

You have now seen and heard several polite request patterns in action. In this block, we will focus on **transforming** direct, almost bossy sentences into softer, more professional requests, especially for email. This is a very useful real-world skill. Many people can recognise polite language, but they struggle to produce it quickly when they are busy or stressed. We will work with a small set of high‑value chunks, such as Could you possibly…, Would you mind sending me…, and I was wondering if you could…. You will see a table comparing direct and softened versions, and I will point out what changes: not only the modal verb, but also little words like possibly and phrases like Sorry for the short notice, but. After that, you will practise rewriting a few direct instructions into more tactful sentences that you could actually send to a colleague or tutor.

From "Do this" to "Could you possibly…?".

In fast emails, it is easy to sound too direct. Look at these pairs and notice how small changes make the tone more polite.

Direct vs softened requests.

What changes?.

1. Modal verbs: can → could, or use would.
2. Softening phrases: I was wondering if you could…, Would it be possible to…, Would you mind -ing…
3. Polite adverbs and extras: possibly, please.

Together, these create distance from the direct order and show respect.

Useful chunks to remember.

Try to memorise these as whole units, not word by word:

• Could you possibly…?
• Would you mind sending me…?
• I was wondering if you could…
• Would it be possible to…?
• Do you think you could…?
• Please let me know if this is convenient.
• Sorry for the short notice, but…

You can combine them with many different actions:

> I was wondering if you could review my draft.

>

> Would you mind sending me the data again?

>

> Could you possibly help me with the slides?

In the activity, you will practise rewriting a few quite direct messages so that they sound more tactful and professional.

Practice & Feedback

You are going to rewrite direct requests so they sound more polite and professional in an email.

Below you will see four direct sentences. Your task is to rewrite at least three of them using some of the polite chunks from the table above, such as:

• Could you possibly…
• Would you mind -ing…
• I was wondering if you could…
• Would it be possible to…
• Please let me know if this is convenient.

Write your answers as if you were sending short lines in an email to a colleague or tutor. You can add a little extra information if it helps the sentence sound more natural. Aim for 3–6 rewritten sentences in total.

I will then check how polite and natural they sound, correct any important grammar issues, and suggest one or two alternative versions.

4. Making and responding to offers in chat.

Polite communication is not only about asking for things. It is also about **offering** help and responding when other people offer help to you. In many modern workplaces, this happens in quick chat tools such as Teams, Slack or WhatsApp groups. The tone is often friendly but still professional. In this block, we will look at a short chat between colleagues before an important client meeting. You will notice useful offer phrases like Shall I help you with…? and Can I give you a hand with…?, as well as positive and negative responses, for example I would be happy to…, Thank you, that would be very helpful, and I am afraid I cannot because…. Then you will imagine you are in a similar chat and write a few messages yourself: offering help and replying politely. This will also prepare you for more complex role-plays later in the lesson.

Scenario: Busy afternoon before a client meeting.

It is 15: 30 and the team has a big client meeting at 16:30. Everyone is busy. Look at this chat between Sam and his colleague Priya on the internal messaging app.

Team chat example.

> Sam: Hi Priya, I am still working on the Phoenix slides. I am a bit stressed about the numbers.

>

> Priya: No worries. Shall I help you with the budget section?

>

> Sam: That would be amazing, thanks.

>

> Priya: Can I give you a hand with checking the figures?

>

> Sam: Thank you, that would be very helpful. I am worried about the Q3 totals.

>

> Priya: Sure. Send me the file and I will have a look.

>

> Sam: Actually, Finance just called. They need me to join a call now.

>

> Priya: OK. Do you want me to finish the last two slides?

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> Sam: If you do not mind.

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> Priya: No problem, I would be happy to.

Later, in a different chat:

> Priya: Sam, we are ordering a taxi to the client. Do you need a lift?

>

> Sam: I am afraid I cannot because I have to go straight to another meeting. Thank you for offering though.

Useful phrases for offers and responses.

Offers:

• Shall I help you with…?
• Can I give you a hand with…?
• I would be happy to…

Positive responses:

• Thank you, that would be very helpful.
• That would be amazing, thanks.

Polite refusals:

• I am afraid I cannot because…
• Thanks for offering, but…

These expressions keep the chat warm and cooperative while still sounding professional.

In many offices, people appreciate colleagues who offer help politely and who refuse offers tactfully when necessary.

Practice & Feedback

Imagine you are in the same company chat as Sam and Priya, just before a big meeting. You see that a colleague is stressed with their tasks.

Your job is to write a short chat-style exchange with at least four messages:

1. Write two messages where you offer help using phrases like Shall I help you with…?, Can I give you a hand with…?, or I would be happy to….
2. Write two messages responding to offers. At least one response should accept help (for example, Thank you, that would be very helpful.), and one should refuse politely (for example, I am afraid I cannot because…).

Write the messages as if you are typing in a real chat (you can start each line with the speaker’s name if you like). Aim for 6–10 short sentences in total so the chat feels natural.

I will respond as your colleague, react to your offers, and point out good language and any grammar you can improve.

5. Writing a full polite request email.

You have practised individual sentences, short emails and quick chats. Now it is time to put everything together in a **complete polite request email**. This is a very common real-life task: asking a colleague, manager or tutor for something important, such as an extension, information, or support with work. In this block, I will show you a model email from Sam to his university tutor, where he asks for a short extension on a deadline. We will look at the structure: greeting, context, polite request, reason, and closing. You will see how he uses modal verbs like could and would, and softening expressions such as I was wondering if you could and Sorry for the short notice, but. Then you will plan and write your own email about a real or imaginary situation. Try to keep the tone friendly, respectful and clear, using at least three of the polite chunks from earlier blocks.

Model email: asking for an extension.

Here is Sam’s email to his tutor, Dr Green.

> Subject: Request for short extension on project deadline

>

> Dear Dr Green,

>

> I hope you are well. I am writing because I am having some difficulty completing the marketing project by this Friday.

>

> I was wondering if you could give me a short extension until next Tuesday. I have been ill this week, and I am still catching up with my other modules.

>

> Sorry for the short notice, but I wanted to ask as soon as possible. Would it be possible to submit a draft on Friday and the final version on Tuesday?

>

> I would be happy to send you my current progress if that would help. Please let me know if this is convenient.

>

> Thank you very much for your understanding.

>

> Best regards,

>

> Sam Patel

Why this email works.

Sam:

• clearly explains the context: which project and which deadline;
• uses I was wondering if you could… to soften the main request;
• adds a polite reason without giving too many personal details;
• uses Would it be possible to…? to sound flexible and open;
• offers a solution: sending a draft first;
• closes with a grateful, respectful tone.

The email is polite but not too long. It uses several chunks from this lesson:

• I was wondering if you could…
• Sorry for the short notice, but…
• Would it be possible to…?
• I would be happy to…
• Please let me know if this is convenient.

A simple structure to follow.

1. Subject line: clear and specific (e.g. Request for support with client meeting).
2. Greeting: Dear + name (for formal) or Hi + name (for most colleagues).
3. Reason for writing: I am writing because… / Just a quick message to let you know…
4. Polite request: use could / would + softening phrases.
5. Reason / explanation: one or two sentences.
6. Next steps / flexibility: offer options, show you are cooperative.
7. Closing: thank them and finish politely.

Practice & Feedback

Now it is your turn to write a full polite request email.

Choose one realistic situation. For example:

• asking your manager to move a deadline;
• asking a colleague to cover a shift or meeting;
• asking a tutor to clarify an assignment or extend a deadline;
• asking IT to give you access to a system.

Then write an email of about 120–160 words. Follow the structure from the model:

• clear subject line;
• greeting;
• short explanation of the situation;
• one main polite request, using at least three of the chunks from this lesson (for example, I was wondering if you could…, Would it be possible to…, Could you possibly…, Please let me know if this is convenient.);
• brief reason;
• polite closing.

Write it as if you will really send it. I will read your email, comment on your tone, highlight good language, and give specific grammar corrections and suggestions.

6. Simulated chat: requests, offers and replies.

To finish the lesson, you are going to bring everything together in a short **simulated chat** with me. Imagine we are colleagues working on the Phoenix project. You need some help, and there are also a couple of things I might offer to do for you. This is your chance to practise choosing can, could and would, plus softening phrases like I was wondering if you could and Would it be possible to…, in a more natural, interactive way. The conversation will be like a real messaging app: you write one or two messages, then I reply, ask a follow-up question, or make an offer. You respond again, accepting or refusing politely. Try to sound friendly, but remember it is still a professional context. At the end, I will give you feedback on your politeness, clarity and grammar, and I will highlight some of your best sentences so you can reuse them in future.

Final task: a realistic workplace chat.

You are now confident with:

• polite requests in emails;
• requests and offers in spoken conversations;
• softening direct language with modal verbs and set phrases.

Let us simulate a live chat conversation between you and a colleague.

The situation.

You are Sam. It is Wednesday afternoon. Tomorrow morning you have:

• a client presentation about Project Phoenix;
• a separate internal meeting with your manager.

You are behind with the slides and you also need some information from your colleague Maya.

You open the chat app and write to Maya to:

• ask for specific help or information; and
• react to any offers she makes.

Language to use.

Try to include several of these:

• I was wondering if you could…
• Could you possibly…?
• Do you think you could…?
• Would it be possible to…?
• Shall I help you with…? / Can I give you a hand with…?
• Thank you, that would be very helpful.
• I am afraid I cannot because…

Remember, this is a chat, so you can keep messages short, but the grammar should still be clear and polite.

Practice & Feedback

You are going to have a short simulated chat with me, as if we were colleagues on a messaging app.

Start the conversation. Write 2–3 short messages as Sam sending a new chat to Maya. In your first messages:

• say why you are writing (Phoenix presentation, internal meeting, deadlines, etc.);
• make at least one polite request using a chunk such as I was wondering if you could…, Could you possibly…? or Would it be possible to…?.

1. Then stop and wait. I will reply as Maya, ask follow-up questions, maybe offer help, and keep the chat going for a few turns.
2. Each time I answer, you should reply again with 1–2 short messages, sometimes accepting or refusing offers politely (for example, Thank you, that would be very helpful. / I am afraid I cannot because…).

Write naturally, like in a real work chat, but pay attention to your modal verbs and softening phrases. At the end of the chat, I will summarise what you did well and show you 2–3 upgraded sentences.