Discussing Rules, Duties and Advice with Modals.

Here you use modal verbs to talk clearly about what is necessary, allowed or recommended. You read a short set of company or course rules and listen to someone explaining them to a new colleague or student. You notice how must, have to, need to, do not have to and should express different strengths of obligation and advice. You also see how we avoid overusing must in polite communication. Through guided exercises you practise rewriting unclear rules and giving advice in a more natural way. In role-plays, you explain rules to a newcomer and give friendly guidance about how to succeed. You finish by writing a short set of guidelines, for example for new staff, new flatmates or new students. By the end, you can choose modal verbs that show whether something is required, optional or simply a good idea, without sounding too strong or too vague.

1. Reading company rules and spotting modals.

Let us start by stepping into a very common situation. Imagine you have just joined a new company called BrightWave Solutions. On your first morning, your manager gives you a short document called “Key Office Rules for New Staff”. It looks quite formal and a little bit strict. In this lesson, you are the person who will soon have to explain these rules to another new colleague, so you need to understand them clearly. In particular, you need to notice the small grammar words that show if something is a rule, a strong obligation, a recommendation or simply optional. In English, we often use modal verbs such as must, have to, need to, should, do not have to and must not to express these ideas. In this block, you will read part of the rules and focus on those modals. Do not worry about explaining everything perfectly yet. Your first step is just to notice which modal verbs are used and decide what they really mean in this context. Then you will choose a few rules and describe them in your own words, so we can check that you understand the difference between what is required, what is forbidden and what is only a good idea.

Welcome to BrightWave Solutions.

To begin, read this short extract from the BrightWave Solutions – Key Office Rules for New Staff. This is the kind of text you might see in a company handbook or on an intranet page.

> 1. All employees must wear their security badge in the office at all times.

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> 2. You have to sign in visitors at reception before they enter the building.

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> 3. You must not share your password with anyone.

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> 4. You do not have to work at the weekend, unless your manager asks you in advance.

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> 5. You need to keep your desk and shared areas tidy.

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> 6. You should check your work email at least twice a day.

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> 7. You are not allowed to smoke anywhere inside the building.

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> 8. You do not really need to print documents; it is better to use digital copies.

First noticing task.

In the audio at the top of this block, I asked you to focus on the small grammar words in these rules. These words are modal verbs or modal-like expressions. They tell you how strong the rule is.

Look at these questions as you read the rules again:

• Which rules are strong obligations – you absolutely must follow them?
• Which rules are prohibitions – things you are not allowed to do?
• Which rules are not necessary – they say something is optional?
• Which rules are recommendations – they give advice about good behaviour?

Quick guide to meanings.

Do not worry about full grammar explanations yet, but here is a simple guide:

• must / have to: something is necessary, a rule or obligation.
• must not / are not allowed to: something is forbidden.
• do not have to / do not really need to: something is not necessary; it is your choice.
• should: this is advice; it is a good idea, but not a strict rule.

In later blocks we will explore the differences in more detail. For now, just use this guide to help you interpret the rules.

Your task.

Next, you will choose some of these rules and explain what they mean in everyday words. This will help you check that you really understand the strength of each rule and will prepare you to explain them to a new colleague later in the lesson.

Practice & Feedback

Read the eight rules in the BrightWave extract again. Then choose four different rules and, in your own words, explain what each one means.

For each of your four rules:

• Write the number of the rule (for example: Rule 3).
• Say whether it describes something that is necessary, forbidden, not necessary or just a good idea.
• Paraphrase the rule in your own clear sentence, as if you were explaining it to a friend who is new at BrightWave.

Try to write 2–3 sentences per rule, so a total of around 8–12 sentences. Use words like have to, must, do not have to, should, not allowed to where they help you.

Example pattern:

> Rule 3 – This is forbidden. You must not share your password with anyone, even colleagues. It is a strict security rule.

Write your explanations in one text box below.

2. Listening to HR explain the rules informally.

You have just read the official version of the BrightWave rules. Now let us move into a more natural situation. Imagine it is the same morning, but instead of reading a document, you are sitting in a small meeting room with Sam from Human Resources and a new colleague, Lina. Sam is going to explain the main rules in a friendlier, more conversational way. When people speak, they often avoid sounding too strict or too formal, so they sometimes change the modal verbs. For example, instead of repeating must, they might use have to, or they might turn a rule into a recommendation with should or it is a good idea to. In this block, you will first listen to Sam talking to Lina. As you listen, try to notice how Sam softens or changes the original rules. Afterwards, you will see the script on the screen so you can compare the written rules with the spoken explanation. Then I will ask you to summarise what differences you hear, using a few examples. Focus particularly on expressions such as you have to, you are not allowed to, you do not really need to and you should try to. These small changes in wording make a big difference to how polite and friendly you sound in English.

Sam from HR explains the rules to a new colleague.

Now read the script of Sam’s informal explanation to Lina. Notice how the same rules from the document are expressed in spoken English.

> Sam: So Lina, let me just run through a few key things. First, you have to wear your security badge all the time in the office. It is really important for safety.

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> Sam: When friends or clients visit, you need to sign them in at reception before they come upstairs. Reception will give them a visitor badge.

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> Sam: One strict thing is passwords. You must not share your password with anyone, even if they are in your team. If you have any problem logging in, IT will help you.

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> Sam: About working hours, you normally do not have to work at the weekend. Sometimes your manager might ask you to help with a special project, but they will tell you in advance.

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> Sam: We also expect you to keep your desk and the shared areas tidy, so everyone can find what they need.

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> Sam: You should try to check your email at least twice a day, so you do not miss anything important.

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> Sam: Oh, and you are definitely not allowed to smoke inside the building. There is a smoking area outside near the car park.

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> Sam: Finally, you do not really need to print much. It is a good idea to keep things digital, both for security and for the environment.

What changes in spoken explanations?.

When Sam speaks to Lina, he does not just read the rules. He:

• keeps the meaning of the rules,
• but chooses expressions that sound natural and friendly,
• and often adds short explanations or reasons.

For example, the written rule says:

> All employees must wear their security badge in the office at all times.

Sam says:

> You have to wear your security badge all the time in the office. It is really important for safety.

The obligation is still strong, but have to plus a reason sounds less like a command and more like helpful information.

Your task.

In the activity, you will think about how Sam’s explanations are different from the written document. You will write a short comparison, using a couple of examples of modal verbs and any extra phrases that make the tone softer.

Practice & Feedback

Listen carefully to Sam’s explanation again in the audio below. While you listen, follow the script on the screen if it helps you.

Then write a short paragraph (around 120–150 words) answering these questions:

• In general, how is Sam’s spoken explanation different from the formal written rules?
• Choose two specific rules and explain how the modal verbs change (for example: must becomes have to, or a rule becomes a recommendation with should try to).
• Mention at least two extra phrases Sam uses that make his tone friendlier or less strict (for example, reasons, softeners like might, or phrases like it is a good idea to).

Try to use some of the modal verbs and chunks yourself: you have to, you do not have to, you should try to, you are not allowed to, you do not really need to.

Write your answer in clear sentences, as if you are explaining this difference to another learner.

3. Understanding levels of obligation and advice.

You have now seen the BrightWave rules in two different forms: a formal written list and a friendly spoken explanation. It is time to go a little deeper into the grammar so that you can **choose** the right modal verb for each situation. This matters a lot when you explain rules, duties and advice at work or in study contexts, because you want to be clear but not rude or too strong. In English, small differences between must, have to, need to, should, do not have to and must not can completely change the message. In this block, I will guide you through a simple scale from strong obligation to strong prohibition, and we will pay special attention to two common problem areas. The first is the difference between must not and do not have to. Many learners mix these up. Remember, must not and are not allowed to talk about things that are forbidden. Do not have to and do not really need to show that something is not necessary. The second point is how we use should for recommendation and friendly advice, not for hard rules. On the screen, you will see a short explanation with examples, and then you will practise by rewriting some rules to make them more natural. This is exactly the kind of editing you might do in a real company policy document.

A simple scale: from required to forbidden.

When we talk about rules, duties and advice, we can imagine a scale.

1. Strong obligation – you must do it.
2. Normal obligation – you have to / need to do it.
3. Recommendation – you should do it; it is a good idea.
4. No obligation – you do not have to / do not really need to do it.
5. Prohibition – you must not / are not allowed to do it.

Here are some examples using the BrightWave context:

• Strong obligation: You must wear your security badge in the office.
• Normal obligation: You have to sign visitors in at reception.
• Recommendation: You should check your email twice a day.
• No obligation: You do not have to work at the weekend.
• Prohibition: You must not share your password with anyone.

Common confusion: must not vs do not have to.

These two forms look similar but are opposites.

• must not / are not allowed to = forbidden
• You must not smoke inside the building. (= It is forbidden.)

• do not have to / do not really need to = not necessary
• You do not have to print documents. (= It is optional.)

If you say:

> You do not have to wear your badge.

this means it is not necessary, which is the opposite of the rule.

Using should for friendly advice.

We often use should to give advice or make a recommendation:

• You should try to arrive ten minutes early on your first day.
• It is a good idea to read the office guidelines. You should read them before you start.

Should is softer than must and have to. It tells people what is recommended, not what is required.

Your task.

Now you will see a few office rules that are either too strong, too soft or a bit unclear. Your job is to rewrite them using more natural modal verbs so that the meaning is correct and polite.

Practice & Feedback

Read the rules below carefully. Some of them are too strong, some are too weak or unclear, and some use the wrong modal verb.

Rewrite all five rules so that:

• the meaning is clear about whether something is required, not required, forbidden or just recommended;
• the tone is suitable for a company handbook (polite but firm when necessary);
• you use natural modal verbs like must, have to, need to, should, do not have to, must not, are not allowed to, do not really need to.

Try to write one improved sentence for each rule. If you want, you can add a short extra phrase with a reason, for example: It is important because… or This helps us to….

Aim for a total of around 80–120 words for all five rules together.

4. Answering a new colleague in a chat.

So far, we have worked with official documents and a short face to face explanation. In real life, though, a lot of questions about rules and duties arrive by chat: WhatsApp, Teams, Slack, or another messaging app. The style is usually more informal, but the information still needs to be accurate. In this block, you will practise answering quick questions from a new colleague in a chat conversation, using modal verbs to show clearly what is necessary, what is forbidden and what is just good advice. Imagine you have been at BrightWave for six months now, and a new starter, Alex, messages you on the first day. Alex is a bit nervous and does not want to break any rules. Your job is to reply in a friendly way. You will see a short example chat on the screen first, so you can notice how modals and tone work together. Then you will answer some of Alex’s questions yourself. Remember, in chat you can be a little more relaxed, but phrases like you have to, you do not have to, you should try to and you are not allowed to are still very useful. They help you support your colleague and sound both kind and clear.

Example: a quick Teams chat about rules.

Read this short conversation between you and Lina on the afternoon of her first day at BrightWave. Notice the mix of informal style and clear modal verbs.

> Lina: Hi! Quick question. Do we have to stay exactly until 5 p.m., or can we leave earlier sometimes?

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> You: Hi Lina! Normally you have to stay until 5, but you do not have to ask if you want to leave 5–10 minutes early now and then.

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> Lina: Thanks. And am I allowed to work from home?

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> You: Yes, you are allowed to work from home two days a week. You just need to agree the days with your manager.

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> Lina: OK. One more thing… should I come to the office on Saturdays if it is busy?

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> You: No, you do not have to come on Saturdays. But you should try to answer important emails from home if there is an urgent project.

What do you notice?.

In this chat:

• The style is friendly and short.
• You still use modal verbs to show the strength of each rule or suggestion.
• You often add a small explanation, so the rule feels less mechanical.

We can see different levels:

• have to / need to for normal rules: you have to stay, you need to agree the days.
• do not have to for things that are not necessary: you do not have to come on Saturdays.
• are allowed to for permission: you are allowed to work from home.
• should try to for friendly advice: you should try to answer important emails.

Your task.

Now you will answer chat questions from another new colleague, Alex. Use a similar tone: friendly, but clear about rules and advice. This is good practice for supporting someone new at work or university.

Practice & Feedback

Imagine Alex has just started at BrightWave and sends you these messages in a chat app. Read Alex’s questions below.

Your job is to reply with 3–5 short chat messages, one answer for each of Alex’s questions. Use a friendly, natural style, but make sure your modal verbs show clearly if something is required, not required, allowed, not allowed or just good advice.

Try to:

• start naturally (for example: Hi Alex!),
• use phrases like have to, need to, should, do not have to, are not allowed to, must not, do not really need to, it is a good idea to, etc.,
• add short reasons where useful (for example: because of security, so you do not miss anything important).

Aim for a total of around 80–130 words across all your messages.

Write your answers as if you are replying in one chat window.

5. Explaining key rules and tips in a short talk.

By now, you have worked with rules in documents, in a meeting and in chat messages. Often, when someone new joins a team, your manager will ask you to give them a quick overview of how things work. This might be a one minute talk at the start of a meeting, or an informal welcome speech over coffee. In this block, we will practise organising and delivering that kind of explanation in writing, so you can then adapt it to speaking later. A good explanation does not list every tiny rule. Instead, it groups information into clear areas, such as what you have to do, what you are not allowed to do and what you should do to be successful. Using modal verbs accurately here shows the difference between a strict rule and friendly advice. On the screen you will see a model paragraph where someone explains the main BrightWave rules and gives a few tips. I would like you to read it carefully, notice how the modals are used, and then write your own short explanation as if you were welcoming a new colleague. This will help you bring together must, have to, need to, should, do not have to and must not in one coherent text.

Model: a short welcome explanation.

Read this example of a short talk you might give to a new colleague on their first day. Imagine you are speaking, but here it is written as a paragraph.

> "So, welcome to BrightWave! There are just a few basic rules to remember. First, you have to wear your security badge at all times in the office and you need to sign in any visitors at reception. For security reasons, you must not share your password with anyone, even people in our team. You do not have to work at the weekend, but sometimes your manager might ask you to help with a special project, and they will always warn you in advance. To make life easier, you should check your email at least twice a day so you do not miss important updates. You are not allowed to smoke anywhere inside the building, but there is a smoking area outside near the car park. Finally, you do not really need to print documents – it is a good idea to keep things digital because it is safer and better for the environment. If you follow these simple guidelines, you will be fine."

Why does this work?.

This explanation is effective because:

• It groups ideas logically, instead of jumping randomly between topics.
• It uses modals to show different levels:
• have to / need to for normal duties,
• must not / are not allowed to for serious rules,
• do not have to / do not really need to to show what is optional,
• should for recommendations.
• It sometimes adds reasons: for security reasons, because it is safer and better for the environment.
• The tone is friendly and welcoming but still clear.

Planning your own explanation.

Think about how you would welcome a new colleague or student. What are the 3–4 most important rules and 2–3 useful tips you would include? In the activity, you will write your own short talk in a similar style to the model, but you can adapt the details to your own workplace, university or language school if you prefer.

Practice & Feedback

Write a short welcome explanation as if you are talking to a new colleague or new student.

Your explanation should:

• be around 140–180 words;
• include at least two clear rules with strong obligation (for example: you have to, you need to, you must not, you are not allowed to);
• include at least two pieces of advice using should or it is a good idea to;
• include at least one thing that is not necessary using do not have to or do not really need to.

You can stay in the BrightWave office context, or use a real context you know well (for example, rules in your department, your language school, a shared flat or a sports club). Try to organise your explanation logically and add one or two short reasons.

Write it as one continuous paragraph, as if you are speaking to the person in front of you.

6. Writing clear guidelines for new starters.

We are now ready for a final, integrated task. In a real workplace or study environment, someone often needs to write a short set of guidelines for new people. This might be a one page document called "House Rules", "Welcome Guide" or "How to Succeed Here". You are going to create something like that, using all the modal verbs we have practised: must, have to, need to, should, do not have to, do not really need to, must not, are not allowed to. In this last block, you will first see a few sample guideline sentences, so you can check the style and tone. Then I will give you a simple mini rubric to guide your writing. Your job is to produce a short list of clear guidelines for new staff, new flatmates or new students – you can choose the context that feels most useful for you. Try to mix rules, permissions and advice, so that someone reading your text can easily understand what is required, what is forbidden, what is optional and what is recommended. This is an excellent way to consolidate your control of modals of obligation and advice in a practical, real-world style.

Example guidelines for new staff.

Here are some sample guidelines for new staff at BrightWave. Notice the mixture of rules, prohibitions, lack of obligation and advice.

• You have to complete your online security training in your first week.
• You must not install any software on your work laptop without permission from IT.
• You are not allowed to share confidential documents outside the company.
• You do not have to answer emails in the evening, but you should respond to urgent messages the next morning.
• You need to tell your manager in advance if you want to work from home.
• You do not really need to print documents for meetings; it is a good idea to bring a laptop or tablet instead.
• To be successful here, you should try to ask questions if you are not sure about a process.

Mini rubric for your guidelines.

When you write your own guidelines, aim to meet these simple criteria:

1. Clear structure – use a list of separate sentences, each with one main idea.
2. Accurate modals – choose the right modal to show obligation, permission, lack of obligation or advice.
3. Natural tone – polite and helpful, not too aggressive or too vague.
4. Good coverage – include at least one example of:

• something people have to / need to do,
• something they must not / are not allowed to do,
• something they do not have to / do not really need to do,
• something they should / should try to do.

Your final task.

In the activity, you will write a short set of guidelines of your own, using this mini rubric to help you.

Practice & Feedback

Write a short set of guidelines for new starters. You can choose the context that is most useful for you:

• new staff in your company (real or imagined),
• new students in your course or language school,
• new flatmates in your shared house.

Write 8–10 separate guideline sentences as a clear list (you can number them or use dashes).

Make sure you:

• include at least two strong rules with must, have to or need to;
• include at least two prohibitions with must not or are not allowed to;
• include at least one thing that is not necessary using do not have to or do not really need to;
• include at least two pieces of advice using should or should try to.

Aim for a total of around 130–180 words. Imagine real people reading this. Your job is to help them understand how to behave and how to succeed, without sounding too unfriendly.