How to write politely

It's important to achieve the right tone when you write. If you sound angry, impatient, or even over-formal, you risk alienating your reader.

Here are some phrases which make you sound impatient when you write:

1. Could you please……

Putting "please" after "could you" makes it sound as if you have already asked the person to do something, and that you are reminding them again. It makes you sound exasperated with the other person. Instead, you could write "Please" at the beginning or the end of the sentence.

Please could you send me the details of the insurance policy?
Could you send me the details of the insurance policy, please?

Alternatively, omit "please", as using "could you" is already polite enough.

2. Would you be so kind as to…

This phrase makes you sound almost sarcastic, as if you think the other person is likely to refuse your request. In business, a person doesn't need to be "kind" to do something: it's generally their job!

Instead, use a phrase such as "Could you…" or "I'd be grateful if you could…." to make a request.

3. Kindly…

This word makes you sound angry, or that you think the other person is incompetent and can't do their job properly. It's much better to use a phrase such as "Could you.." to give instructions to someone.

4. Immediately / without further delay

Avoid using these. If something is urgent, use the following expressions:

"As this matter is urgent, I would appreciate a reply as soon as possible."
"I would be grateful for your prompt reply."
"I look forward to hearing from you as soon as possible."
"I look forward to hearing from you at your earliest convenience." (Slightly old-fashioned.)

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mmxia
great tips! thank you!!

oliuu
"I'd be grateful if you could..." ??I thought no could in if-clauses!?

Clare
You can have both could and would in requests:"I'd be grateful if you could send me a catalogue" (As a reply to "Can I give you a hand?" you could say "If you wouldn't mind."

Annie Anish Oommen
Very useful tips!Thank you

ewelina
thank you for this article, I found it very helpful :)

elisa
very helpful

Ivan
Wow! I was looking for these nuances for such a long time! Very helpful! Thnak You!

Pauder
This is very helpful. Thanks very much

Nomzi
Thank you . Great tips.

Aryo
as non-native speaker... this helped me a lot...

MD OMAR AHMED
right approach for learning english

hamed
Thank you,, very helpful

Naksha
Excellent tips!! Thank you very much!!

Widira
Thank you, very helpful

Hoc
Thanks, it's very helpful

Yoeperd
Thought it to be nic

Mariam Khan
If i wouldn't come..please tell me is it correct sentence or not?

Clare
No. It should be either "If I didn't come" or "If I don't come" - depending on what conditional form you want to use. Check out our page on conditional sentences for more information: http://www.english-at-home.com/grammar/if-sentences/

Mauricio
Thanks for that! Very useful =)


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