How to write polite requests in English emails
To write polite requests in English emails, use courteous language that softens the request and shows respect for the recipient. Politeness strategies include using modal verbs like “could,” “would,” or “may,” adding introductory phrases such as “I would appreciate it if…” or “Would you mind…,” and including phrases that recognize the recipient’s convenience, like “if you have time” or “at your earliest convenience.” Additionally, it helps to use positive wording, express gratitude, and maintain a formal tone when appropriate.
Here are specific tips for polite requests in English emails:
- Start with a polite greeting and an introductory sentence.
- Use modal verbs: “Could you please…,” “Would you be able to…,” “May I ask you to…”
- Soften requests by introducing them with phrases: “I was wondering if…,” “Would you mind…,” “If possible, could you…”
- Add phrases acknowledging the recipient’s convenience: “At your earliest convenience,” “If you have time,” “When you get a chance.”
- Close with a polite ending showing appreciation: “Thank you for your help,” “I appreciate your time,” “Looking forward to your response.”
- Maintain a respectful and professional tone throughout.
Example:
“Dear [Name],
I hope this email finds you well. I was wondering if you could please send me the report by Friday, if possible. I would greatly appreciate your help with this. Thank you very much for your time and assistance.
Best regards,
[Your Name]”
These strategies help to maintain politeness and professionalism in requests, making them more likely to receive positive responses. 1, 10, 11