How to Make a Request – introduction
Making requests at work is something we all need to do – from asking for help with a task to requesting information or reminding someone of a deadline. But in English, especially in international settings, how you ask can matter just as much as what you ask.
This article follows on from How to Politely Give and Receive Instructions at Work, and focuses on how to make requests without sounding too direct, demanding or vague.
If you’d like to practise your communication skills with other professionals, join our community for professionals who need English for work. It’s a safe, friendly space to grow your confidence.
Why the Way You Ask Matters
Let’s start with an example:
Too direct:
“Send me the report.”More polite:
“Could you send me the report when you have a moment?”
Both are clear. But one could easily sound like a command – especially in a written message or email, where tone is very difficult to convey.
In English-speaking workplaces, especially in the UK, people usually prefer a softer, more indirect approach, even when the request is important.
Polite Language Structures for Requests
Here are some common and effective ways to phrase a request in English:
✅ Use Modal Verbs
These verbs help make your request sound less like a command.
- Could
“Could you send me the file?”
- Would
“Would you be able to call them this afternoon?”
- Might
“Might you have time to review this later today?”
✅ Add Softening Phrases
These help make your message sound more respectful and professional.
- “I was wondering if…”
“I was wondering if you could help me with this spreadsheet?”
- “Would it be possible to…”
“Would it be possible to meet earlier tomorrow?”
- “I’d appreciate it if you could…”
“I’d really appreciate it if you could double-check this section.”
Cultural Differences: UK vs US Styles
Understanding the difference between British and American preferences can help you adapt your tone to your audience.
🇬🇧 British English
- Tends to be more indirect
- Softeners are often used to avoid sounding pushy
- Being too direct may feel rude
“Would you mind sending me the final version when you get a chance?”
(Even if the task is urgent.)
🇺🇸 American English
- Usually more direct and to the point
- Politeness still matters, but clarity and speed are valued
- Timeframes are often stated clearly
“Can you send me the final version by 3pm?”
(Still polite – but firmer.)
💡 If you’re unsure which tone to use, start slightly more formal and adjust based on how others communicate.
Match the Tone to the Situation
Not every request needs to be highly formal. Think about the relationship, urgency and company culture:
Example 1: Request to a senior manager
“Would you be available for a quick meeting later this week to discuss the proposal?”
Example 2: Request to a close colleague
“Any chance you could review this quickly before lunch?”
Example 3: Urgent but polite
“Could you prioritise this today? We need it for the 3pm call.”
⚖️ Striking the right tone helps you sound confident and courteous.
Common Mistakes to Avoid
Here are a few things that can accidentally make your request sound demanding:
❌ Too direct
“I need you to fix this.”
✅ Better: “Could you take another look at this when you get a moment?”
❌ No greeting or context in emails
“Send this by 5.”
✅ Better: “Hi Jamie, would you be able to send this over by 5pm today? Thanks!”
❌ Too vague
“Maybe you could look at this sometime?”
✅ Better: “Would you have time to look at this by Friday afternoon?”
Following Up Without Pressure
If someone hasn’t responded to your request, it’s fine to follow up.
But keep the tone friendly:
“Just a quick reminder – did you get a chance to look at the document?”
“Let me know if you need anything else from me to move this forward.”
These types of messages help maintain a good working relationship while keeping things on track.
Practice Makes It Easier
Making polite requests in English becomes more natural with practice. In fact, it’s one of the most useful professional skills you can develop. You don’t have to be perfect – you just need to be clear, respectful and aware of your tone.
If you’d like to improve your confidence, join our community for professionals who need English for work. You’ll get support, feedback, and a chance to practise with others who understand the challenges.
How to Make a Request – Final Thought
The difference between sounding polite and sounding pushy is often just a few words – or even a change in tone. Learn to make your requests softer, and you’ll build stronger relationships, earn more cooperation and communicate more effectively at work.
And if you missed it, don’t forget to check out our earlier article: How to Politely Give and Receive Instructions at Work. It’s a perfect companion to this one.
