Politely Give and Receive Instructions – Introduction
Clear communication is at the heart of effective teamwork. Whether you’re managing a project, collaborating with colleagues or simply completing daily tasks, knowing how to politely give and receive instructions in English can make your work smoother, faster and more enjoyable.
This article builds on my recent guide to asking someone to repeat themselves – another important skill for maintaining clarity at work. Today, we’re looking at both sides of the communication process: how to guide others politely, and how to respond professionally when you’re given directions.
If English isn’t your first language, these everyday situations can feel tricky. You might worry about sounding too direct, too vague or simply not polite enough. But don’t worry – small changes in tone, structure and vocabulary can make a big difference.
Why Polite Instructions Matter
Imagine this: you’re working in a team on a tight deadline. Everyone needs to understand their responsibilities, stay focused and feel respected. One unclear or overly direct message can cause delays – or worse, tension.
In multicultural or international workplaces, the way we give instructions can vary. In some cultures, people are very direct. In others, a softer, more indirect tone is expected. Using polite, respectful language helps bridge these differences and build trust, no matter who you’re working with.
How to Give Instructions Politely
Giving instructions doesn’t have to feel bossy. In fact, polite instructions are often more effective because they invite cooperation instead of demanding it.
✅ Use softening language
Here are some useful structures to make your requests sound both clear and respectful:
- “Could you…”
→ “Could you update the sales report by tomorrow morning?” - “Would you mind…”
→ “Would you mind checking these figures when you have a moment?” - “Please” and “Let’s…”
→ “Please make sure the file is saved in the shared folder.”
→ “Let’s aim to finish this by the end of the day.”
These phrases show that you respect your colleague’s time and effort – even if the task is urgent.
✅ Check for understanding
Polite instructions also involve checking that the message was received and understood – without sounding like you’re doubting the person’s ability.
Try these phrases:
- “Does that make sense?”
- “Let me know if anything’s unclear.”
- “Just to make sure we’re on the same page…”
These invite questions and reduce the chance of misunderstandings.
How to Receive Instructions Professionally
When someone gives you a task or explains what needs to be done, it’s important to show that you’ve understood and that you’re engaged.
✅ Acknowledge and respond
Simple responses like:
- “Sure, I’ll take care of that.”
- “Got it. I’ll start on that now.”
- “Will do – thanks for the heads-up.”
…can go a long way in showing that you’re a reliable and cooperative team member.
✅ Clarify when needed
If something isn’t clear, don’t guess – ask. But do it politely:
- “Just to clarify, would you like that in Excel or Word?”
- “Do you need this by end of day or first thing tomorrow?”
These questions help you avoid confusion and show that you care about doing the job well.
What If You Disagree or Need to Push Back?
Sometimes, the timing isn’t right, or the instructions don’t make sense in context. It’s still possible to express this politely.
Examples:
- “I’m happy to do this – would it be OK to move the deadline to Thursday?”
- “I just want to double-check. Did you mean we should include last year’s data as well?”
- “I’m currently working on the audit. Should I prioritise this instead?”
These phrases communicate clearly without causing offence. You’re not refusing – you’re seeking clarity or offering a solution.
Mind the Cultural Differences
In some workplaces, especially international ones, people may use indirect language to give instructions.
For example:
“It might be a good idea to…”
“Perhaps you could…”
“I was wondering if you’d be able to…”
These phrases may sound vague at first, but they’re often used to soften the message and show respect – particularly in British English.
UK vs US: A Quick Comparison
One useful distinction to keep in mind is the difference between British and American workplace communication styles:
In the UK, instructions are often indirect and polite, even when urgency is required. A British colleague might say:
“Would you be able to get that to me by Friday?” (meaning, “I need it by Friday”)
“This might need a bit of attention.” (which may actually mean: “This is wrong and needs fixing!”)
In the US, language tends to be more direct and action-focused, while still remaining polite. An American colleague may say:
“I need this by Friday.”
“Let’s fix this section before we send it out.”
Neither style is wrong – just different. Understanding this can help you avoid misreading the tone or intention. What sounds “too soft” to an American might sound “too pushy” to someone from the UK. As a learner, it’s helpful to adjust your language depending on the company culture and your listener’s expectations.
Real-Life Example
Here’s a comparison:
❌ “Print the handouts.”
✅ “Could you print the handouts for the meeting, please?”
❌ “That’s wrong – do it again.”
✅ “There seems to be a small error – could we take another look at it together?”
Both pairs give the same message, but the second options are more likely to result in cooperation and respect.
Practice Makes Perfect
Try these exercises on your own or with a language partner:
- Rewrite your last three emails giving instructions using polite phrasing.
- Practise responding to common requests like:
- “Can you finish this today?”
- “Please send me the updated slides.”
→ Respond with a positive tone and, if necessary, a polite question.
- Role-play a short conversation with someone where you give or receive a task.
Build These Skills with Others
You don’t have to learn alone. In our community for professionals who need English for work, you’ll find resources, encouragement and people who are practising the same skills. It’s a great place to build your confidence in giving instructions, asking for help and handling real workplace conversations in English.
Final Thoughts
Giving and receiving instructions is part of everyday working life – but doing it well is a skill. By using polite, clear language and paying attention to tone and culture, you can build stronger relationships, work more efficiently and show yourself to be a thoughtful communicator.
Ready to build on this skill? Make sure you’ve read our earlier article on how to ask someone to repeat themselves. These two skills go hand in hand when it comes to teamwork and communication.
