An important English skill is learning how to express yourself politely, especially when you are losing your patience and actually want to say something direct and aggressive to someone.
There is a professional code of language that people use at work so that their email documents always look professional, even when the person writing the email is frustrated or a little upset.
In this lesson, we will look at how to use polite and professional expressions to communicate the negative thoughts that are really in your head.
When you want to say: “Did you even read my previous email? I already said this!", you should write:
As per my previous email, we cannot proceed with the job until we get the client’s approval.
When you want to say: “Don’t do this again!”, you should write:
Going forward, I would prefer that you notify me of any changes to the project.
When you want to say: “Hurry up and reply soon!”, you should write:
I need you to confirm that the building will be open. Please reply at your earliest convenience.
When you want to say: “Tell me what is going on!”, you should write:
Hi John, I’m just writing about the IT problem at head office. Are there any updates on this?
When you want to say: “Make sure that you do this for me!”, you should write:
Please provide me with an updated version of the contract. Thanks in advance.
When you want to say: “Why didn’t you reply to my original email?” you should write:
Hi, I’m just following up on my previous message. Are you able to meet this afternoon?
When you want to say: “Don’t forget about this!” or “did you forget about this?”, you should write:
Just a friendly reminder that the auditors will be visiting the office this afternoon.
When you want to say: “You’re wrong!”, you should write:
I’m a little confused. I thought that we agreed on a 10% discount, not 15%.
When you want to say: “I have proof that you’re wrong”, you should write:
According to my records, we quoted you a discount of 10% on August 4th.
When you want to say: “Respond to my email!”, you should write:
I’m not sure if my last email was received or not, so I’m sending this again.
Practice Part A: Match the polite phrases below with what they really mean:
1. As per my previous email,…
2. Going forward, I would prefer that…
3. Please reply at your earliest convenience.
4. Thanks in advance.
5. Hi, I’m just following up on my previous message.
6. Just a friendly reminder that…
7. I’m a little confused. I thought that…
8. According to my records....
9. I’m not sure if my last email was received or not, so I’m sending this again.
a) “Hurry up and reply soon” b) “Make sure that you do this for me!” c) “Don’t forget about this!”
d) "You're wrong!" e) "Did you even read my previous email? I already told you this!" f) “Don’t do this again!” g) "Why didn’t you reply to my original email?” h) "Respond to my previous email!"
i) "I have proof that you are wrong!"
Part B: Write a phrase from above that is appropriate for each situation described below:
1. Your co-worker told you that the project deadline is August 25th but you are sure it’s August 21st.
2. You sent an email to a business partner on Monday. Now it’s Wednesday and they haven’t replied.
3. You are worried that your team of employees will forget about the meeting tomorrow.
4. You want to tell a staff member to prepare a short presentation for a client.
5. One of your employees was using their personal email address to contact clients instead of the official company email and this behavior should stop.
6. Your client emailed you to ask you if you can send their order today. You already told this client two days ago that the order cannot be sent until tomorrow.
7. You are a project manager who is responsible for the development of a new building. You were told about a problem with the plumbing in one part of the building, but nobody has told you whether it’s fixed.
Possible Answers
Part A
e
f
a
b
g or h
c
d
i
g or h
Part B
I’m a little confused. I thought that the deadline was August 21st, not August 25th.
I’m not sure if my last email was received or not, so I’m sending this again. / Hi, I'm just following up on my previous message.
(This is) just a friendly reminder that we have a meeting tomorrow.
Please provide me with a presentation for our client. Thanks in advance.
Going forward, I would prefer that you use the official company email instead of using your private email. Going forward, the official company email should be used
As per my previous email, the order cannot be sent until tomorrow.
Are there any updates?