How to Sound Polite in English

Do you sometimes worry that you don't sound polite when speaking in English?

You’re not alone!

Being polite in a language that is not your native tongue can be difficult. Different languages & cultures have different understandings of what is 'polite' and what is 'not polite.' Communicating politely is an essential skill to have, especially if you work in English.

There are various ways to ensure you are being polite in English. Here are a few key tips:

Modal verbs: Use modal verbs to make your speaking more polite. These include words and phrases like 'Could you...?', 'Would you mind...?', etc.

Softening phrases: Use phrases to 'soften' a negative sentence and make it less direct: 'Unfortunately...' / 'I'm afraid...'

Qualifiers: Words like ‘a bit’, ‘a little’, ‘minor', etc. can make a negative phrase sound less negative.

Indirect language: When criticising or placing blame, we often use the passive voice so that the negative criticism doesn't target one person specifically. Instead of 'You did a bad job.' you could say 'This part could be improved.'

Another way to say something negative in a less direct, more polite way is by using 'we'. For example: Instead of saying 'You need to work faster' you could say 'We need to make sure we are meeting our deadlines'. (Of course, in some situations, it might be necessary to be direct to ensure the person understands their responsibilities).

So, these are some key ingredients for making our communication more polite. Now, let's put them into context and look at some useful phrases for different purposes!

Disagreeing politely

? Don't say: You're wrong.

? I’m afraid I don’t agree…

? I don’t quite agree with that

Requesting / asking for something

? Don't say: Give me the report. / Call the client.

? Would you mind sending me the report? / Do you mind calling the client?

? Could you please…send me the report / call the client?

Saying 'no' to a request

? Don't say: No!

? Unfortunately, we’re not able to at this time.

? I’m afraid that won’t be possible.

Asking for repetition or clarification

? Don't say: What?

? Sorry, could you repeat that?

? Pardon? Would you mind repeating that?

Discussing blame, responsibility

? Don't say: This is your fault!

? We needed to have this finished last week.

? The report really needs to be submitted by Friday.

To make negative topics less negative

? There is a slight problem with the system.?

? It’s going to be a bit difficult to meet the deadline.

Now you have a range of key words and phrases to ensure you are communicating in a polite way. Of course, always remember the essential please and thank you.??

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