Mind Your Tone! 5 Tips to Be Polite (Without Being a Push-Over)

Sounding polite isn’t about saying “please” 100 times — it’s about using the right words, tone, and timing. Here's how to do it right in any business situation.

Politeness: Your Secret Power in Business English | flolinga

💼 Politeness: Your Secret Power in Business English

In international business settings, your message needs to be not only clear — but also respectful. Being polite helps you build better relationships, even when you're under pressure, delivering tough news, or speaking to someone more senior. Use these tips to manage tone and show professionalism, especially if English isn't your first language.

🧠 5 Simple Tips to Sound More Polite

Soften direct language with modal verbs
Saying "You must submit this today" sounds strict. Instead, say "Could you please submit this today?" or "Would it be possible to send it by the end of the day?" Modal verbs like could, would, and might help you make suggestions or requests more gently.
Use indirect questions
Instead of "What's your name?", try "Could I ask your name?" or "May I know your name?". Indirect questions are less intrusive and more formal — perfect for interviews, client calls, or first-time meetings.
Add "please" and "thank you" — but don't overdo it
"Please" can turn a command into a request, and "thank you" shows appreciation. Just be sure to use them sincerely. For example: "Could you review this by 2 p.m., please? Thank you!" Avoid saying "please" too many times in one message — it can sound unnatural or unsure.
Use hedging phrases to sound less forceful
Phrases like "It seems that…", "There might be…", or "I believe…" help you share ideas without sounding aggressive. This is especially helpful when giving feedback or sharing a different opinion in a group.
Mirror the other person's tone
Pay attention to how formal or casual your colleagues are. If they're using formal greetings and polite phrasing, match that tone. If it's a relaxed team chat, you can be a little more casual — but still respectful.

🧪 Quick Quiz: Is It Polite Enough?

1. Which version sounds more polite?

2. What does "hedging" mean in conversation?

Avoiding topics

Making your language softer and less direct

Talking about gardening

3. "I was ______ if we could move the deadline?"

4. Write a polite way to ask someone to repeat something.

5. Which modal verb makes this request more polite: "_____ you please send me the report?"

Must

Should

Could

6. Which is an example of an indirect question?

💬 Class Discussion Questions

What situations in business English make politeness especially important?
What are polite expressions in your language? How do they compare to English?
Do you think sounding too polite can be a disadvantage in business? Why or why not?
Practice time: Turn direct commands into polite requests in pairs.