Lesson b1-4.1: Polite Requests & Offers

🎯Learning Objectives

By the end of this 30-minute lesson, you will be able to:

Formulate polite requests using modals like Could you, Would you, and phrases such as Would you mind...?
Make and respond to professional offers using Shall I...?, Can I help...?, and Would you like me to...?
Distinguish between different levels of formality when making requests and offers in the workplace.
Apply these structures to manage tasks, ask for help, and collaborate effectively in both professional and daily situations.

📚Grammar & Skill Focus

In business, how you ask for something is as important as what you ask for. Using polite and indirect language shows respect and professionalism, helping you build stronger relationships with colleagues and clients.

Form / Structure

We use modal verbs and specific phrases to make requests and offers sound more polite.

Structure	Example	Formality
Could you + verb...?	Could you send me the report?	Standard Professional
Would you + verb...?	Would you check these figures?	Polite & Slightly Formal
Would you mind + verb-ing...?	Would you mind sending it again?	Very Polite / Indirect

Structure	Example	Formality
Can I + verb...?	Can I get you a coffee?	Informal / Friendly
Shall I / we + verb...?	Shall I take the meeting notes?	Standard Professional
Would you like me to + verb...?	Would you like me to book the room?	Polite & Customer-focused

Usage Rules

Use Could you for standard, everyday professional requests. It's safe and effective.
Use Would you mind + verb-ing when you are asking for something that might be an inconvenience. The answer is often “No, not at all.”
Use Shall I when you are offering a suggestion you can do yourself. It's common in British English and feels very professional.
Use Would you like me to... to make an offer that focuses on the other person's needs—ideal for client service.

Key Learning Tip: The more indirect your language, the more polite it sounds. Compare:
Direct Command: “Send the file.” (❌ Impolite)
Polite Request: “Could you send the file, please?” (✅ Good)
Very Polite Request: “Would you mind sending the file when you have a moment?” (✅ Excellent)

🌍Context & Usage

Card 1: Professional Context (Workplace)

Asking a colleague for help or information: “Could you explain this chart to me?”
Delegating a task: “Would you mind taking the lead on the social media report?”
Offering assistance: “I've finished my tasks. Shall I help you with those slides?”
Requesting action from another department: “Could you please process this invoice by Friday?”

Card 2: Everyday Context (Daily Life)

Supporting visitors: “Can I get you a glass of water while you wait?”
Planning social time: “Shall we get lunch at the new café today?”
General courtesy: “Would you mind holding the elevator door for me, please?”

✅Examples & Analysis

Workplace Request

Could you please review the Q3 sales figures before the meeting?

This is a clear, polite way to ask a colleague to complete a task.

Formal Request

Would you mind sharing your screen to show us the prototype?

Very polite and indirect—ideal for formal meetings or adding extra work.

Workplace Offer

Shall I handle the email inquiries for you this morning?

A proactive offer showing readiness to support a colleague.

Client-Focused Offer

Would you like me to send a summary of our discussion in an email?

Keeps the client's needs at the centre of the offer.

Everyday Offer

It’s raining outside. Can I give you a ride to the train station?

Friendly and informal—perfect for colleagues or friends.

Everyday Request

I'm running a few minutes late. Would you mind telling the team I'll be there shortly?

Polite request for a small favour in a daily scenario.

❌ Common Business Mistakes

Mistake: “Would you mind to check the attachment?” → Correct: “Would you mind checking the attachment?”
Mistake: “I want you to finish this report by 5 PM.” → Correct: “Could you please finish this report by 5 PM?”
Mistake: “Shall you send me the link?” → Correct: “Could you send me the link?” or “Shall I find the link for you?”

🎧Listening Practice

Listen to Maria and Leo discuss a tight deadline. Notice how they combine polite requests and offers to keep the project moving.

Audio: Polite Requests in Action

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Maria: Hi Leo, do you have a minute?

Leo: Of course, Maria. What's up?

Maria: I'm just finalizing the presentation for the new product launch. Could you send me the latest versions of the infographics you created? I want to make sure I have the final ones.

Leo: Absolutely. I've just finished them. Shall I send them to you via email or Slack?

Maria: Email would be great, thanks. And hey, I know you're new to this project, so would you mind double-checking the brand color codes one more time? The primary stakeholder is very specific about them.

Leo: No problem at all. I'll check them right now before I send the files.

Maria: Perfect, thank you. You've been a great help. The deadline is tight, and we all have limited bandwidth right now.

Leo: I'm happy to help. Is there anything else? Can I assist with the presentation slides themselves? My schedule is quite clear this afternoon.

Maria: That’s a very kind offer. Actually, yes. Would you be able to create a new title slide? The current one is a bit boring. Something modern and clean.

Leo: I'd be happy to. Would you like me to include the new logo prototype on it?

Maria: Oh, that’s a brilliant idea. Please do.

Leo: Great. I'll get started on that and the color check.

Maria: Thanks, Leo. This is a huge help. I’m just going to the kitchen. Can I get you a coffee or anything?

Leo: I'm good for now, but thanks for the offer!

Maria: Alright. Let's touch base in an hour.

1. What is the main purpose of Maria's conversation with Leo?

a) To welcome him to the team. b) To review his performance. c) To request files and additional help for a presentation.

2. What does Maria specifically offer to do for Leo?

a) Help him with the infographics. b) Get him a coffee. c) Review his work schedule.

3. In the conversation, what does the word “bandwidth” mean?

a) Internet connection speed. b) Available time and energy to do more work. c) The project's budget.

4. Fill the gap: “Would you mind double-________ the brand color codes one more time?”

🧠Interactive Quiz

Choose the most polite or professional option for each situation.

1. Your colleague is explaining a complex process, but you don't understand one part. Choose the most polite way to ask for clarification.

a) I don't get it. Explain that again. b) Could you please go over the last part one more time? c) You must explain that better.

2. You see a visitor in your office reception who looks lost. What is a friendly, appropriate offer?

a) You look lost. Do you need help? b) Can I help you find someone? c) Why are you here?

3. A colleague asks: “Would you mind staying late tonight to help me finish the project?” You cannot. What is a polite way to refuse?

a) No, I can't. b) I'd love to help, but I'm afraid I have a prior commitment this evening. Can I help first thing tomorrow morning? c) No, that's not possible.

4. You need your manager to approve your vacation request today. Which is the most appropriate and formal way to ask?

a) I need you to approve my vacation. b) Can you approve my vacation now? c) Would you mind approving my vacation request today if you have a moment? I need to book my flights.

✍️Practice Exercises

Work through each activity. Click “Check” to receive feedback and save your progress. Use “Show Answers” when you want to review the model responses.

Exercise 1: Matching

Match the phrases with their function.

1. Shall I book a conference room?

2. Could you update the project board?

3. Would you mind covering my shift?

4. Can I get you anything from the café?

Exercise 2: Word Order

Put the words in the correct order to make polite requests or offers.

Exercise 3: Error Correction

Find and correct the one mistake in each sentence.

Exercise 4: Complete the Dialogue

Complete the dialogue with a polite request or offer using the verb in brackets.

🗣️Speaking Practice

Task 1: Controlled Practice

Select a context:

Call a supplier to check the delivery date of an order.
Call the IT department to report an issue with your email.
Call a colleague to request a file you need urgently.

Structure your call: Opening → Purpose → Closing.

Task 2: Guided Practice

Return a missed call where the voicemail was unclear. Decide whether it was a potential client or building management and prepare clarifying questions.

Explain why you are returning the call.
Politely state that the message was unclear.
Ask for the key details you need.

Task 3: Free Practice

Choose a scenario:

Scenario A – Planning a Project: Decide who handles research, planning, and client contact.
Scenario B – Handing Over Work: Ask a colleague to cover two tasks while you are on vacation and offer support in return.

Be ready to share what you will ask, how you will note the information, and how you will close the call.

🪄Summary & Study Tips

Key Takeaways

Use Could you...? or the more formal Would you mind + verb-ing...? for polite requests.
Use Shall I...? for proactive suggestions or Would you like me to...? to keep the focus on the other person's needs.
Choose indirect language over commands in professional settings to build trust and collaboration.

Professional Study Tips

Email Review: Before you send your next work email, find one request and make it more polite using today's language.
Active Listening in Meetings: Note phrases colleagues use for requests and offers. Add useful expressions to your toolkit.
The “One Offer a Day” Challenge: Make one polite, proactive offer of help to a colleague each day to build the habit.