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Learning Objectives

2 minutes reading
✓
Apply the passive voice to shift focus from the person to the action, reducing blame (e.g., "The error was made" vs. "You made an error")
✓
Construct polite requests using the pattern "I would appreciate it if..."
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Contrast formal and neutral registers to select the appropriate greeting and sign-off for different audiences
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Structure a standard business email using clear signposting (Opening → Purpose → Call to Action → Closing)
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Key for this lesson

Shifting from "text-speak" or overly direct language to structured, diplomatic written English. The tone should be professional, objective, and concise.

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Grammar / Communication Explanation

4 minutes reading
The Passive Voice for Professionalism

Remove the "Doer" for Objectivity

In business, we often remove the "doer" (the subject) to sound more objective or to avoid blaming someone directly.

Subject + to be (conjugated) + Past Participle

Active (Direct/Personal): "We have signed the contract."

Passive (Formal/Focus on object): "The contract has been signed."

Active (Blaming): "You forgot the attachment."

Passive (Diplomatic): "The attachment was not included."

Polite Requests

"I would appreciate it if..."

This is a standard B1+/B2 phrase for making firm but polite requests. Note the grammar change that follows:

I would appreciate it if you could/would [verb]...

Example: "I would appreciate it if you could send the data by 5 PM."

Register: Greetings & Closings

👔 Formal (Client/Senior): Dear Ms. Kato, ... Sincerely / Best regards,
🤝 Neutral (Colleague/Team): Hi Alex, ... Best / Thanks,
⚠️ Avoid: Hey (too casual for first contact), Yours faithfully (too old-fashioned for email, generally)
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Learning Tip

Use the passive voice when the action is more important than who did it, or when you want to avoid direct blame.

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Context & Usage Examples

5 minutes reading

Professional Contexts

📊 Project Update (Passive): "Please be advised that the quarterly report has been uploaded to the server."
⏰ Chasing a Deadline (Polite Request): "I would appreciate it if you could confirm receipt of the invoice sent on Monday."
😔 Delivering Bad News (Diplomatic): "Unfortunately, the application was not selected for the next round of interviews." (Passive avoids "We rejected you")
📋 Meeting Follow-up: "As discussed, the next steps have been outlined in the attached document."
❓ Formal Inquiry: "I am writing to enquire whether the position has been filled."

Everyday Contexts

🏠 Housing/Utility Inquiry: "I would like to know if the maintenance work has been scheduled yet."
📝 Formal Complaint: "I am writing to express my dissatisfaction regarding the service that was provided yesterday."
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Correct Examples & Common Mistakes

6 minutes reading
1

The "I would appreciate" Grammar Error

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"I would appreciate if you send me the file."

Missing the dummy object "it" after appreciate

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"I would appreciate it if you could send me the file."

You need the dummy object "it" after appreciate

2

Over-Personalizing Errors (Blame Game)

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"You broke the printer again."

Active voice sounds aggressive here

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"It appears the printer has been damaged."

Passive voice focuses on the problem, not the person

3

Tone Clashes

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(To a new client) "Hey! Check out the file I sent."

"Hey" and "Check out" are too casual for external business communication

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"Dear [Name], please find the requested file attached."

Professional and appropriate for client communication

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Listening Activity

6 minutes

Context: A mentorship session. Sarah (Senior Manager) is reviewing a draft email written by Leo (Junior Associate) intended for a dissatisfied client.

🎵 Audio: Sarah reviews Leo's email draft
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Speed:

Sarah: Okay, Leo, let's look at this draft reply to Mr. Henderson. The content is right, but the tone is a bit... sharp.

Leo: Really? I just wanted to be clear. I wrote: "You didn't send the specifications, so we couldn't start."

Sarah: I see that. It's factually true, but it sounds like an accusation. In business, we try to avoid saying "You didn't."

Leo: How should I say it? "We didn't get them"?

Sarah: Better, but try the passive voice. How about: "The specifications were not received, so the project start date was delayed."

Leo: Ah, I see. It removes the blame.

Sarah: Exactly. And the closing? You wrote: "Send me the new dates."

Leo: Too direct?

Sarah: A little. Try the standard phrase: "I would appreciate it if you could provide your availability."

Leo: "I would appreciate it if..." Got it. It sounds much more professional.

Sarah: It does. Make those changes and send it over.

Question 1: What is the main problem with Leo's original draft?

💡 Hint: Listen to what Sarah says about the "tone" of the email.

Question 2: Which grammatical structure does Sarah recommend to reduce the "sharpness" of the email?

💡 Hint: Listen for Sarah's suggestion about removing the "doer."

Question 3: How does Sarah rephrase the sentence "You didn't send the specifications"?

💡 Hint: Listen for what Sarah says after "How about..."

Question 4: What specific phrase does Leo adopt for the closing request?

💡 Hint: Listen to what Leo repeats at the end.
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Interactive Quiz

4 minutes

Choose the most appropriate option for each professional email situation:

1

Which sentence is the most diplomatic way to tell a client about a delay caused by a shipping error?

A Our shipping partner made a mistake.
B A shipping error has occurred, causing a delay.
C You have to wait because of a shipping error.
2

Choose the correct structure:

A I look forward to hearing from you.
B I look forward to hear from you.
C I look forward hearing from you.
3

You are emailing a colleague you know well. Which opening is appropriate?

A Dear Sir/Madam,
B Hi John,
C To whom it may concern,
4

Convert this active sentence to passive: "Someone has booked the conference room."

A The conference room has been booked.
B The conference room was booked.
C The conference room is being booked.
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Practice Exercises

7 minutes

Exercise A: Tone Adjustment

Rewrite these informal/direct sentences into professional business English using the passive voice or polite phrases.

1.

Informal: "Send me the money by Friday."

💡 Hint: Use "I would appreciate it if..." + passive voice
2.

Informal: "You made a mistake on the invoice."

💡 Hint: Use passive voice: "An error was..."
3.

Informal: "We fixed the computer."

💡 Hint: Use passive voice: "The computer has been..."
4.

Informal: "Hey, want to meet up?"

💡 Hint: Use "I was wondering if..."

Exercise B: Structure Scramble

Put the parts of this email in the correct order (1–5). Type the letters in order (e.g., "BDAEC").

A. I would appreciate it if you could sign the attached copy.

B. Dear Ms. Delaney,

C. Best regards,

D. Please find attached the updated contract for your review.

E. The revisions requested in our last meeting have been included.

Exercise C: Passive Voice Transformation

Complete the second sentence so it has a similar meaning to the first, using the passive voice.

1.

They have canceled the meeting. → The meeting _______________.

💡 Hint: Present Perfect passive: "has been + past participle"
2.

We are processing your order. → Your order _______________.

💡 Hint: Present Continuous passive: "is being + past participle"
3.

Someone sent the email to the wrong address. → The email _______________ to the wrong address.

💡 Hint: Simple Past passive: "was + past participle"
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Speaking Practice

4 minutes
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Preparation for Class

Use these tasks to prepare for speaking practice with your teacher.

💼 Task 1: Controlled - Dictation & Reformulation

The teacher (or partner) reads an aggressive sentence. You must verbally "translate" it into a polite, professional sentence immediately.

  • Prompt: "You lost my luggage." → "My luggage seems to have been lost."
  • Prompt: "Give me a refund." → "I would appreciate a refund."
🤝 Task 2: Guided - The Difficult Email

You are discussing with a colleague how to write an email to a team member who is not doing their work. Discuss:

  • How to say "You are missing deadlines" without being mean. (Try: "The deadlines have been missed.")
  • How to ask them to improve. (Try: "It is important that tasks are completed...")

Dialogue Goal: Agree on three sentences to put in the email.

🎤 Task 3: Free - Verbalizing the Draft

Imagine you are using voice-to-text software to write an email to a hotel manager complaining about loud noise in your room during a business trip. Dictate the email. Include:

  • A formal greeting.
  • Passive voice description of the problem ("Sleep was disturbed...").
  • A polite call to action ("I would appreciate...").
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3 Key Takeaways

1. Diplomacy: Use the Passive Voice ("It was done") to focus on the action, not the person, especially when discussing errors.
2. Politeness: Memorize "I would appreciate it if you could..." for requests. It is universally accepted in business.
3. Structure: Always include a clear subject line, a greeting, the purpose, the action required, and a sign-off.

Signal Words/Phrases

📎 Please find attached... (Standard phrase for sending files)
🔗 Further to our conversation... (Link to previous contact)
ℹ️ If you require any further information... (Standard closing offer)

Study Tips

1️⃣ The "Subject Line" Drill: Before opening your work emails tomorrow, read only the subject lines. Do they clearly predict the content? If not, mentally rewrite them.
2️⃣ Template Creation: Save your best emails as "Signatures" or templates in your email software. Create one for "Sending an Invoice" and one for "Requesting a Meeting."
3️⃣ Passive Spotting: Read a news article (business or finance section). Highlight every passive verb form. Notice how often they are used to describe market trends or company actions.
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