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Level
B1
Time
12 min

English practice: emails and polite messages

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You need a colleague to send a document before a meeting. The message can be brief, but it should make the request clear and give the reader a useful way to reply.

Write a short, polite email that has a clear purpose, a suitable request, and a natural closing.

Read and practice

Read the examples and try the written questions in this guide. Listening recordings are not available for this lesson yet.

Try the written questions

Could you send me the final agenda by Thursday? /kʊd juː send miː ðə ˈfaɪnəl əˈdʒendə baɪ ˈθɜːzdeɪ/

LearnThe short answer, then 5 short stepsRead the guide PracticeRecordings not available yetRead the guide TestRecordings not available yetRead the guide FAQsMeaning and everyday useFind an answer

The short answer

Start with a suitable greeting, state your reason early, make your request with could, would, or please, and end with thanks and a closing. Keep the subject line and main request specific.

Hi Mia, could you send me the final agenda by Thursday? Thanks, Arun

Why it works: The request says exactly what is needed and when.

5 more examples

  • Hi Noor, could you check the dates in this spreadsheet?

    Could you makes a straightforward request sound considerate.

    Not this:Hi Noor, check the dates in this spreadsheet. What changes: This reads like an instruction and may be too abrupt in an email.

  • Would you mind moving our call to Friday?

    Would you mind is followed by a verb ending in -ing.

    Not this:Could we move our call to Friday? What changes: Could we is a simple alternative when both people must agree on a change.

  • I am writing to ask about the delivery date.

    This states the reason for a more formal message near the beginning.

    Not this:When will the order arrive? What changes: The direct question is clear but can sound abrupt without a greeting or context.

  • Please tell me whether Tuesday is suitable for you.

    This asks for a reply about a specific decision.

    Not this:Please reply soon. What changes: Soon is vague. A clear question helps the reader know what to answer.

  • Thank you for your help. Kind regards, Elena

    This closing is polite and works in many professional emails.

    Not this:Thanks, Elena What changes: Thanks is shorter and suits a familiar, less formal exchange.

Read the full guide

The same email can sound helpful or demanding depending on a few words. Compare Send me the file with Could you send me the file, please? The second version still has a clear request, but it leaves room for the other person to respond.

5 short steps

Give the message a clear purpose

Write the reason for your email near the start. The reader should know whether you are asking for information, requesting a change, or following up on something. One precise sentence is usually enough.

I am writing to ask about next week's training session.

The reader knows the topic before reaching the request.

What can you write when you need an update about an application?

I am writing to ask for an update on my application.

Choose a greeting that fits

Hi plus a first name is common with colleagues, classmates, and people you know. Dear plus a name is more formal and can suit a first contact. Use the person's name when you know it.

Hi Ben,

Hi is friendly and common in routine work email.

Dear Ms Patel,

Dear plus a title and surname is a more formal opening.

Make requests with clear, polite language

Use could you plus a base verb for many requests. Use would you mind plus a verb ending in -ing when you need a softer phrasing. State the task and any useful date or detail.

Could you confirm the room number, please?

Confirm is the base verb after could you.

Would you mind sending the receipt again?

Sending follows would you mind, not send.

Ask for a response without pressure

End a request by showing what reply would help. Could you tell me whether asks the reader to confirm a condition. When possible, name a time or choice rather than writing a vague instruction to reply soon.

Could you tell me whether you can attend the meeting?

The reader knows that the needed reply is yes or no about attendance.

How can you ask whether Friday is suitable?

Could you tell me whether Friday is suitable for you?

Close the email naturally

Thank the reader when they have helped or when you appreciate their time. Then use a closing that matches the formality of the email. A short closing and your name are enough for most messages.

Thank you for your time. Best wishes, Sam

Best wishes is polite and friendly without being overly formal.

Thanks, Sam

This short closing fits a familiar colleague or an ongoing conversation.

Before you go

Remember this

Give the email a useful subject, greet the reader, explain the purpose, and make one specific request. Use could you, would you mind, or please as appropriate. End with thanks and a closing that matches the situation.

Practice with the written examples

You can practice with the written questions in the Learn tab. Each answer includes an explanation.

Try the written questions

Listening test not available yet

This lesson does not have the recordings needed for a listening test. Use the written questions in the guide to check your understanding.

Try the written questions

Questions about "English practice: emails and polite messages"

How do I make an email request sound polite?

Say clearly what you need, then use a phrase such as could you or would you mind. Add please where it sounds natural. A specific request is usually more helpful than a long, indirect message.

Hi Noor, could you check the dates in this spreadsheet?

When should I use Hi or Dear in an email?

Hi suits many messages to colleagues, classmates, and people you know. Dear is more formal and can be useful when writing for the first time or contacting an organisation. Use the recipient's name when you have it.

Hi Noor, check the dates in this spreadsheet.

What comes after would you mind?

Use a verb ending in -ing after would you mind. For example, the request describes an action the reader might take. Could you uses the base form of the verb instead.

Would you mind moving our call to Friday?

How can I ask someone to reply to an email?

Tell the reader what reply would help. Please let me know if is useful when you need confirmation about a date, a plan, or another choice. Give a clear question instead of asking for a reply without context.

Could we move our call to Friday?

Which email closing should I use?

Thanks is suitable for a familiar, short exchange. Best wishes and Kind regards are polite choices for many work messages. Match the closing to how formal your greeting and relationship are.

I am writing to ask about the delivery date.

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