Making Requests - Business English

Here is a list of ways to make polite business requests and some possible answers, categorized for clarity.

Making Polite Business Requests and Anticipating Responses

Request Type	Polite Phrasing (The Request)	Possible Positive Answers	Possible Negative/Alternative Answers
Simple Info	"Could you please send me the latest Q3 report?"	"Certainly, I'll send that over right now."	"I can send you the draft, but the final report is still pending approval."
Availability	"I was hoping you could let me know the status of the ongoing project."	"I'd be happy to. I can give you an update in about an hour."	"I'm tied up in meetings all morning, but I will get back to you by end of day."
Details/Clarification	"Would you be able to elaborate on the budget allocated for this initiative?"	"Yes, I've attached the detailed breakdown in the email."	"That's sensitive information, but I can share the top-line summary with you."
Documents	"Could you kindly forward the meeting minutes from yesterday?"	"Of course. They are attached to this message."	"They haven't been finalized yet, but I expect to circulate them tomorrow morning."

Request Type	Polite Phrasing (The Request)	Possible Positive Answers	Possible Negative/Alternative Answers
Action	"Would you mind reviewing this proposal before the deadline?"	"Not at all, I can prioritize that this afternoon."	"I'm overloaded today. Could we push the review to tomorrow morning?"
Collaboration	"I'd appreciate it if you could join us for the brainstorming session."	"Absolutely, I'll be there. Please send me the meeting link."	"I have a conflict. Could you share the key takeaways with me afterward?"
Time/Schedule	"Is it possible to move our meeting from 10:00 AM to 11:30 AM?"	"Yes, 11:30 AM works better for me. I'll update the calendar."	"Unfortunately, 11:30 AM is booked. Could we aim for 2:00 PM instead?"
Delegation	"I need someone to manage the client correspondence. Would you be willing to take that on?"	"I'm happy to take responsibility for the client correspondence."	"I don't have capacity right now, but I can train [Colleague's Name] to handle it."

Request Type	Polite Phrasing (The Request)	Possible Positive Answers	Possible Negative/Alternative Answers
Formal/General	"I'd be grateful if you could offer your expert opinion on this matter."	"I'd be glad to. Send over the relevant documents."	"My expertise is limited in that area, but I can connect you with [Expert's Name]."
Specific Help	"We are struggling with the data analysis. Could you please lend a hand?"	"Consider it done. Let me know when you want to look at the data."	"I wish I could, but I'm on a tight deadline. Try reaching out to the IT department."
Seeking Approval	"I kindly ask for your approval to proceed with the proposed marketing plan."	"The plan looks solid. You have my approval to proceed."	"I need a few more details on the budget before I can sign off on this."

Use "softeners" and modal verbs: Words like Could, Would, Please, Kindly, I was hoping, I'd appreciate it if make your request less like a demand and more like a cooperative exchange.
Explain the "Why": Briefly stating the reason for your request (e.g., "I need this by 3 PM so I can finalize the presentation.") adds context and urgency.
Offer alternatives (if applicable): If you're asking for a large commitment, suggest a smaller alternative (e.g., "If you can't review the whole document, would you mind just checking Section 3?").
Always include a thank you: Close your request with a simple "Thank you for your time" or "I appreciate your help."