Do the preparation task first. Then read the text and tips and do the exercises.
Preparation
Tim,
We have a team meeting in Room 310 on Friday 26 November at 11 a.m. We are expecting 25 members of our international team there.
- Could you please book the room for us?
- Would you please prepare 25 pens and notepads for the meeting?
- Also, can you write an email to the team members to tell them the time and place of the meeting?
Thanks very much for your help. If you have any questions about this just let me know – I'll be in the office tomorrow morning.
Marketing Department
Tips
1. You can start a note with just the name of the person you are writing to or Hi ... . You don’t need to use Dear … .
2. Make sure dates are very clear. Include the day, date and time.
3. Explain the reason for the instructions.
4. Write clear and polite instructions. Use phrases like Can / Could / Would you please … ?
5. At the end offer the chance to ask questions and check the instructions.
6. Finish the note with Best, or Thanks, and then your name underneath.
To: T.muse
Date: 22 June
Subject: Teacher worship day
T.muse,
We have a meeting in Foreign language department teacher office on 15 June 2023 We are expecting 16 members of our member there.
Could you please tell the other teacher about the meeting in office room
Would you please prepare a equipment to work on teacher phan.
Also, can you send a message to all of our 16 member to tell them to come to Office room to build phan.
Thanks very much for your help. If you have any questions about this just let me know – I'll be in computer room all day.
Best,
Mon
I prefer to write someone of colleagues because most of the colleagues work remotely
I prefer to write an email, because I want the instructions to be clear and I don't want them to forget
what is the difference between can, could and would please in the polite request?
Hi Abanob Eskander,
All of these words show politeness when making a request. Comparatively, "could" and "would" show more politeness than "can". You can find more examples and explanation on our Grammar reference page about Requests, offers and invitations (linked). I hope you find it useful.
Jonathan
LearnEnglish team
I have had to give instructions to my colleagues, when there is a company meeting. I prefer to E-mail, because I will clearly mention the meeting date, day and time.
When you have to give someone instructions, do you prefer to write them a note or speak to them? Why?
I prefer to write them. Because I want the instructions to be clear, I don't want to forget them.
I prefer call the colleague before send the message with precise instructions.
I typically write a note for simple instruction, If the instruction is quite complicated and contains important details I prefer to speak in person to get straight to the point and follow through the task.
Well, when the instructions contain a lot of details and information, I prefer to write them a note. But it is better to speak to them if you do not have many instructions. The note will be a helpful reference for them to use in order to check the instuctions, organise their work and do it effectively without forgetting any details.
Instructions for a colleague
From: Amelle
To: John Smith
Subject: Things to do for the teachers meeting
John,
We have a teachers meeting at the school library on Sunday 24 July at 9.30 a.m. We are receiving 20 teachers.
• Could you please check if the library will be available next Sunday ?
• Would please provide a data-show and a computer for the presentation ?
• Can you email our guests to tell them the time and the place of the meeting ?
Thank you for the effort you providing to help me organise this meeting and don’t hesitate to contact me for further information on my home or office numbers.
Best,
Amelle