Everyday Business Communication: Greeting, Saying "Please,"

The Importance of Professional Language Skills

It might seem obvious, but effective communication is vital for almost all jobs and careers.
While you might think it’s less necessary for more technical or hands-on roles, it can make
the difference between success and struggle.
Mastering professional language allows you to articulate ideas clearly, enhances your
credibility, and enables you to build strong relationships with clients and colleagues. It can
also provide you with a competitive edge and unlock new opportunities.
For example, if your language skills are strong, you’ll feel more confident in interviews and
meetings – both of which can lead to promotions, new responsibilities, and more.

Common Communication Challenges in Business Settings

You may feel a little overwhelmed when you start learning how to communicate in business
English. Don’t worry; that’s completely normal! Here are some of the most common
challenges when communicating in business English:

 Industry-specific vocabulary – Technical jargon and business English acronyms can

lead to misunderstandings. This can impact your productivity – something you don’t
want to do if you’re aiming to impress.
 Cross-cultural differences – In global companies, even though everyone speaks
English, different colleagues and clients may have their own colloquialisms and slang
words. This can lead to uncertainty about their tone and friendliness.
 Time constraints – If you work in a fast-paced environment, your messaging must be
precise and clear. You may also need to respond quickly, so you need to understand
what people are asking of you immediately.

These are just some examples of the problems non-native English speakers face when
learning business English. However, understanding and addressing these challenges will
equip you to succeed. So, let’s get started!

Why You Should Greet Your Co-Workers Every Day

It's the little things that make a big difference in social interaction.
For example, smiling is contagious, and employees who smile more often have customers
who report higher satisfaction. He recalls one of his students thanking him for taking the time
to say hello and talk to the class before beginning his lectures.
Saying hello might feel a little awkward at first, but it is actually appreciated by people more
than you might think.

1. It's basic manners

Let's be honest, saying hello to people is just a courtesy -- one you should have
learned at nursery school. Greetings should be as basic as "please" and "thank you" in
our daily lives, Rosen argues. "These two little words also go a long way towards
improving communication and the overall atmosphere," he says.
2. It humanizes co-workers
You spend a lot of your time at work, so why not get to know those around you?
Rather than seeing your coworkers as just other cogs in the machine, get to know
 them as people – even if it's just for a few seconds in the morning. You might like
them more than you think.
3. It creates a more democratic environment
If everyone, from the bottom up to the CEO, says hello to each other, it gives the
impression of a more equal workplace where everyone is valued.
4. It's quick
Even if the idea fills you with dread, saying hello only takes a couple of seconds, at
most. If it's really that painful, it might signal a bigger issue.
5. It's free
It also won't cost you anything to give it a try.
6. You might get noticed yourself
Everyone wants to be recognized for the good things we do in our careers. Saying
hello to people might get you noticed, and you could then get the recognition you
deserve once people actually know who you are.
7. It reduces awkwardness
If you have to talk to someone later in the day, it is significantly less awkward if
you've already said hi when they walked in. Better communication leads to better
work relationships, and you might find a whole load of benefits from getting to know
people better.

Polite Phrases for Everyday Business Conversations

English is the major language of international business. Individuals need to increase their
competence and fluency in order to remain competitive in the workplace. Meetings are a key
part of this modern workplace, and individuals need to develop effective communication
skills for them.
For non-native English speakers navigating the business world, mastering the right tone and
phrases in everyday conversations is crucial. Politeness in communication reflects
professionalism and fosters a respectful and collaborative work environment.

The Role of Politeness in Business Communication

In business settings, the manner of expression is often as critical as the message itself. Polite
phrases can soften requests, demonstrate respect, and leave a positive impression. They are
vital in establishing and nurturing professional relationships.

Key Polite Phrases for Daily Interactions

1. Initiating Conversations:
o "Good morning/afternoon/evening" – A standard, friendly greeting.
o "Excuse me" – A polite way to gain someone's attention.
Example: "Good morning. Could I have a moment of your time?"
2. Making Requests:
o "Could you please..." – A respectful request format.
o "Would you mind..." – A courteous way to ask for a favor.
Example: "Could you please assist me with this report?"
3. Offering Help:
o "Can I help with..." – Proactively offering assistance.
o "Is there anything I can do to assist?" – Indicating readiness to help.
Example: "Can I help with organizing the meeting?"
 4. Expressing Gratitude:
o "Thank you" or "Thanks" are simple expressions of gratitude.
o "I appreciate your help/time" – Acknowledging someone's effort.
Example: "Thank you for your prompt response to this matter."
5. Apologizing:
o "I'm sorry" or "My apologies" are expressions of regret.
o "I apologize for..." – Accepting responsibility for an error.
Example: "I apologize for any inconvenience caused."
6. Concluding Conversations:
o "Have a good day/evening" – A warm farewell.
o "Looking forward to our next meeting" – A positive ending note.
Example: "Thank you for the discussion. Have a great day."

Effective Use of Polite Phrases

 Sincerity is Key: Employ polite phrases sincerely to ensure authentic communication.

 Cultural Awareness: Recognize that politeness varies across cultures, and adapt your
phrases accordingly.
 Regular Practice: Integrate polite phrases into daily interactions for greater ease and
fluency.

Resources for Learning Polite Phrases

Language learning apps, online courses, and business English books are excellent resources.
Platforms like BBC Learning English and free webinars on business communication skills
can be beneficial.

Introducing yourself
You’ll want to start the meeting by welcoming your attendees and introducing yourself. You
can start with a simple greeting, using phrases such as:
 “Good morning / afternoon”
 “Let’s begin”
 “I’d like to welcome everyone”
 “Since everyone is here, let’s get started”
 “I’d like to thank everyone for coming today”

After greeting them, introduce yourself:

 “I’m [your name]. I’ll keep this meeting brief as I know you’re all busy people”
 “I’m [your name] and I arranged this meeting because…”

Asking others to introduce themselves

For effective discussion during the meeting, it’s essential that individuals attending the
meeting are well-acquainted with each other. The person leading the meeting could ask
everyone to introduce themselves in the following ways:
 “Let’s go around the table and introduce ourselves, [name] do you want to start?”
 “Let’s introduce ourselves quickly – please state your name, job title and why you are
here”
Setting the agenda
Likewise, it is important to start the meeting by outlining the agenda clearly and the key
objectives of the meeting. The objectives can be stated with the following phrases:
 “I’ve called this meeting in order to”
 “We’re here today to discuss”
 “There are [number] items on the agenda. First…”
 “Today I would like to outline our plans for”

Defining action points to be completed before the next meeting

When the meeting has finished, give an overview of what needs to be completed before the
next meeting. Use the following phrases:
 “[Name], can you have these action points finished by next week’s meeting?”
 “Before the next meeting, I want [action point] completed so we can discuss the
results”
 “By the next meeting, we’ll have [action point] in progress”
Getting involved in meetings
Active participation in the meeting is reflected by asking questions and interrupting the
presenter politely if you do not understand what is being said, or if there is agreement /
disagreement. It is a good idea to show that you are actively involved in the meeting.

How to interrupt politely

If you accidentally speak over someone or have something to add to what is being said, you
can interrupt with the following phrases:
 “Sorry, but just to clarify”
 “Sorry I didn’t quite hear that, can you say it again?”
 “That’s an excellent point [person’s name], what about doing [action point] as well?”
 “From our departments perspective, it’s a little more complicated. Let me explain”
You can also use phrase such as:
 “Excuse me for interrupting”
 “I’ve never thought about it that way before. How does it affect [this point]”

Asking questions
There are many different ways to ask questions during the meeting. The following phrases
are suitable when asking for someone to repeat what they have said:
 “Can you repeat that please?”
 “Can you run that by me one more time?”
 “Can you repeat that in a simplified way?”
For clarification the following phrases should be used:
 “I don’t fully understand what you mean. Could you explain it from a different
angle?”
 “Could you explain to me how that is going to work?”
  “Just to be clear, do you mean this [repeat the explained point in the way you
understand it]”
The person leading the meeting or giving the presentation can also ask:
 “Are there any more comments?”
 “What do you think about this proposal?”
 “Are there any areas of this project we are not thinking about?”

Presenting at a meeting
During the presentation, it’s important to engage your audience and clearly set out the
structure of your presentation.
Introducing your topic
The presentation should begin by introducing its purpose with phrases such as:
 “Thank you for getting here on time. Today we’re here to discuss”
 “We’re here to discuss the progress on [name of project] project”
 “Due to issues identified in [project name], we’re here to come up with a quick
resolution”
The presenter can also outline the presentation procedure to ensure clarity, with the phrases
such as:
 “We’re going to run through the main points of the agenda”
 “The presentation will cover these [number of points] topics”

Concluding your presentation

The presentation should end by briefly going over the key messages and action points again.
The conclusion should ensure that the individuals present in the meeting leave with a clear
idea about the next steps. It’s also polite to thank the audience for attending.
The concluding phrases could be:
 “To summarize then, let me just run through what we’ve agreed here”
 “Before we end, let me just summarize the three main points”
 “To sum up what I’ve presented”
 “That brings me to the end of my presentation, thank you for listening”

Answering questions
The presentation can also end by requesting input or feedback from the participants
and answering their questions, if any. The following phrases will be useful for such
situations:
 “Any final thoughts before we close the meeting?”
 “If you have further questions or want to discuss any of it in more detail, we can meet
privately or you can send me an email [have email address on the final presentation
slide]”
 “I’d like to thank everyone for sharing their time today and any feedback would be
valuable”
 “So do we think this is the correct way to proceed?”
  “Are there any objections to what I covered?”

Phrases for welcoming the participants

 Thank you all for coming.

 I appreciate everyone being here.
 First, I’d like to welcome you all.
 I would like to thank you for being here on time.
 I wish to thank you all for coming on such short notice.

Additional business meeting phrases

Aside from the typical benefits, clear communication is required to hold off an interruption,
delegate tasks, confirm decisions, apologise for being late, or excuse you early from a
meeting. The following phrases will prove useful for such situations and will help ensure a
productive meeting.
When holding off an interruption, you can say:
 “Can we come back to that point later? Let me just finish what I was saying”
 “Can I just finish making my point?”

Likewise, apologise for being late by saying:

 “Excuse me for being late, I was”
 “Sorry for not getting here on time, I was”

Some useful negotiation phrases during a meeting:

 “I hear what you’re saying, however our senior manager is very clear on this one”
 “I understand that we can’t do that, but can we discuss some other alternatives?”
 “I agree with what you are saying, however have you considered [different method]?”
 “How about this as an alternative [proceed to explain your alternative method]”

If you want to leave a meeting early, gather your stuff quietly and politely excuse yourself by
saying:
 “Excuse me, unfortunately I have to leave early. I need to be [briefly explain where
you need to be]”
 “I’ve got to shoot off, I’ve got overlapping meetings”
 “Sorry I’m going to have to leave now, [reason for leaving early]“

You can plan a future meeting by saying:

 “I’d like to set up a meeting with you at your earliest convenience. When are you
free?”
 “I’d love to continue this conversation at a second meeting, when are you next free?”
 “We haven’t covered everything we needed to, shall we set up another meeting?”
When the meeting is on a tight schedule and the discussion is dragging on, you can use these
phrases:
 “I’m afraid that’s outside the scope of this meeting”
 “Why don’t we return to the main agenda of today’s meeting”
 “We’ve gone slightly off topic, let us get back to [main agenda]”

Effective Usage of Everyday Phrases

 Practice Regularly:

 Use these phrases in your daily workplace interactions. Frequent usage will make
them more natural in your speech.

 Listen and Learn:

 Observe how native speakers employ these phrases in various contexts to grasp their
nuances and appropriate application.

 Be Mindful of Tone and Body Language:

 Your manner of speaking and non-verbal cues are as crucial as your chosen words. A
congenial tone and welcoming body language enhance the impact of your
conversations.