WEAK WORDS when writing to your supervisor: seems, appears, likely,

may, might, can, could, perhaps, There is a possibility/probability, it is

suggested

DEFINITE Words when writing to your Juniors: is, want, shall /will, don’t,
complete this

COURTEOUS when writing to your colleagues/equals: Could you please…?

A. Upward Communication: Which sentence would you write to your supervisor?

Choose the sentence which achieves the right tone.

1. a. We shall/will not achieve the projected census figures in the current unstable
climate.
b. It seems unlikely that the projected census figures will be achievable in the
current unstable climate.

2. a. Could we defer a decision until a later date?

b. I want to defer a decision until a later date

3. a. Confirmation to this information is required as soon as possible.

b. Confirmation to this information is requested as soon as possible.

4. a. Evidence suggests that a further investigation is necessary.

b. A further investigation of the matter is necessary.

5. a. Retain these statistics for future reference.

b. These statistics should be retained for future reference.

B. Horizontal Communication: Which sentence would you write to your colleague?

1. a. I would like you to deal with this matter.

b. Would you mind dealing with this matter?
c. Could you please deal with this matter?

2. a. I would be grateful if you could come to my office at 1000 hrs. tomorrow.

b. Please come to my office at 1000 hrs. tomorrow.
c. In order to discuss this matter in a greater detail, can you possibly/would you
mind coming/ come to my office at…?

3. a. Investigate this incident immediately.

b. Would you please investigate this incident immediately?
4. a. I do not agree with your recommendation.
b. I cannot agree with your recommendation.

5. a. We must consider the introduction of a new system of stock control.

b. We should consider the introduction of a new system of stock control.

C. Downward Communication: Which sentence would you write to your subordinate?

1. a. Your recent performance has been of an unsatisfactory standard.

b. Your recent performance appears to have been unsatisfactory.

2. a. Please let me know the intended course of action.

b. I would be extremely grateful if you could let me know the intended course of
action.

3. a. Is it possible for you to take charge of the orientation programme?

b. I would like you to take charge of the orientation programme.

4. a. Recent requests for casual leave from your unit have been excessive.
b. I would like to suggest that recent requests for casual leave from your unit have
been excessive.

5. a. I look forward to receiving your response in the near future.

b. I await your immediate response.