Edublog - Workplace Communication: Making Different Types Of Requests At Work
- Learn English with NETOL
- Jan 21
- 12 min read
Updated: Jan 22
Workplace Communication:
Making Different Types Of Requests At Work
What Is a Request?
A request means to ask for something politely or formally. When you make a request, you are asking someone to do something for you or give you something. Requests can be simple, like asking for a glass of water, or more serious, like asking for time off from work. The way you make a request depends on who you are speaking to and the situation.
Making Requests Using the Modal Verbs: Can - Could - Will - Would
Modal verbs are small helping verbs. We use them before another verb. They tell about ability, permission, advice, obligation, possibility, or polite requests.
Modal verbs help us make requests in English. We will focus on four important modal verbs that can help us make Informal and formal requests. The four modal verbs that we will focus on are: can, will, could & would.
Can
Meaning:
Can is used for Informal requests.
Can shows ability or possibility.
Examples:
Can you help me with this? (Informal request)
I can speak French. (ability)
Could
Meaning:
Could is also used for polite or formal requests.
Could shows ability in the past form because could is the past form of can.
Examples:
Could you please send me the report? (formal request)
When I was younger, I could run fast. (past ability)
Will
Meaning:
Will is often used when making Informal requests.
Will shows future intention or willingness to do something.
Examples:
Will you help me with this? (Informal request)
I will call you tomorrow. (future intention)
Would
Meaning:
Would is also used for polite or formal requests.
Would is used for hypothetical situations.
Examples:
Would you be able to assist me? (formal request)
I would travel more if I had time. (hypothetical)
What Is The Difference Between Informal & Formal Language?
We use informal language in situations that are more relaxed or that involve people we know well. We use formal language in situations that are serious or that involve people we do not know very well.
For example:
Informal language is for friends and family. Use short sentences, simple words, and contractions when you use Informal language.
Formal language is for work, school, or official letters. It uses polite words and full sentences. Do not use slang or contractions when you use formal language.
Informal Modal Verbs - Can & Will
In Informal language, we often use can and will because they sound friendly and direct. Using can and will is more casual, and it is appropriate for Informal language.
For example:
“Can you send me the file?”
“Will you help me with this?”
Formal Modal Verbs - Could & Would
In formal language, we use could and would because they sound more polite and professional. Using could and would shows respect and is appropriate for formal language
For example:
“Could you please provide the report?”
“Would you be able to assist me with this matter?”
Situations When We Need To Make Requests
Here are ten situations when you might make a request, with examples:
Asking someone to drive you to an appointment
Explanation: This request is when you need help getting to a place, like a doctor’s office, because you do not have a car or cannot drive. You ask someone politely to take you there.
Example: “Could you please drive me to my doctor’s appointment tomorrow?”
Borrowing money from someone
Explanation: This is when you need some money for a short time, and you promise to give it back later. You ask politely and say when you will return it.
Example: “Can I borrow $20 until Friday?”
Requesting a day off from school or work
Explanation: This means you want to stay home and not go to school or work for one day. You ask for permission and explain which day you want off.
Example: “I would like to take next Monday off. Is that okay?”
Changing a doctor’s appointment
Explanation: This is when you cannot go to your appointment at the original time. You ask someone to help you make a new time that works better for you.
Example: “Could you help me reschedule my appointment for next week?”
Asking for help from a sales associate at a store
Explanation: This request is when you need help finding something in a shop. You ask the worker politely to show you where it is or to give you the right size.
Example: “Excuse me, could you help me find size medium?”
Asking a friend to lend you a book
Explanation: This is when you want to borrow a book from a friend for a short time. You promise to give it back later.
Example: “Can I borrow your history book for the weekend?”
Requesting someone to check your homework
Explanation: This means you want someone to look at your homework and tell you if it is correct. You ask politely for their help.
Example: “Could you look over my math homework?”
Asking a neighbour to water your plants
Explanation: This is when you will be away from home and need someone to take care of your plants. You ask your neighbour politely to give them water.
Example: “Would you mind watering my plants while I’m away?”
Requesting a teacher to explain a lesson again
Explanation: This request is when you did not understand part of the lesson. You ask the teacher to explain it one more time so you can learn better.
Example: “Could you explain that part one more time?”
Asking a coworker to cover your shift
Explanation: This means you cannot work at your usual time and need someone to work for you. You ask your coworker politely to take your shift.
Example: “Can you work my shift on Friday?”
Types Of Work Requests That Employees Make
What Is A Work Request?
A work request is a formal way of asking for something that relates to your job. A work request usually involves a supervisor or manager. It can also involve a coworker, depending on the situation. The request usually relates to your work schedule or work tasks.
Request A Day Off
Explanation: This request is made when an employee needs time away from work for personal reasons, such as family events or appointments.
Example: “Could I take next Monday off? I have a personal appointment.”
Request Sick Leave
Explanation: Employees make this request when they are ill and cannot work. Employers often ask for a doctor’s note for verification.
Example: “I am not feeling well today. Could I take sick leave?”
Request A Leave For Maternity
Explanation: This request is made when an employee is expecting a child and needs time off before and after the birth.
Example: “I would like to discuss my maternity leave dates. Could we arrange a meeting?”
Request A Shift Change
Explanation: Employees request a shift change when they need to work at a different time for personal or family reasons.
Example: “Could I switch my shift to afternoons so I could take my daughter to school in the mornings?”
Request For A Coworker To Drive You Home
Explanation: This is an informal request made to a colleague for transportation assistance.
Example: “My car broke down. Could you please give me a ride home after work today?”
Request To Resolve A Conflict
Explanation: Employees make this request to address misunderstandings or disputes with coworkers in a professional manner.
Example: “I think we need to talk about the problem between the part-time manager and me. Could we meet to talk about this situation and to find a solution?”
Request Work Training
Explanation: Employees request training to improve their skills or learn new tools for their job.
Example: “I would like to join the work training program to improve my skills. Is that possible?”
Request A Raise
Explanation: This request is made when an employee feels they deserve a salary increase based on performance.
Example: “I have been working hard and meeting my goals. Could we discuss a salary increase?”
Request To Move To A New Location
Explanation: This request is made when an employee needs to transfer to another office location, often for family reasons.
Example: “I would like to transfer to the Burlington store. Is there an opportunity to do so?”
Request Flexible Work Hours
Explanation: Employees request flexible work hours to balance work and personal responsibilities, such as childcare.
Example: “Could I start my shift two hours earlier and finish work earlier tomorrow so I can go to a dentist appointment?"
Request To Work Overtime
Explanation: Employees make this request when they are willing to work extra hours to help the team or earn more income.
Example: “Could I work extra hours this weekend if needed?”
Request Work Equipment
Explanation: Employees request new equipment when their current tools are outdated or not functioning properly.
Example: “I need a new headset for my work. Could you arrange one for me?”
Request Vacation Time
Explanation: Employees request vacation time to take a break from work for personal or family reasons.
Example: “Could I request a week off next month for a trip to Quebec?”
Request a Reference Letter
Explanation: Employees request a reference letter when applying for another job or educational program.
Example: “I’m thinking of getting another part-time job. Could you write a reference letter for me?"
Heng's Situation
Explanation Of Heng's Situation
Heng has a son named Eric. Eric has a specialist appointment on Thursday morning at 9:30 a.m. Heng is scheduled to work on Thursday from 8:00 a.m. to 3:00 p.m. This creates a conflict because Heng cannot be at work and take Eric to the appointment at the same time. Heng needs to find a solution that allows her to meet both responsibilities.
There are 10 different work schedule adjustment options that Heng could choose from. Read each one and decide which option Heng should choose.
Work Schedule Adjustment Options
Option #1
Request to get the day off work
Explanation:
Heng could formally ask her supervisor for a personal day off.
Dialogue Example:
Heng: Good morning, I would like to ask for a day off.
Supervisor: Okay, Heng. May I ask why?
Heng: I need to take my son to a specialist appointment.
Supervisor: I understand. I will check the schedule.
Option #2
Request a shift change on another day instead
Explanation:
Heng could ask if she can work extra hours or a different shift on another day to make up for the day that she will be absent.
Dialogue Example:
Heng: I cannot work on Thursday because of my son’s appointment.
Supervisor: I see. What would you like to do?
Heng: Could I change my shift and work on another day instead?
Supervisor: That may be possible. Let me check.
Option #3
Cancel the appointment with the specialist
Explanation:
Heng could cancel the appointment if it’s not urgent and reschedule for another time.
Dialogue Example:
Heng: Hello, I am calling about my son’s appointment.
Receptionist: Yes, how can I help you?
Heng: I need to cancel the appointment because I have to work that day.
Receptionist: Okay, I will cancel it for you.
Option #4
Reschedule the appointment to a day or time she is not working
Explanation:
Heng could call the specialist’s office and book a time outside her work hours.
Dialogue Example:
Heng: Hello, I would like to change my son’s appointment.
Receptionist: Sure. What day works for you?
Heng: Is there a time on Friday afternoon?
Receptionist: Yes, we have one at 3:00 p.m.
Option #5
Ask a family member or a close friend to take her son to the appointment
Explanation:
Heng could arrange for someone she trusts to accompany Eric.
Dialogue Example:
Heng: Hi, can I ask you for a favour?
Sister: Of course. What do you need?
Heng: I have to work. Can you take Eric to his appointment?
Sister: Yes, of course I can.
Option #6
Request to work from home for part of the day If her job allows remote work,
Explanation:
Heng could work from home after the appointment.
Dialogue Example:
Heng: May I work from home for a few hours?
Supervisor: I think that is doable. Why are you requesting to work from home?
Heng: I have a specialist appointment for my son in the morning.
Supervisor: I see. I am okay with that as long as you can complete your work from home.
Option #7
Request to start work later and finish later
Explanation:
Heng could ask her supervisor if she can begin her shift after the appointment and stay later to complete her hours.
Dialogue Example:
Heng: Good morning, I have an appointment in the morning.
Supervisor: What would you like to do?
Heng: May I start work later and finish later that day?
Supervisor: Yes, that should be fine.
Option #8
Use vacation time or personal leave day to take the day off
Explanation:
Heng could use her vacation days or personal leave to cover the time off.
Dialogue Example:
Heng: I would like to use a personal day.
Supervisor: When do you want to take your personal day?
Heng: This Thursday, because of my son’s appointment.
Supervisor: Okay, I’ll approve it.
Option #9
Request to split her shift
Explanation:
Heng could work part of her shift before the appointment and return afterwards to finish the remaining hours.
Dialogue Example:
Heng: May I ask you a question about my shift on Thursday morning?
Supervisor: Sure. What is it?
Heng: Could I start work in the morning, leave for a couple of hours for an appointment, and then come back to work later?
Supervisor: I’ll check if that works and let you know.
Option #10
Ask a coworker to switch shifts with her
Explanation:
Heng could request to swap her Thursday morning shift with a coworker who works later in the day.
Dialogue Example:
Heng: Hi, can I talk to you?
Coworker: Sure, what’s going on?
Heng: I have an important appointment for my son. Can we switch shifts on Thursday?
Coworker: Yes, we can. That's not a problem.
Heng's Work Request
Situation: Heng needs time off in the morning to take her son to a specialist appointment, but she is scheduled to work. In the dialogues below, you will see how Heng politely asks her coworker for help and then informs her supervisor about the change. Pay attention to how clear and respectful communication can help solve work problems.
Situational Dialogues
You will be reading & listening to three separate dialogues:
In the following three dialogues, you will read and listen to a workplace situation where an employee named Heng needs to switch her work shift.
Conversation Between Heng And Her Coworker Mark
Heng: “Hi Mark, could I have a moment of your time?”
Mark: “Hi Heng. Sure, what is it?”
Heng: “Are you scheduled to work the 3:00 p.m. to 11:00 p.m. afternoon shift on Thursday?”
Mark: “Yes, I am. How about you?”
Heng: “I’m scheduled to work the morning shift that day. I’m looking for someone to switch shifts with me.”
Mark: “How come?”
Heng: “I have to take my son, Eric, to a specialist appointment on Thursday morning at 9:30 a.m. I’m scheduled to work from 8:00 a.m. to 3:00 p.m. that day.”
Mark: “So, you’re scheduled to work during your son’s appointment.”
Heng: “Yes, I am. That’s why I’m hoping to work the afternoon shift instead of the morning shift. Could you switch shifts with me?”
Mark: “You’d like to switch shifts on Thursday? Let me think… Yes, I can take your morning shift, and you can work my afternoon shift.”
Heng: “Thank you so much, Mark! I really appreciate it.”
Mark: “No problem. Just please make sure to let our supervisor, Leslie, know about the shift change.”
Heng: “I will. I’ll call her now. Thanks again, Mark!”
Mark: “You’re welcome.”
Conversation Between Heng And Her Manager, Leslie
Leslie: "Hello?"
Heng: "Good afternoon, Leslie. This is Heng. How are you today?"
Leslie: "Hello, Heng! I’m doing well, thank you. How about you?"
Heng: "I’m doing good, thank you! I wanted to let you know about a shift change for this Thursday. I need to take my son to an important specialist appointment that morning, and I’m currently scheduled to work the morning shift. I asked Mark to switch shifts with me so I could take my son to his appointment."
Leslie: "Alright. Did Mark agree to switch shifts with you?"
Heng: "Yes, he did. Mark agreed to take my 8:00 a.m. to 3:00 p.m. morning shift, and I will work his 3:00 p.m. to 11:00 p.m. afternoon shift."
Leslie: "Excellent. Thank you for letting me know about this schedule change. I will update the schedule right away."
Heng: "Great, thank you very much!"
Leslie: "You're welcome."
Heng: "Goodbye for now!"
Leslie: "Bye."
Conversation Between Heng And Her friend, Margaret
Heng: Hi Margaret.
Margaret: Hi Heng! I heard you had some trouble at work today.
Heng: Yes, I did. I had a problem with my work schedule, but I resolved it.
Margaret: What happened?
Heng: I have a specialist appointment for my son on Thursday morning of this week, but I was scheduled to work on the same day, at the same time.
Margaret: Oh no. That sounds stressful. What did you do?
Heng: First, I spoke with my coworker, Mark, this afternoon. I explained my situation and requested to switch shifts with him.
Margaret: Was he understanding?
Heng: Yes, he was very kind. He agreed to switch shifts with me.
Margaret: That’s great! What did you do next?
Heng: After that, I talked to my supervisor, Leslie and told her about the shift change.
Margaret: And did she approve the shift switch?
Heng: Yes. She thanked me for telling her and updated the schedule.
Margaret: I’m glad everything worked out. You handled it very well.
Heng: Thank you. I think being polite and clear really helped.
Margaret: I agree. Good communication makes work problems easier to solve.
Result Of Making The Work Request
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As a result, Heng successfully solved her work scheduling problem by making her work request politely and clearly. She spoke with her coworker Mark first and explained why she needed to change shifts. After Mark agreed to help, Heng informed her supervisor, Leslie, so the schedule could be updated. This example shows that clear communication, respect, and cooperation can help employees handle work requests in a positive and professional way.
Click below for lessons & activities on this topic. There are two lessons:
Written by: Nicole WT
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