CSC–COA–DBM Joint Circular No. 1, s. 2025: A Complete Guide for Government Agencies and Public Schools

Using Polite Language and Modals in Formal Writing

Today you will practice how to sound respectful and professional in a formal letter of inquiry by choosing polite language and modals. You will learn how modals like could, would, may, and might soften requests without weakening your purpose. You will also compare direct commands with polite inquiries and revise sentences to fit a formal register. By the end, you will be able to write clear, courteous inquiry questions that invite helpful responses.

• Subject: English
• Grade: 8
• Day: 3 of 8

🎯 Learning Goals

By the end of the lesson, you will be able to:

1. Explain how modals and polite phrases affect tone in formal letters of inquiry.
2. Revise direct or demanding sentences into polite inquiry sentences using appropriate modals.
3. Create a set of at least five polite inquiry questions about one topic, using varied modals correctly.

🧩 Key Ideas & Terms

• Modal verb (modal) – a helping verb that shows possibility, permission, or politeness (for example, could, would, may, might, should).
• Polite request – a question or statement that asks for help respectfully.
• Softening – using language that reduces harshness or pressure (often with modals).
• Direct command – an instruction that may sound demanding in formal writing (for example, “Send the form.”).
• Permission – asking if it is allowed (often using may/could).
• Formality – using professional language suitable for official audiences.
• Respectful tone – language that shows consideration and courtesy.
• Register – the level of formality of language (informal vs. formal).
• Inquiry question – a question written to request specific information.
• Concise phrasing – writing politely with fewer words while staying clear.

🔄 Quick Recall / Prior Knowledge

Answer first, then check your understanding.

1. What is the main purpose of a formal letter of inquiry?
   Show Answer

   To request specific information or clarification from a person or organization in a respectful, professional way.

2. Which is more formal: “Send me the details” or “Could you share the details”? Why?
   Show Answer

   “Could you share the details?” because it frames the request politely, using a modal to soften the tone.

3. List two polite request words or phrases you already know.
   Show Answer

   Examples: may I, could you, would you, please, I would appreciate, kindly.

📖 Explore the Lesson

Work through the checkpoints. After each one, write quick notes and try the guiding questions.

Checkpoint 1: Why Polite Language Matters in Inquiry Letters

Mini-goal: Describe how polite language affects reader response and credibility.

In a formal letter of inquiry, you are asking someone to give you time, attention, and information. The reader may be busy, may not know you, and may have rules they must follow. Polite language helps because it shows respect for the reader’s role. It also shows you are serious, responsible, and worth responding to. When a letter sounds rude or demanding, the reader may feel attacked or pressured. Even if your request is reasonable, the tone can block cooperation.

Polite language does not mean weak language. It means you ask clearly and respectfully. Think of polite language as a “key” that opens a conversation. You still state your purpose directly, but you choose words that invite help instead of forcing it. For example, “I need the list now” can create resistance, while “May I request the list of requirements?” keeps your purpose but improves the relationship.

Polite language also protects your credibility. Credibility is how trustworthy and mature you sound. In inquiry letters, readers often judge credibility quickly. If your writing uses shortcuts, slang, or sharp commands, the reader may think you will not follow instructions or will cause problems. If your writing uses respectful request language and clear questions, the reader expects a smoother interaction.

Finally, polite language supports fairness. If you are asking about a policy, schedule, or service, you might feel frustrated. But frustration can lead to harsh words. Polite inquiry language helps you express concern without accusing. It keeps the focus on facts and clarification, which is the real goal of an inquiry letter.

Mini-summary: Polite language invites cooperation, builds credibility, and helps you ask for clarification without creating conflict.

• How can rude language reduce your chances of getting a helpful response?
  Show Answer

  It can make the reader defensive or unwilling to help, even if the request is reasonable.

• Why is polite language not the same as weak language?
  Show Answer

  You can be polite while still being clear and direct about what information you need.

• Write one sentence that shows you can express concern without accusing.
  Show Answer

  Example: “Could you clarify the updated schedule? I want to ensure I follow the correct instructions.”

Checkpoint 2: Modals as Tools for Polite Requests

Mini-goal: Use modals to soften requests and ask permission appropriately.

Modal verbs are small words with big power. In inquiry letters, modals help you ask politely by softening the force of your request. They also help you show respect by asking permission or offering choice. The most useful modals for inquiry letters are could, would, may, and sometimes might. Each has a slightly different “feel.”

Could often sounds polite and practical. It asks if something is possible: “Could you clarify the deadline?” It suggests the reader has the ability to help. Would often sounds polite and cooperative. It asks if the reader is willing: “Would you be able to share the process?” It feels gentle and respectful. May is commonly used to ask permission, especially when you are requesting something: “May I request a copy of the guidelines?” or “May I ask for clarification?” Might is less common but can be useful when you are being extra cautious or uncertain: “Might it be possible to schedule a short meeting?”

Modals also help you avoid commands. Compare: “Send the forms.” versus “Could you please send the forms?” The second version is still clear, but it respects the reader’s choice and role. This is important in formal contexts because the reader is not your friend or classmate. They are an official contact with responsibilities and rules.

However, modals must be used correctly. For example, “May you send me” can sound unnatural. A more natural pattern is “May I request…” or “Could you…” Also, avoid stacking too many modals and polite words in one sentence. “May I kindly please request if you could possibly…” becomes heavy and unclear. Aim for a clean sentence: one modal + one clear request.

Mini-summary: Modals like could, would, may, and might help you write polite, clear requests by reducing harshness and showing respect.

• Which modal is best for asking permission: could, would, or may?
  Show Answer

  May is often best for permission (“May I…”), though “Could I…” can also be polite in many contexts.

• Which sounds more cooperative: “Could you…” or “Would you…”? Why?
  Show Answer

  “Would you…” often sounds like a willingness request, which can feel more cooperative. Both can be polite when used appropriately.

• Rewrite a command into a polite request using one modal.
  Show Answer

  Example: “Explain the policy.” → “Could you clarify the policy for me?”

Checkpoint 3: Polite Sentence Patterns You Can Reuse

Mini-goal: Practice common polite patterns for inquiry questions and requests.

Writers often struggle because they try to invent a new sentence style every time. In formal writing, reusable patterns are helpful because they keep your tone consistent. When you learn a few strong patterns, you can focus on your ideas instead of worrying about sounding polite.

Here are several patterns used in formal letters of inquiry. Notice how each one includes a modal and a clear topic.

• May I request + noun phrase? (May I request the list of requirements?)
• May I ask for clarification regarding + topic? (May I ask for clarification regarding the new schedule?)
• Could you please + verb + object? (Could you please confirm the deadline?)
• Would you be able to + verb + object? (Would you be able to share the application process?)
• Might it be possible to + verb…? (Might it be possible to schedule a short meeting?)
• I would appreciate + noun phrase / sentence. (I would appreciate your guidance on the next steps.)

These patterns help you avoid harshness. They also help you stay concise. For example, “I would appreciate your guidance on the next steps” is shorter and more respectful than “Tell me what to do next.” Another advantage is clarity. Patterns like “Could you please confirm…” show the reader exactly what kind of response you need: confirmation, clarification, or guidance.

Now pay attention to punctuation and structure. Inquiry questions should end with a question mark when they are questions. Requests that are statements may end with a period. For example, “I would appreciate your response at your earliest convenience.” This is a statement request, not a question, but it is still polite. Knowing the difference helps you write with control.

Mini-summary: Reusable polite patterns make inquiry writing easier, more consistent, and more professional.

• Which pattern would you choose to ask for a document or list?
  Show Answer

  “May I request…” or “Would you be able to share…” work well for documents or lists.

• What is one advantage of using reusable sentence patterns?
  Show Answer

  They keep tone consistent and reduce errors, so you can focus on your content and questions.

• Write one statement request (not a question) that still sounds polite.
  Show Answer

  Example: “I would appreciate your guidance regarding the application process.”

Checkpoint 4: Avoiding Common Politeness Mistakes

Mini-goal: Spot and fix mistakes that make requests unclear, rude, or unnatural.

Sometimes writers try to sound polite but end up sounding unclear or unnatural. One common mistake is using the wrong subject with a modal. For example, “May you send me the requirements?” is not the best choice because “may” is often used for permission with “I” (“May I…”). It can be corrected to “Could you send…” or “May I request…”.

Another mistake is over-politeness. When writers stack too many softeners, the sentence becomes long and confusing. For example: “May I kindly please request if you could possibly send…” This sentence wastes words and hides the main request. A better version is: “Could you please send the list of requirements?” This is short, respectful, and clear.

A third mistake is vague wording. A polite sentence can still be unclear. Example: “Could you clarify this?” If the reader does not know what “this” means, they cannot answer. Replace vague words with specific topics: “Could you clarify the updated schedule for the science club meetings?” Clarity is part of politeness because it respects the reader’s time.

Finally, avoid emotional labels that sound like accusations. Words like “unfair,” “wrong,” “careless,” or “useless” can trigger defensiveness. If you must express a problem, describe what happened and ask for clarification. For example: “I noticed that the schedule posted on Monday is different from the schedule posted on Wednesday. Could you confirm which schedule is final?” This keeps the letter calm and focuses on facts.

Mini-summary: Avoid wrong modal patterns, over-politeness, vague words, and emotional accusations. Polite writing is short, clear, and factual.

• Why can vague words like “this” or “that” weaken an inquiry letter?
  Show Answer

  They do not tell the reader what to answer, so the request becomes confusing and hard to respond to.

• What is “over-politeness,” and why is it a problem?
  Show Answer

  It is using too many polite words/modals in one sentence, making the message long, unnatural, and unclear.

• Fix this sentence: “May you please send the details?”
  Show Answer

  Possible fixes: “Could you please send the details?” or “May I request the details?”

Checkpoint 5: Choosing the Best Modal for Your Purpose

Mini-goal: Select modals based on whether you are asking permission, possibility, willingness, or a recommendation.

Not all requests are the same. Sometimes you are asking for permission to do something. Sometimes you are asking if something is possible. Sometimes you are asking if the reader is willing to provide information. Choosing the best modal makes your writing sound natural and professional.

Permission: Use “May I…” or “Could I…” when you are asking if you are allowed. Example: “May I request an appointment?” or “Could I submit the requirements online?”

Possibility: Use “Could you…” or “Might it be possible…” when you are asking if something can be done. Example: “Could you clarify the schedule?” or “Might it be possible to extend the deadline for late submissions?”

Willingness/assistance: Use “Would you…” or “Would you be able to…” when you are asking for help in a cooperative way. Example: “Would you be able to share the application form?”

Recommendation: Use “Should” carefully. In inquiry letters, “should” can be used when you are asking what is recommended, not when you are telling the reader what to do. Example: “What steps should I follow to complete the registration?” This keeps “should” respectful and learner-focused.

These choices do not change your goal. They simply fit the goal more precisely. A precise modal often feels more polite because it matches the situation. When your language matches your purpose, your letter becomes smoother and easier to answer.

Mini-summary: Choose modals based on purpose: permission (may/could I), possibility (could/might), willingness (would), and recommendations (should in questions).

• If you are asking what steps to follow, which modal can fit well in a question?
  Show Answer

  Should, as in “What steps should I follow…?”

• Which modal often sounds like a willingness request?
  Show Answer

  Would, especially in “Would you be able to…?”

• Write one permission question and one possibility question about the same topic.
  Show Answer

  Example permission: “May I submit the form online?” Example possibility: “Could you confirm if online submission is available?”

Checkpoint 6: Building Your “Polite Inquiry Toolkit”

Mini-goal: Create a small set of polished inquiry lines you can reuse in your own letter.

To prepare for the next days, you will now build a personal “toolkit” of polite inquiry lines. A toolkit is a set of sentences you can adapt to different topics. It helps you write faster and more confidently because you already know what respectful language looks like.

Start by choosing one inquiry topic you may use later (for example, a scholarship, a club, a school policy, a community program, or a service). Write one purpose sentence. Then write five inquiry questions using different modals. Do not repeat the same pattern every time. Mix them so your writing feels natural: one “May I request…,” one “Could you…,” one “Would you be able to…,” one “Might it be possible…,” and one “What steps should I…”.

Next, add two polite closing lines you can reuse, such as: “I would appreciate your guidance regarding this matter.” and “Thank you for your time and assistance.” Keep the lines short and sincere. Avoid dramatic expressions or pressure. The goal is calm confidence.

Finally, do a quick clarity check. Replace vague words like “things,” “stuff,” “that,” or “this” with specific nouns. Check that each question asks for one detail. If any question asks for two or three details, split it. This toolkit will become the heart of your letter when you begin drafting in later lessons.

Mini-summary: A polite inquiry toolkit includes a purpose sentence, varied modal questions, and polite closing lines. It saves time and improves tone and clarity.

• Why is it helpful to use different modals instead of repeating only “could”?
  Show Answer

  Variety makes your writing sound natural, and different modals match different purposes (permission, willingness, possibility).

• What is one sign that a question needs to be split into two?
  Show Answer

  If it asks for multiple details at once (deadline + requirements + location), it may be clearer as separate questions.

• Write one polite closing line you can reuse.
  Show Answer

  Example: “Thank you for your time and assistance.”

💡 Example in Action

These examples show how modals improve tone and clarity in inquiry writing.

1. Example 1: Command → Polite request
   Command: “Send the requirements.”
   Improved:
   Show Answer

   “Could you please send the list of requirements for the application?”

2. Example 2: Permission request
   Task: Ask permission to submit online.
   Show Answer

   “May I submit the requirements online, or is in-person submission required?”

3. Example 3: Willingness request
   Task: Ask a coordinator to share a form.
   Show Answer

   “Would you be able to share the application form or a link to where I can access it?”

4. Example 4: Over-politeness fix
   Too much: “May I kindly please request if you could possibly…”
   Improved:
   Show Answer

   “Could you please clarify the process for registration?”

5. Example 5: Vague → Specific
   Vague: “Could you clarify this?”
   Improved:
   Show Answer

   “Could you clarify the updated schedule for the program orientation?”

📝 Try It Out

Write your answers in your notebook. Keep your requests polite, specific, and clear.

1. Rewrite this command using a modal: “Give me the schedule.”
   Show Answer

   Sample: “Could you please share the schedule for the program?”

2. Rewrite this rude line into a polite inquiry: “Why are you not replying?”
   Show Answer

   Sample: “May I follow up regarding my previous inquiry? I would appreciate any update when convenient.”

3. Write one purpose sentence for a topic you choose, starting with “I am writing to inquire about…”
   Show Answer

   Example: “I am writing to inquire about the requirements and schedule for the school leadership training.”

4. Write five inquiry questions about your topic using five different modal patterns (may I / could you / would you / might it be possible / what steps should I).
   Show Answer

   Your set should include variety, stay specific, and avoid repeating the same sentence pattern.

5. Fix this sentence: “May you send me the details?” (Make it natural and formal.)
   Show Answer

   Possible fix: “Could you please send the details?” or “May I request the details?”

6. Replace vague words: “Could you clarify this thing?” (Rewrite with a specific topic.)
   Show Answer

   Example: “Could you clarify the requirements for participation in the program?”

7. Write one sentence that uses “I would appreciate…” naturally.
   Show Answer

   Example: “I would appreciate your guidance regarding the next steps for registration.”

8. Write one question that uses “should” respectfully (asking for recommended steps).
   Show Answer

   Example: “What steps should I follow to complete the application correctly?”

9. Take one of your questions and make it more concise without losing politeness.
   Show Answer

   Tip: remove extra words, keep one modal, keep one clear topic, keep one requested detail.

10. Create two polite closing lines you can reuse at the end of your inquiry letter.
    Show Answer

    Examples: “Thank you for your time and assistance.” “I would appreciate your guidance regarding this matter.”

✅ Check Yourself

Answer the items, then check. Mix of multiple-choice and short response.

1. Multiple-choice: Which modal is most often used to ask permission with “I”?
   a) should
   b) may
   c) must
   d) will
   Show Answer

   b) may

2. Multiple-choice: Which is the most polite revision of “Send the form”?
   a) “Send it now.”
   b) “You must send it.”
   c) “Could you please send the form?”
   d) “Why can’t you send it?”
   Show Answer

   c)

3. Short answer: What does “softening” mean in formal requests?
   Show Answer

   Using polite language (often modals) to reduce harshness or pressure while keeping the request clear.

4. Multiple-choice: Which sentence shows “over-politeness”?
   a) “Could you confirm the deadline?”
   b) “May I request the list of requirements?”
   c) “May I kindly please request if you could possibly…”
   d) “I would appreciate your guidance.”
   Show Answer

   c)

5. Short answer: Why are vague words like “this” risky in inquiry questions?
   Show Answer

   They do not tell the reader what to clarify, so the question becomes confusing and hard to answer.

6. Multiple-choice: Which modal often sounds like a willingness request?
   a) would
   b) must
   c) can’t
   d) won’t
   Show Answer

   a) would

7. Short answer: Write one polite inquiry question using “could you.”
   Show Answer

   Example: “Could you please clarify the submission deadline for the application?”

8. Multiple-choice: Which is the best fix for “May you send me the details?”
   a) “May you send me the details?”
   b) “Send me the details.”
   c) “Could you please send the details?”
   d) “Why won’t you send it?”
   Show Answer

   c)

9. Short answer: How can you use “should” politely in an inquiry letter?
   Show Answer

   Use it in a question asking for recommended steps, such as “What steps should I follow to complete the process?”

10. Multiple-choice: Which sentence is the clearest and most specific?
    a) “Could you clarify this?”
    b) “What is going on?”
    c) “Could you clarify the updated schedule for the orientation?”
    d) “This is confusing.”
    Show Answer

    c)

11. Short answer: Give one polite closing line that fits formal writing.
    Show Answer

    Example: “Thank you for your time and assistance.”

12. Multiple-choice: Which pair best matches formal tone?
    a) commands + slang
    b) polite modals + specific questions
    c) insults + emojis
    d) vague complaints + threats
    Show Answer

    b)

13. Short answer: What is one reason polite language increases credibility?
    Show Answer

    It shows maturity and respect, which makes the writer seem responsible and trustworthy.

14. Multiple-choice: Which sentence best asks permission?
    a) “Send me the form.”
    b) “May I request a copy of the guidelines?”
    c) “I will get the guidelines.”
    d) “You should give me the guidelines.”
    Show Answer

    b)

15. Short answer: Rewrite this as a polite inquiry: “Tell me the steps.”
    Show Answer

    Sample: “Could you please share the steps I should follow to complete the process?”

🚀 Go Further

Optional challenges for deeper practice.

1. Create a “modal swap” list: write one inquiry question, then rewrite it using could, would, and might. Compare the tone.
   Show Answer

   Teacher guidance: Ask learners to describe the tone shift (practical vs. cooperative vs. cautious) and choose the best fit for audience and purpose.

2. Build a short “formal phrase bank” of 10 lines (requests, clarifications, follow-ups, gratitude).
   Show Answer

   Teacher guidance: Encourage concise, reusable lines that students can adapt for different topics without sounding copied.

3. Revise a mini paragraph to remove all commands and replace them with respectful requests.
   Show Answer

   Teacher guidance: Show the move from imperative verbs to modal question patterns and statement requests (“I would appreciate…”).

4. Write a follow-up inquiry line that is polite and professional (no blame).
   Show Answer

   Teacher guidance: Model “May I follow up regarding…” and remind students that follow-ups should include date/reference without sounding demanding.

5. Rewrite five informal chat messages into formal inquiry lines and explain the register changes you made.
   Show Answer

   Teacher guidance: Learners should point out changes like removing shortcuts, adding modals, specifying topics, and using polite closings.

🔗 My Reflection

Notebook task: Write 8–10 sentences.

• Which modal (could, would, may, might, should) feels easiest for you to use politely? Why?
• Write one command you often hear in everyday speech and revise it into a polite inquiry sentence.
• Describe one situation where polite language can prevent conflict.
• Write your own mini “polite inquiry toolkit”: one purpose statement, five questions, and one closing line.

Lesson Sections

• 🎯 Learning Goals
• 🧩 Key Ideas & Terms
• 🔄 Quick Recall / Prior Knowledge
• 📖 Explore the Lesson
• 💡 Example in Action
• 📝 Try It Out
• ✅ Check Yourself
• 🚀 Go Further
• 🔗 My Reflection