In professional and formal email communication, the phrase “please kindly” is often used to soften requests. However, overuse can make it sound redundant or even slightly outdated.
Mastering alternative phrases is crucial for effective and nuanced communication, allowing you to convey politeness while maintaining clarity and professionalism. This article explores a variety of synonyms and alternative sentence structures to replace “please kindly” in your emails, enhancing your writing and making your requests more impactful.
It will benefit students, professionals, and anyone looking to refine their email communication skills.
This guide will delve into the nuances of each alternative, offering practical examples and usage tips to help you choose the most suitable phrase for any given situation. By understanding the subtle differences in tone and formality, you’ll be able to craft emails that are not only polite but also clear, concise, and effective.
Table of Contents
- Definition of “Please Kindly”
- Structural Breakdown
- Alternatives to “Please Kindly”
- Examples
- Usage Rules
- Common Mistakes
- Practice Exercises
- Advanced Topics
- FAQ
- Conclusion
Definition of “Please Kindly”
The phrase “please kindly” is a polite expression used to make a request. It combines “please,” a general marker of politeness, with “kindly,” an adverb suggesting a gentle or considerate manner.
The intention is to soften the request and show respect to the recipient.
Historically, “kindly” was more commonly used in formal correspondence. However, in modern communication, especially in emails, its combination with “please” can sometimes feel redundant.
While grammatically correct, “please kindly” can occasionally sound overly formal or even slightly passive-aggressive, depending on the context and tone of the email.
Therefore, understanding its function and exploring alternative phrasings is essential for effective and professional email communication. This ensures your requests are perceived as respectful and considerate without sounding outdated or insincere.
Structural Breakdown
The phrase “please kindly” typically appears at the beginning or end of a sentence, often followed by the action requested. Let’s break down its structure:
- Please: A polite marker indicating a request rather than a command. It softens the tone and shows consideration for the recipient.
- Kindly: An adverb modifying the verb in the request, suggesting that the action should be performed in a considerate or helpful manner.
- Verb: The action being requested (e.g., “send,” “review,” “confirm”).
- Object (Optional): The subject of the action (e.g., “the report,” “the document,” “your availability”).
Example: “Please kindly send me the report.”
Here, “please” introduces the politeness, “kindly” adds a layer of gentleness, “send” is the verb, and “the report” is the object. Understanding this structure helps in identifying where alternative phrases can be inserted to achieve a similar level of politeness without sounding repetitive.
Alternatives to “Please Kindly”
There are numerous ways to express politeness in emails without relying on “please kindly.” The best alternative depends on the context, your relationship with the recipient, and the level of formality required.
Direct Requests
Direct requests are straightforward and to the point. They are suitable for situations where you have a good working relationship with the recipient or when the request is urgent.
Examples include: “Please send the report,” “Can you review this document?” or “Could you confirm your attendance?” These options are clear and efficient while maintaining a courteous tone.
Polite Requests with “Please”
These options maintain the “please” but avoid the redundancy of “kindly.” They are versatile and appropriate for a wide range of situations.
Examples include: “Please let me know,” “Please find attached,” or “Please review the following.” These phrases are simple, polite, and effective for most email communications.
Indirect Requests
Indirect requests are more subtle and often phrased as questions or statements of need. They are useful when you want to be particularly respectful or when the request is potentially burdensome.
Examples include: “I would appreciate it if you could…,” “It would be helpful if you could…,” or “Could you possibly…?” These options are less direct and can be perceived as more considerate.
Requests with Appreciation
Expressing gratitude in your request can make it more appealing and show that you value the recipient’s time and effort.
Examples include: “Thank you for your help with this,” “I appreciate your assistance,” or “I would be grateful if you could….” These phrases acknowledge the recipient’s contribution and foster a positive working relationship.
Formal Requests
In formal settings, such as communication with senior management or external clients, a more formal tone may be necessary.
Examples include: “We would be grateful if you could…,” “We kindly request that you…,” or “Your attention to this matter would be greatly appreciated.” These phrases convey respect and professionalism in formal correspondence.
Collaborative Requests
Framing your request as a collaborative effort can encourage cooperation and make the recipient feel like a valued partner.
Examples include: “Let’s work together to…,” “Could we collaborate on…,” or “Your input on this would be greatly appreciated.” These phrases promote teamwork and shared responsibility.
Examples
To illustrate the various alternatives to “please kindly,” let’s examine specific examples in different contexts. These examples will demonstrate how to use each alternative effectively in email communication.
Direct Requests Examples
Direct requests are best used when you have an established relationship with the recipient and the request is straightforward. Here’s a table with examples:
| Original (With “Please Kindly”) | Alternative (Direct Request) | Context |
|---|---|---|
| Please kindly send me the updated sales figures. | Please send me the updated sales figures. | Requesting data from a colleague. |
| Please kindly review the attached document. | Please review the attached document. | Asking a team member to check a file. |
| Please kindly confirm your availability for the meeting. | Please confirm your availability for the meeting. | Checking attendance for a scheduled event. |
| Please kindly provide feedback on the proposal. | Please provide feedback on the proposal. | Seeking input on a project plan. |
| Please kindly update the project timeline. | Please update the project timeline. | Assigning a task to a project manager. |
| Please kindly submit your expense report by Friday. | Please submit your expense report by Friday. | Reminding employees of a deadline. |
| Please kindly let me know your decision. | Please let me know your decision. | Requesting a timely response. |
| Please kindly forward this email to your team. | Please forward this email to your team. | Distributing information to a group. |
| Please kindly sign the contract. | Please sign the contract. | Requesting a formal agreement signature. |
| Please kindly call me back when you have a moment. | Please call me back when you have a moment. | Requesting a phone conversation. |
| Please kindly check the figures in the spreadsheet. | Please check the figures in the spreadsheet. | Asking someone to verify data accuracy. |
| Please kindly send the invoice. | Please send the invoice. | Requesting a billing document. |
| Please kindly approve the purchase order. | Please approve the purchase order. | Seeking authorization for a purchase. |
| Please kindly schedule a meeting for next week. | Please schedule a meeting for next week. | Arranging a follow-up discussion. |
| Please kindly review and approve the changes. | Please review and approve the changes. | Requesting a confirmation of modifications. |
| Please kindly send us your updated contact information. | Please send us your updated contact information. | Maintaining current records. |
| Please kindly confirm receipt of this email. | Please confirm receipt of this email. | Ensuring an email has been received. |
| Please kindly provide the necessary documentation. | Please provide the necessary documentation. | Requesting required paperwork. |
| Please kindly update your profile on the website. | Please update your profile on the website. | Keeping online information current. |
| Please kindly verify your account details. | Please verify your account details. | Ensuring accurate account information. |
| Please kindly complete the survey by Friday. | Please complete the survey by Friday. | Requesting survey participation. |
| Please kindly send the presentation slides. | Please send the presentation slides. | Acquiring materials for a presentation. |
| Please kindly provide a status update on the project. | Please provide a status update on the project. | Checking project progress. |
| Please kindly inform us of any changes. | Please inform us of any changes. | Staying informed about updates. |
| Please kindly submit your application by the deadline. | Please submit your application by the deadline. | Ensuring timely application submission. |
These examples demonstrate how removing “kindly” often results in a more concise and direct request without sacrificing politeness.
Polite Requests Examples
Polite requests using “please” are suitable for a wide range of professional communications. Here’s a table showcasing such examples:
| Original (With “Please Kindly”) | Alternative (Polite Request with “Please”) | Context |
|---|---|---|
| Please kindly let me know if you have any questions. | Please let me know if you have any questions. | Offering assistance. |
| Please kindly find attached the report you requested. | Please find attached the report you requested. | Sending a requested document. |
| Please kindly review the following and provide your feedback. | Please review the following and provide your feedback. | Seeking input on a document. |
| Please kindly consider our proposal. | Please consider our proposal. | Encouraging evaluation of a suggestion. |
| Please kindly note the changes in the policy. | Please note the changes in the policy. | Drawing attention to important updates. |
| Please kindly disregard the previous email. | Please disregard the previous email. | Correcting a mistake. |
| Please kindly confirm that you received this email. | Please confirm that you received this email. | Ensuring receipt of communication. |
| Please kindly advise on the best course of action. | Please advise on the best course of action. | Seeking guidance. |
| Please kindly ensure that all data is accurate. | Please ensure that all data is accurate. | Emphasizing the importance of accuracy. |
| Please kindly update your records accordingly. | Please update your records accordingly. | Requesting updates to personal information. |
| Please kindly provide an update on this matter. | Please provide an update on this matter. | Requesting project progress. |
| Please kindly allocate resources to this project. | Please allocate resources to this project. | Seeking support for a task. |
| Please kindly address this issue immediately. | Please address this issue immediately. | Highlighting the urgency of a problem. |
| Please kindly acknowledge this request. | Please acknowledge this request. | Seeking recognition of a task. |
| Please kindly incorporate these changes into the document. | Please incorporate these changes into the document. | Requesting modifications to a file. |
| Please kindly evaluate the feasibility of this plan. | Please evaluate the feasibility of this plan. | Asking for an assessment of a proposal. |
| Please kindly implement these recommendations. | Please implement these recommendations. | Seeking execution of suggested improvements. |
| Please kindly prioritize this task. | Please prioritize this task. | Emphasizing the importance of a task. |
| Please kindly review the proposed budget. | Please review the proposed budget. | Asking for an evaluation of financial plan. |
| Please kindly submit your report by the end of the day. | Please submit your report by the end of the day. | Requesting a timely submission. |
| Please kindly provide a detailed explanation. | Please provide a detailed explanation. | Seeking a comprehensive report. |
| Please kindly document all the procedures followed. | Please document all the procedures followed. | Requesting a record of implemented processes. |
| Please kindly conduct a thorough analysis. | Please conduct a thorough analysis. | Seeking a detailed investigation. |
| Please kindly expedite the process. | Please expedite the process. | Requesting acceleration of a procedure. |
| Please kindly verify the data integrity. | Please verify the data integrity. | Ensuring data accuracy. |
These examples show that simply using “please” without “kindly” maintains politeness while streamlining your message.
Indirect Requests Examples
Indirect requests are useful when you want to be more subtle or when the request is potentially inconvenient. Here is a table demonstrating this:
| Original (With “Please Kindly”) | Alternative (Indirect Request) | Context |
|---|---|---|
| Please kindly send the report when you have time. | I would appreciate it if you could send the report when you have time. | Being considerate of the recipient’s workload. |
| Please kindly review this document at your convenience. | It would be helpful if you could review this document at your convenience. | Acknowledging the recipient’s busy schedule. |
| Please kindly confirm your attendance if possible. | Could you possibly confirm your attendance? | Making a gentle inquiry. |
| Please kindly provide feedback on the proposal if you can. | I would be grateful if you could provide feedback on the proposal. | Showing appreciation for potential assistance. |
| Please kindly update the project timeline if it’s not too much trouble. | It would be beneficial if you could update the project timeline. | Softening the request. |
| Please kindly submit your expense report by Friday if feasible. | I would appreciate it if you could submit your expense report by Friday. | Acknowledging potential difficulties. |
| Please kindly let me know your decision when you are ready. | It would be helpful to know your decision when you are ready. | Giving the recipient space to decide. |
| Please kindly forward this email to your team if convenient. | I would be grateful if you could forward this email to your team. | Expressing gratitude for help. |
| Please kindly sign the contract when you get a chance. | Could you possibly sign the contract when you get a chance? | Being understanding of the recipient’s time. |
| Please kindly call me back when you are available. | I would appreciate a call back when you are available. | Showing consideration for the recipient’s schedule. |
| Please kindly check the figures in the spreadsheet if possible. | It would be helpful if you could check the figures in the spreadsheet. | Suggesting a beneficial action. |
| Please kindly send the invoice if it’s not too much trouble. | I would be grateful if you could send the invoice. | Showing gratitude for potential assistance. |
| Please kindly approve the purchase order when you have time. | I would appreciate it if you could approve the purchase order when you have time. | Being considerate of workload. |
| Please kindly schedule a meeting for next week if convenient. | Could you possibly schedule a meeting for next week? | Being understanding of scheduling constraints. |
| Please kindly review and approve the changes when you have a moment. | It would be helpful if you could review and approve the changes when you have a moment. | Acknowledging the recipient’s busy schedule. |
| Please kindly send us your updated contact information at your convenience. | I would appreciate it if you could send us your updated contact information at your convenience. | Being respectful of the recipient’s time. |
| Please kindly confirm receipt of this email when you get a chance. | Could you possibly confirm receipt of this email when you get a chance? | Giving the recipient space to respond. |
| Please kindly provide the necessary documentation if it’s not too much trouble. | I would be grateful if you could provide the necessary documentation. | Showing appreciation for potential help. |
| Please kindly update your profile on the website when you have time. | It would be beneficial if you could update your profile on the website. | Suggesting a helpful action. |
| Please kindly verify your account details when you are available. | I would appreciate a verification of your account details when you are available. | Being considerate of the recipient’s availability. |
| Please kindly complete the survey by Friday if feasible. | I would be grateful if you could complete the survey by Friday. | Expressing gratitude for potential participation. |
| Please kindly send the presentation slides when you get a chance. | Could you possibly send the presentation slides when you get a chance? | Being understanding of the recipient’s time. |
| Please kindly provide a status update on the project when you are able. | It would be helpful if you could provide a status update on the project when you are able. | Acknowledging the recipient’s ability to respond. |
| Please kindly inform us of any changes as soon as possible. | I would appreciate it if you could inform us of any changes as soon as possible. | Highlighting the importance of timely communication. |
| Please kindly submit your application by the deadline if possible. | I would be grateful if you could submit your application by the deadline. | Expressing gratitude for potential submission. |
These examples demonstrate how to make requests in a way that is both polite and considerate of the recipient’s time and workload.
Requests with Appreciation Examples
Expressing appreciation can make your requests more appealing and show that you value the recipient’s time. Here’s a table with examples:
| Original (With “Please Kindly”) | Alternative (Request with Appreciation) | Context |
|---|---|---|
| Please kindly send the report, thank you for your help. | Thank you for your help with sending the report. | Showing gratitude for assistance. |
| Please kindly review this document, I appreciate your assistance. | I appreciate your assistance in reviewing this document. | Acknowledging the recipient’s effort. |
| Please kindly confirm your attendance, I would be grateful. | I would be grateful if you could confirm your attendance. | Expressing gratitude in advance. |
| Please kindly provide feedback on the proposal, thank you. | Thank you for providing feedback on the proposal. | Showing appreciation for input. |
| Please kindly update the project timeline, I appreciate it. | I appreciate you updating the project timeline. | Acknowledging the recipient’s work. |
| Please kindly submit your expense report, thank you for your promptness. | Thank you for your promptness in submitting your expense report. | Showing gratitude for timely action. |
| Please kindly let me know your decision, I appreciate your time. | I appreciate your time in letting me know your decision. | Acknowledging the recipient’s time investment. |
| Please kindly forward this email, I appreciate your help. | I appreciate your help in forwarding this email. | Showing gratitude for assistance. |
| Please kindly sign the contract, I would be grateful for your attention. | I would be grateful for your attention to signing the contract. | Expressing gratitude for consideration. |
| Please kindly call me back, thank you for your time. | Thank you for your time in calling me back. | Acknowledging the recipient’s time. |
| Please kindly check the figures, I appreciate your accuracy. | I appreciate your accuracy in checking the figures. | Showing gratitude for careful work. |
| Please kindly send the invoice, thank you for your prompt attention. | Thank you for your prompt attention to sending the invoice. | Acknowledging the recipient’s speed. |
| Please kindly approve the purchase, I appreciate your support. | I appreciate your support in approving the purchase. | Showing gratitude for approval. |
| Please kindly schedule a meeting, I would be grateful for your help. | I would be grateful for your help in scheduling a meeting. | Expressing gratitude in advance. |
| Please kindly review and approve, I appreciate your efforts. | I appreciate your efforts in reviewing and approving. | Acknowledging the recipient’s efforts. |
| Please kindly send us updated information, thank you for your collaboration. | Thank you for your collaboration in sending updated information. | Showing gratitude for teamwork. |
| Please kindly confirm receipt, I appreciate your responsiveness. | I appreciate your responsiveness in confirming receipt. | Acknowledging the recipient’s quick response. |
| Please kindly provide documentation, I would be grateful. | I would be grateful if you could provide the documentation. | Expressing gratitude in advance. |
| Please kindly update your profile, I appreciate your cooperation. | I appreciate your cooperation in updating your profile. | Acknowledging the recipient’s compliance. |
| Please kindly verify your account, thank you for your attention. | Thank you for your attention to verifying your account. | Acknowledging the recipient’s carefulness. |
| Please kindly complete the survey, I appreciate your participation. | I appreciate your participation in completing the survey. | Acknowledging the recipient’s contribution. |
| Please kindly send the slides, I would be grateful for your help. | I would be grateful for your help in sending the slides. | Expressing gratitude in advance. |
| Please kindly provide a status update, thank you for your diligence. | Thank you for your diligence in providing a status update. | Acknowledging the recipient’s carefulness. |
| Please kindly inform us of changes, I appreciate your communication. | I appreciate your communication in informing us of changes. | Showing gratitude for keeping informed. |
| Please kindly submit your application, thank you for applying. | Thank you for applying and submitting your application. | Acknowledging the recipient’s efforts. |
These examples demonstrate how to combine requests with expressions of gratitude, creating a more positive and appreciative tone.
Formal Requests Examples
In formal settings, it’s important to maintain a respectful and professional tone. Here are some examples of formal requests as alternatives to “please kindly”:
| Original (With “Please Kindly”) | Alternative (Formal Request) | Context |
|---|---|---|
| Please kindly submit the proposal by the deadline. | We would be grateful if you could submit the proposal by the deadline. | Requesting a formal submission. |
| Please kindly review the enclosed documents at your earliest convenience. | We kindly request that you review the enclosed documents at your earliest convenience. | Requesting a review of important documents. |
| Please kindly inform us of your decision as soon as possible. | Your attention to this matter would be greatly appreciated; please inform us of your decision as soon as possible. | Requesting a decision with urgency. |
| Please kindly provide the necessary information for our records. | We would be grateful if you could provide the necessary information for our records. | Requesting information for official purposes. |
| Please kindly confirm your attendance at the upcoming conference. | We kindly request that you confirm your attendance at the upcoming conference. | Formally requesting attendance confirmation. |
| Please kindly acknowledge receipt of this correspondence. | We would be grateful if you could acknowledge receipt of this correspondence. | Requesting acknowledgement of communication. |
| Please kindly forward the required documentation to our legal department. | We kindly request that you forward the required documentation to our legal department. | Requesting documentation for legal purposes. |
| Please kindly provide a detailed report on the incident. | We would be grateful if you could provide a detailed report on the incident. | Requesting a formal report. |
| Please kindly update your contact details in our database. | We kindly request that you update your contact details in our database. | Requesting updates to records. |
| Please kindly ensure all invoices are submitted by the end of the month. | We would be grateful if you could ensure all invoices are submitted by the end of the month. | Requesting timely invoice submissions. |
| Please kindly provide a status update on the ongoing investigation. | We kindly request that you provide a status update on the ongoing investigation. | Requesting a formal update. |
| Please kindly adhere to the guidelines outlined in the policy document. | We would be grateful if you could adhere to the guidelines outlined in the policy document. | Requesting adherence to policies. |
| Please kindly review the terms and conditions before proceeding. | We kindly request that you review the terms and conditions before proceeding. | Requesting a review of legal terms. |
| Please kindly submit your application through the official channel. | We would be grateful if you could submit your application through the official channel. | Requesting a formal application. |
| Please kindly provide a written statement regarding the matter. | We kindly request that you provide a written statement regarding the matter. | Requesting a formal statement. |
| Please kindly ensure compliance with all regulatory requirements. | We would be grateful if you could ensure compliance with all regulatory requirements. | Requesting regulatory compliance. |
| Please kindly update your security protocols as per the latest guidelines. | We kindly request that you update your security protocols as per the latest guidelines. | Requesting updates to security measures. |
| Please kindly provide a detailed breakdown of the expenses incurred. | We would be grateful if you could provide a detailed breakdown of the expenses incurred. | Requesting a financial breakdown. |
| Please kindly ensure that all data is encrypted prior to transmission. | We kindly request that you ensure that all data is encrypted prior to transmission. | Requesting data encryption. |
| Please kindly provide a comprehensive risk assessment report. | We would be grateful if you could provide a comprehensive risk assessment report. | Requesting a risk assessment report. |
| Please kindly ensure that all staff members are adequately trained. | We kindly request that you ensure that all staff members are adequately trained. | Requesting staff training. |
| Please kindly provide a timeline for the completion of the project. | We would be grateful if you could provide a timeline for the completion of the project. | Requesting a project timeline. |
| Please kindly ensure that all safety measures are strictly followed. | We kindly request that you ensure that all safety measures are strictly followed. | Requesting adherence to safety measures. |
| Please kindly provide a summary of the key findings from the research. | We would be grateful if you could provide a summary of the key findings from the research. | Requesting a research summary. |
| Please kindly ensure that all records are properly maintained and archived. | We kindly request that you ensure that all records are properly maintained and archived. | Requesting record management. |
These examples illustrate how to maintain a formal and respectful tone in your email communications without using the phrase “please kindly.”
Collaborative Requests Examples
Framing your request as a collaborative effort can encourage cooperation and make the recipient feel like a valued partner. Here’s a table with examples:
| Original (With “Please Kindly”) | Alternative (Collaborative Request) | Context |
|---|---|---|
| Please kindly help us improve the process. | Let’s work together to improve the process. | Seeking collaborative improvement. |
| Please kindly give your input on this design. | Your input on this design would be greatly appreciated. | Seeking collaborative feedback. |
| Please kindly assist us in resolving this issue. | Could we collaborate on resolving this issue? | Seeking collaborative problem-solving. |
| Please kindly share your ideas on this topic. | Your ideas on this topic would be valuable; let’s brainstorm together. | Seeking collaborative brainstorming. |
| Please kindly contribute to the project. |
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