Making polite suggestions during a client visit
Read/Listen first
When I visited a new client last week, their office network was very slow. The project manager explained that they had received several error messages and could not send an important report to their head office. I listened carefully and asked a few questions. Then I suggested a simple plan. First, we could test the connection from a different computer to see if the problem was local. Next, we should check the cable and the password for the secure folder. If that did not work, we would call the technical support line and give them all the details. I also told the client that they must save a backup copy of every report before sending it. At the end of the visit, the manager said the ideas were very clear and helpful, and we agreed that I would send a short summary email with the main suggestions.⚡ Learning goals
- Understand a short text about solving a client's network problem.
- Recognise polite suggestions, requests and obligations in a work conversation.
- Use “could”, “should”, “would” and “must” to discuss simple work tasks.
✨ Key language
- We could test the connection “We could test the connection from a different computer.”
- You should check the cable “You should check the cable and the password for the folder.”
- You must save a backup copy “You must save a backup copy of every report.”
⚙️ Rules & Grammar — 4 Structures
1️⃣ Could for polite suggestions
Rule: Use “could” + base verb to make polite suggestions and possible solutions at work.
Examples: We could test the connection from a different computer.; You could send the report again.; We could call the technical support line.
Common pitfall + fix: Learners often use “can” instead of “could”; use “could” to sound softer and more polite.
2️⃣ Should for advice
Rule: Use “should” + base verb to give friendly advice about the best action.
Examples: You should check the cable and the password.; We should ask a few questions first.; You should save a backup copy of the report.
Common pitfall + fix: Do not add “to” after “should”; say “should check”, not “should to check”.
3️⃣ Would for future plans in a condition
Rule: Use “would” to talk about what you plan to do if another action fails or changes.
Examples: We would call the technical support line if the plan failed.; I would send a summary email after the visit.; We would try a different computer if the first one was slow.
Common pitfall + fix: Remember that “would” often needs an “if” part: connect it to the condition clearly.
4️⃣ Must for strong obligation
Rule: Use “must” + base verb to show a strong rule or obligation in the workplace.
Examples: They must save a backup copy of every report.; You must give technical support all the details.; We must finish the report before sending it.
Common pitfall + fix: Do not use “must to”; say “must save”, “must call”, “must finish”.
✍️ Vocabulary
network
Meaning: the system of computers and cables in an office.Synonyms: system, web.
Chunk/Idiom: slow office network.
Example: Our office network was very slow yesterday.
Morphology: noun; related verb: network computers.
Self-practice: Describe a time when your office network was slow.
report
Meaning: a formal document that gives information about work.Synonyms: document, paper.
Chunk/Idiom: send an important report.
Example: She sent the report to her head office yesterday.
Morphology: noun; related verb: report a problem.
Self-practice: Write one sentence about a report you must send.
backup copy
Meaning: an extra file you save in case of a problem.Synonyms: extra version, duplicate file.
Chunk/Idiom: save a backup copy.
Example: Always save a backup copy before you close the file.
Morphology: noun phrase; related verb: back up data.
Self-practice: Say when you usually save a backup copy of your work.
password
Meaning: a secret word or code that lets you enter a system.Synonyms: secret code, access key.
Chunk/Idiom: check the password for the folder.
Example: He forgot the password for the secure folder at work.
Morphology: noun; related verb: protect with a password.
Self-practice: Make one safe password for a work account in your notes.
technical support
Meaning: a team that helps you solve computer or network problems.Synonyms: help desk, IT service.
Chunk/Idiom: call technical support for help.
Example: We would call technical support if the plan did not work.
Morphology: noun phrase; related adjective: technical problem.
Self-practice: Think of one question you could ask technical support.
connection
Meaning: the link between your computer and the network or internet.Synonyms: link, signal.
Chunk/Idiom: test the connection from a different computer.
Example: The connection was slow, so we tried a different computer.
Morphology: noun; related verb: connect two computers.
Self-practice: Say how you check the connection when it is slow.
☁️ Examples (+ audio)
Could we test the connection from a different computer?
You should check the cable and the password first.
We would call technical support if the problem continued.
You must save a backup copy of every report.
✏️ Exercises
Grammar
Which word completes the sentence? “First, we ___ test the connection from a different computer.”
Tip: Use this modal for polite suggestions and possible solutions.
Which word shows a strong rule? “They ___ save a backup copy of every report.”
Tip: Choose the modal that sounds like an obligation, not just advice.
Fill with the best answer:
We ______ the cable and the password before we send the report.Tip: Use the modal verb for friendly advice about the best action.
Fill with the best answer:
If the plan did not work, we ______ technical support.Tip: This modal describes what you plan to do in that situation.
Vocabulary & Comprehension
Why was the client worried in the story?
Tip: Look back at the first part of the mini text.
What was the last step in the suggested plan?
Tip: Read the part that starts with “If that did not work…”.
Fill with the best answer:
The office ______ was very slow during the visit.Tip: This word names the system of computers and cables.
Fill with the best answer:
They must save a backup ______ of every report.Tip: This noun means an extra file that you keep safely.
✅ Guided practice
Mini-dialogue:
A: Our office network was very slow this morning.B: We could test the connection and check the password.
A: That would help us send the report on time.
Why this matters:
Clear suggestions help your client feel calm and supported. Using polite modals shows respect. Good communication can solve technical problems faster.Verb & Adjective Pack:
to back up files — I back up files before I leave the office.helpful suggestion — Her helpful suggestion solved the network problem.
urgent report — He sent the urgent report after we fixed the error.
Try & compare:
Fill with the best answer: We ______ the connection from a different computer first.
Tip: Use the modal we use in the story for polite suggestions.
Self-correction: Fix the sentence: We must to save backup copy every report.
Tip: Remember the correct form after “must” and add the articles you need.
Practice aloud: Listen, repeat, then type the sentence.
We should check the cable and the password.
Tip: Say the full sentence slowly before you type it.