Making suggestions and polite requests during a client visit

CEFR: B1

Read/Listen first

When I visited a client last week, their new intern had changed the Wi‑Fi password, and nobody could access the shared folder. I have already promised to send the project report before the deadline, so I needed a quick fix. I asked, “Could you send me the latest access details?” and the client’s manager replied that she would check with her colleague in IT. While we were waiting, I suggested, “You could restart the router and try a different network.” A minute later, the manager returned and said, “You should log in with this temporary password, and you should update it after the meeting.” Because we had limited time, she added, “You must solve this today, or the team can’t work properly.” I followed her advice, and the connection started working again. Before I left, I said I would email the final report, and I asked if I could access the system remotely next time.

⚡ Learning goals

Make a polite request for information during a client visit.
Give a practical suggestion to fix an access problem.
Use stronger language to set priorities and deadlines.

✨ Key language

Could you send me…? “Could you send me the latest access details?”
You could + verb… “You could restart the router.”
You should + verb… “You should log in with this temporary password.”

⚙️ Rules & Grammar — 4 Structures

1️⃣ Could you + base verb (polite request)

Rule: Use Could you + base verb to ask politely for help or information.

Examples: Could you send me the latest access details?; Could you email the report today?; Could you check the Wi‑Fi password?

Common pitfall + fix: “Could you to send…” — remove to: “Could you send…”.

Which sentence is the most polite request?

Tip: Use “Could you…?” when you want to sound polite.

Fill with the best answer: ___ you send me the latest access details?

Tip: Start with “Could” for a polite request.

2️⃣ You could + base verb (suggestion)

Rule: Use You could + base verb to suggest an option (not a command).

Examples: You could restart the router.; You could try a different network.; You could ask IT for the password.

Common pitfall + fix: “You could to restart…” — remove to: “You could restart…”.

What is a suggestion (not an obligation)?

Tip: “Could” offers an option; it sounds softer.

Fill with the best answer: You ___ restart the router and try a different network.

Tip: Use “could” to propose an option.

3️⃣ You should + base verb (firm suggestion / advice)

Rule: Use You should + base verb to give stronger advice or a firm recommendation.

Examples: You should log in with this temporary password.; You should update it after the meeting.; You should check the folder access.

Common pitfall + fix: “You should to update…” — say: “You should update…”.

Which sentence gives advice with authority?

Tip: “Should” is stronger than “could”.

Fill with the best answer: You ___ log in with this temporary password.

Tip: Use “should” to give a firm recommendation.

4️⃣ You must / have to + base verb (obligation / urgency)

Rule: Use must or have to to express obligation, urgency, or a non‑negotiable priority.

Examples: You must solve this today.; We have to meet the deadline.; The team must access the folder.

Common pitfall + fix: “You must to solve…” — remove to: “You must solve…”.

Which sentence shows an obligation?

Tip: “Must / have to” = obligation or urgency.

Fill with the best answer: We ___ solve this today, or the team can’t work properly.

Tip: Use “must” for urgency and obligation.

✍️ Vocabulary

report

Meaning: a formal document with information and results
Synonyms: document, summary
Chunk/Idiom: write up a report
Example: I will email the final report this afternoon.
Morphology: noun (a report) / verb (to report)
Self-practice: Say: “Could you send me the report by 2 pm?”

access

Meaning: permission or ability to enter, use, or reach something
Synonyms: entry, permission
Chunk/Idiom: access details
Example: Nobody could access the shared folder this morning.
Morphology: noun (access) / verb (to access)
Self-practice: Ask: “Can I access the system remotely next time?”

solve

Meaning: to find an answer or fix a problem
Synonyms: fix, resolve
Chunk/Idiom: solve a problem
Example: We solved the network issue in ten minutes.
Morphology: verb (solve) / noun (solution)
Self-practice: Complete: “We must ___ this today.”

password

Meaning: a secret word or code used to log in
Synonyms: passcode, login code
Chunk/Idiom: temporary password
Example: Please update the password after the meeting.
Morphology: noun (password) / verb (to password‑protect)
Self-practice: Practice: “You should change the password after lunch.”

deadline

Meaning: the latest time something must be finished
Synonyms: due date, cut‑off
Chunk/Idiom: before the deadline
Example: I promised to send the report before the deadline.
Morphology: noun (deadline) / adjective (deadline‑driven)
Self-practice: Ask: “Could we move the deadline to Friday?”

colleague

Meaning: a person you work with
Synonyms: coworker, teammate
Chunk/Idiom: a colleague in IT
Example: She checked with her colleague in IT for the details.
Morphology: noun (colleague) / adjective (collegial)
Self-practice: Say: “My colleague can help you with access.”

☁️ Examples (+ audio)

Could you send me the latest access details before the meeting starts.

You could restart the router and try a different network.

You should update the password after the meeting to avoid confusion.

We must solve this today, or the team can’t work properly.

✏️ Exercises

Grammar

Choose the best polite request:

Tip: Polite request = “Could you…?”

Which option is a soft suggestion?

Tip: “Could” suggests an option.

Fill with the best answer: You ___ update the password after the meeting.

Tip: Use “should” for advice.

Fill with the best answer: I have already ___ to send the report before the deadline.

Tip: Present perfect often uses “have/has + past participle”.

Vocabulary & Comprehension

What does “deadline” mean?

Tip: Deadline = due date / cut‑off.

Which word matches “permission to enter or use a system”?

Tip: Access = permission or ability to use something.

Fill with the best answer: Nobody could ___ the shared folder.

Tip: Use “access” for entering/using a folder or system.

Fill with the best answer: She checked with her ___ in IT.

Tip: A colleague is someone you work with.

✅ Guided practice

Mini-dialogue:

A: Could you send me the latest access details, please?
B: Sure. I’ll ask my colleague in IT and get back to you.
A: Great. You could also restart the router while we wait.
B: Okay. And you should update the password after the meeting.

Why this matters:

Clear requests save time. Good suggestions prevent delays. Stronger language helps protect the deadline.

Verb & Adjective Pack:

access — “I can’t access the folder.”
urgent — “It’s urgent; we must solve it today.”
available — “Is your colleague available now?”

Try & compare:

Fill with the best answer: Next time, you ___ ask IT for the access details before you arrive.

Tip: Use “could” to suggest an option.

Self-correction: Fix the sentence: I must to send the report today.

Tip: After “must”, use the base verb (no “to”).

Practice aloud: Listen, repeat, then type the sentence.

Could you email the final report before the deadline?

Tip: Focus on “Could you…” and “before the deadline”.