How to Use Modal Verbs for Business

The word “can” is used to express ability, permission, and possibility. “Can” in negative also expresses certainty.

Example:

“I can finish that report tonight.” (Ability)

“Can I use your computer?” (Permission)

“Riding your bike to work can save you a lot of money.” (Possibility)

“She can’t be the new employee, HR told me she would not be starting until next week.” (Certainty)

“Must” is used to express that you think something is very important or necessary to do. Must in affirmative can also express certainty. 

Example:

“You must have that report on my desk by the end of the day. (Important/necessary to do)

“She must be the new employee that HR told us about.” (Certainty)

“Could” is used to express possibility or permission in a more polite tone than “can.”

Example:

“I am sure Maria could help you with that report.” or “Could we start the meeting at 10:30?”. (Possibility)

“Could I use your computer? (Polite permission)

You’re probably most familiar with “will” as the helping verb that creates the simple future tense in English, but it also can be used to indicate a request.

Example:

“Will you take this up to the marketing department on the 12th floor?” (Request)

The modal verb “would” is used to show a wish or preference. It can also be used to give advice or to make polite requests.

Example:

“I would rather go to work early than stay late.” (Preference)

“I would talk to the manager if I were you.” (Giving advice)

“Would you take this up to the marketing department on the 12th floor?” (Polite request)

“May” can be used to express permission — similar to “can” and “could,” but even more polite. It can also be used to express possibility.

Example:

“May I borrow your pen?” (Polite permission)

“Our competitor may be going out of business.” (Possibility)

The modal verb “might” is primarily used to express possibility, but sometimes this modal verb is used to express permission in a polite, deferential request —for example, between a low-level and high-level employee.

Example:

“I might go out for lunch today.” (Possibility)

“Might I propose an alternative solution?” (Polite permission)

“Should” is used for expressing advice and showing that you have to do something or are obliged (required) to do something.

Example:

“You should talk to your supervisor if you have a problem.” (Advice)

“I should finish this report by Friday.” (Obligation)

“Must” is used to express strong obligation. Use this verb to discuss things that absolutely have to happen

Example:

“You must turn off the lights if you’re the last person to leave the office.” (Obligation)

Now that you know the meaning of modal verbs, let’s look at some specific business scenarios in which modal verbs are used, as well as some examples.

• “Might/may I have your attention, please?”
• “Could you please save your questions until the end?”
• “Today, I would like to discuss…”
• “In conclusion, we must find a way to decrease costs.”

• “This meeting shouldn’t be too long; we’ll be out of here in 20 minutes.”
• “We have to discuss your performance review this afternoon.”
• “Should we order lunch for the staff meeting?”

• “When can you give me the numbers from this quarter?”
• “Could you email me a detailed update?”
• “We should plan to move forward with the merger.”

• “May I have the morning off for a dental appointment?”
• “I could help the trainees set up their workstations if you’d like.”
• “Should I follow up with the client by phone or by email?”

• “May I confirm your full name and address, please?”
• “My business partner and I would love to meet with you to discuss your needs —could we set up a time?”
• “You’re a valued client. I think we can give you a better deal on that order!”

• “Could you tell me more about your experience in the tech industry?”
• “We’d love to hire you. Can you start immediately?”
• “Before I make a final decision, I must check your references.”