Notice how adding please allows you to achieve a friendly, polite
tone without diminishing the strong, directive attitude that comes from
using the imperative.
You might phrase the announcement of the new microbiology lab as
“Send us your microbiology tests and discover the difference in quality
and speed our new facility makes.” Or you could say, “Please send us
your microbiology tests and discover the difference in quality and speed
our new facility makes.” Which do you prefer? Some people feel that the
tone is less professional when you add the word please in this circumstance,
almost as if you’re begging. Others think it’s courteous and
more formal. Neither is right, just as neither is wrong in this example; the
sentences have a different feel from one another, that’s all.
Part of your decision will be based on your comfort level. Not everyone
is comfortable using the authoritative tone of the imperative. And
some people perceive that using please adds a tone of pleading that
sounds unprofessional in standard business writing. Use your best judgment
on a case-by-case basis.
Sometimes you imply a reference to the reader by constructing your sentence
to create a sense of connection between you, the writer, and your readers.
For example, in the sentence “It’s important to check your credit on
an annual basis,” you’re implying a reference to the reader. Depending
on the target audience, this sentence is really saying “It’s important (if you
own a home) to check your credit on an annual basis,” or “It’s important
(if you intend to buy a home) to check your credit on an annual basis,”
or “It’s important (for you) to check your credit on an annual basis.”
Business Writing for Results