Learn useful phrases for asking for and giving permission in English at work. You’ll practise how to ask your manager for time off, check before sharing a document and refuse permission politely.
“Could I…?” is a useful, polite way to ask permission. For example: Could I leave at four today? I have a dentist’s appointment. To agree, you can say “Yes, of course.” To refuse, give a clear answer and a short reason: I’m afraid not. I need you here for the client visit.
This Business English lesson is for non-native speakers who want to choose natural phrases for conversations with colleagues, managers and clients.
Watch Harry’s video on asking and giving permission
In this short video, Harry explains natural ways to ask for permission, give it and refuse it politely at work.
As you listen, notice how the speaker keeps the reason short and answers clearly. Use the workplace examples below to practise a suitable tone for colleagues, managers and clients.
How to ask for permission in English at work
When you ask for permission, you’re checking whether you can do something. Perhaps you want to leave early, use a colleague’s figures or invite someone to a meeting.
Compare these two questions:
- “Could I send the report tomorrow?”You’re asking permission to send it later.
- “Could you send the report tomorrow?”You’re asking the other person to send it.
That small change from I to you changes who will do the work.
1Can I…?
Use it for everyday requests at work, especially with colleagues you know. It isn’t automatically rude because it’s direct — your tone and the situation matter too.
Asking to use a room“Can I use this meeting room for half an hour?”“Yes, go ahead. It’s free until eleven.”
You can also use “Can we…?” when you’re asking on behalf of a team: Can we use last month’s figures in the presentation?
2Could I…?
Use it when you want to sound a little less direct — a useful choice when you’re asking your manager or making a request that affects someone else’s plans.
Asking for a day off“Could I take Friday off? I’m moving house that weekend.”“Yes, that’s fine. Please finish the handover notes before you leave on Thursday.”
Keep the reason short — one clear sentence is usually enough. You can add possibly to make a request more tentative: Could I possibly leave an hour early tomorrow? This is useful when you’re asking for an exception; you don’t need it for every small request.
3Is it OK if I…?
Use it when you want to check that your action is acceptable to the other person. It works well in conversation and in short messages to colleagues.
Checking before you write something down“Is it OK if I include your comments in the meeting notes?”“Yes, that’s fine. Please include my point about the delivery date too.”
4Would it be OK if I…?
Use it when you want to sound more tentative than “Is it OK if I…?”, especially when you’re asking to change an arrangement.
Asking to change how you attend“Would it be OK if I joined the meeting online tomorrow? I’ll be at the other office.”“Yes, of course. I’ll send you the link.”
Notice joined after “Would it be OK if I…?” The past form makes the question less direct. You’re still talking about tomorrow.
5Do you mind if I…? / Would you mind if I…?
Use it to ask whether your action would bother someone or cause a problem. Both are polite; “Would you mind if I…?” sounds more tentative. You can use them with colleagues as well as in more formal situations.
Do you mind if I + present simple“Do you mind if I open the window? It’s quite warm in here.”
Would you mind if I + past simple“Would you mind if I invited Marta to the call? She handles the orders.”
Now, be careful with the answer. “No, not at all” gives permission. We’ll look at that in the next section.
6May I…?
Use it in more formal situations — a formal meeting or a conversation with a client. It may sound rather formal for a small request to a close colleague.
Asking to pass on a contact“May I share your contact details with our project manager?”“Yes, of course.”
7Would it be possible for me to…?
Use it when you want to ask whether an arrangement is possible and whether the other person will allow it.
Asking to work from home“Would it be possible for me to work from home on Monday? I’m expecting a delivery.”“Yes, that’s fine. Please join the team call at nine as usual.”
You can also say Is it possible for me to…? The version with would sounds more tentative.
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How to give permission and answer “Do you mind?”
When someone asks permission, make your answer clear. If there’s a condition, add it straight away.
1Yes, of course. / That’s fine.
Use it as a natural, polite answer to questions such as “Can I…?”, “Could I…?” and “May I…?”
Agreeing to a request“Could I use your presentation template?”“Yes, of course. You’ll find it in the shared folder.”
You don’t need to reply “Yes, you may” just because someone asks “May I…?” “Yes, of course” works well.
2Go ahead.
Use it to mean the person can do what they’ve asked to do.
Giving the go-ahead“Can I send the final version to the client?”“Yes, go ahead. I’ve checked the figures.”
You may also hear “Sure”, “No problem” or “Be my guest”. “Be my guest” is a friendly way to give permission, often for something small, such as using an empty chair.
3Yes, as long as…
Use it to give permission with a condition. As long as means only if in this situation.
Agreeing with a condition“Can I share these slides with the supplier?”“Yes, as long as you remove the pricing slide first.”
The permission depends on removing that slide. A simple “Yes” wouldn’t communicate that condition.
4No, not at all. Go ahead.
Use it to agree clearly when someone asks “Do you mind if…?” or “Would you mind if…?”
Answering “Would you mind…?”“Would you mind if I took notes during the call?”“No, not at all. Go ahead.”
Here, mind means that something bothers you. So “No, not at all” means the action won’t bother you — you’re giving permission.
Avoid answering with just “Yes” or “No” if the other person might misunderstand. Add a few words:
To agree: No, not at all. Please go ahead.
To refuse: I’d rather you didn’t. We’re discussing confidential information.
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Practise asking for what you need at work
If you’re unsure whether your English sounds too direct, bring a situation from work to a free trial lesson. You’ll get feedback on your wording and practise a natural way to ask your colleague or manager.
Book my free trial lesson →How to refuse permission politely at work
A polite refusal should still give a clear answer. Explain why the person can’t do something and, when possible, suggest another option.
1I’m afraid not. / I’m sorry, that won’t be possible.
Use it to introduce an answer the other person may not want to hear. “I’m afraid” doesn’t mean you’re frightened here.
Refusing and offering an alternative“Could I take Friday off?”“I’m sorry, that won’t be possible this week. We need everyone here for the stock check. Could you take Monday instead?”
You’ve refused the request, explained the reason and offered an alternative.
2I’d rather you didn’t.
Use it to say you’d prefer the person not to do something. It’s useful for a polite objection, especially after “Do you mind if…?”
A polite objection“Do you mind if I call you after six?”“I’d rather you didn’t. I’ll be with my family. Please call me tomorrow morning.”
For a firm restriction, be more explicit: Please don’t share that file outside the team. It contains confidential figures.
3Not yet. We need to… first.
Use it when you’re refusing permission for now, rather than saying the action can never happen.
Refusing for now“Can I send the proposal to the client?”“Not yet. We need to confirm the delivery date first. I’ll let you know when it’s ready to send.”
This tells your colleague what needs to happen before they can act.
“That’s out of the question” means something is completely unacceptable or impossible — much stronger than “I’m afraid not.” “Not a chance” is also a strong, informal refusal. Both can sound dismissive in an ordinary work conversation.
For a routine request, “I’m sorry, that won’t be possible” followed by a reason is usually more suitable.
Listen to the lesson
Prefer listening? Listen to Speak Better English with Harry, Episode 366. This episode gives more examples of asking for, giving and refusing permission in English, including formal and informal situations.
Listen to the examples, then choose two or three phrases from this page and practise saying them aloud — including the answer, so you can respond when someone asks you.
How to ask for approval in an email
At work, approval often means an official agreement to a plan, expense or decision. When you need approval by email, explain exactly what you want to do and include the details the person needs to decide.
Subject: Approval to book the client visit
Hi Anna,
Could I book the train tickets for our client visit on 18 October? The return fare is €86 per person, which is within our travel budget.
Please let me know by Thursday afternoon so I can book at the current price.
Thanks,
Magda
The request names the action, gives the cost and explains the deadline. Anna can make a decision without asking for basic details first.
For a more formal request, you could write:
I’d like to request approval to attend the training course on 18 October. The fee is €240.
If you can’t act without approval, wait for a clear answer. “I’ll book it unless I hear otherwise” assumes permission and may be unsuitable when someone needs to approve the expense first.
Approval and rejectionEnglish expressions for approval and rejection
You may hear these expressions when colleagues discuss whether someone has approved a proposal.
1Get the green light
It means you’ve received permission to start or continue something.
ExampleWe’ve got the green light from the client, so we can start on Monday.
You can also give someone the green light: My manager gave me the green light to book the training.
2Give something the thumbs up
It means someone approves of an idea or plan. It’s informal and common in conversation.
ExampleThe team gave the new schedule the thumbs up.
The opposite is give something the thumbs down, meaning to reject it or show disapproval. These expressions can describe a reaction without confirming formal authorisation — if you need approval to spend money or make a commitment, check who has agreed and what they’ve approved.
3Turn something down
It means to reject a request, offer or proposal.
ExampleThey turned down my request to attend the conference because there wasn’t enough money in the training budget.
You may also hear “They shot the idea down in flames.” This means they rejected it very strongly, often with harsh criticism — much more dramatic than “They turned it down.”
✓Practise with a situation from your work
You want to send a draft to a client, but your manager needs to check it first. Say your request aloud, then practise answering it as the manager.
Your request“Could I send this draft to the client this afternoon?”
Permission“Yes, go ahead. I’ve checked it.”
Permission with a condition“Yes, as long as you update the delivery date first.”
Refusal for now“Not yet. I need to check the figures. I’ll get back to you by two.”
Now change the example to something you need permission for this week.
Frequently asked questions about permission in English
What’s the difference between “Can I?” and “Could I?”
Both can ask permission. “Can I…?” is natural for everyday requests, including at work. “Could I…?” sounds less direct and is useful when you want to be a little more polite or tentative.
Neither phrase guarantees a polite tone on its own.
Is “May I?” too formal for work?
“May I…?” suits formal situations, but it can sound rather formal with colleagues you know well.
“Could I…?” is a useful choice for many ordinary workplace requests.
How do you answer “Would you mind if I…?”
To give permission, say “No, not at all. Go ahead.” You mean the action won’t bother you. To refuse, try “I’d rather you didn’t” and explain why.
A complete answer avoids confusion about whether “yes” or “no” gives permission.
What’s the difference between “Would you mind doing” and “Would you mind if I did”?
“Would you mind checking the report?” asks the other person to check it. “Would you mind if I checked the report?” asks permission for you to check it.
Use mind + -ing for the first pattern and mind if I + past simple for the second.
How do I ask my manager for permission in English?
State what you’d like to do and add the details your manager needs. For example:
Could I leave at four on Thursday? I have a dentist’s appointment, and I’ll finish the report before I go.
Your manager can then give you a clear answer.
How do you refuse permission without sounding rude?
Give a clear refusal and a short reason. For example:
I’m afraid not. We still need to check the figures.
If another option is possible, offer it: You can send it tomorrow after the review. Avoid using a vague answer such as “Maybe later” when you mean no.
Get feedback on your English for work
Would you like help with the conversations you have in English at work? In a free trial lesson, you can explain what’s difficult, get corrections and discuss what to practise in your lessons.
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