“Can you clarify?”: how to say it politely
Why it can fall flat
“can you clarify?”
Usually someone says “can you clarify?” right after a vague or confusing message, and it can come across as curt or as blaming the writer. Most of the time you just want to understand one point so you can act.
Say this instead
- 01
Could you tell me a bit more about what you'd like in the summary? I want to make sure I focus on the right numbers.
Boss · Email
Use this with a boss when a brief is vague, since it shows you care about getting the result right the first time.
- 02
Just to check I've got this right: you need the draft by Thursday, not the final version?
Coworker · Chat
Restating the plan fits when you think you understand, because your coworker only has to answer yes or no.
- 03
Thanks for the details. Could you let us know which of the two layouts you prefer, so we can move ahead?
Client · Email
Naming the exact choice suits a client whose reply left a decision open, and it explains why you need the answer.
- 04
I want to make sure I understand your update. Can you walk me through how you got to that figure?
Someone you manage · Chat
Managing the person who sent the number? This asks for their reasoning in a way that doesn't feel like a challenge.
- 05
Hi Erin, it's Jesse. Is your booking for Tuesday 14th or Thursday 16th? Reply with the right date and I'll confirm it.
Customer · SMS
Two conflicting details are easy to settle this way, since the customer can reply in a few words from their phone.
- 06
Thanks for getting in touch. Could you let me know whether the role is fully office-based or hybrid? That will help me decide on next steps.
Recruiter / HR · Email
Recruiters often leave out something important, and this asks about it while explaining why it matters to you.
- 07
I didn't quite catch which file you meant. Was it the March report or the April one?
Coworker · SMS
Quick texts suit this one when a single detail is unclear, and offering two options makes replying easy.
- 08
When you say 'soon', do you mean this week or by the end of the month? It changes what I pick up first.
Boss · Chat
Fuzzy deadlines call for this, because the question is tied to how you will prioritize your work.
Examples
Hi Harry, Thanks for sending the updated brief. I'm not sure whether the report should cover only the UK region or all three regions. Could you confirm which you'd like, so I can start on the right data? Best regards, Lindsay
Hi Jesse, quick check on the invoice note: do you want the new date on both pages or just the cover page? Once I know, I'll fix it straight away.
What to avoid
- Sending a bare “Can you clarify?” gives the other person no hint of which part confused you.
- Phrases like “as I said before” or “as per my last email” turn a question into a complaint.
- Several vague questions at once are harder to answer than one specific question.
- Hinting that the other person wrote badly shifts attention from what you need to what they got wrong.