25 English Phrases for Clarifying Misunderstandings at Work

A small misunderstanding at work can change a deadline, a price, or the person responsible for a task. These 25 phrases help you stop, check, and correct the conversation without sounding rude.

Quick Reference: 25 Clarification Phrases

#	Phrase	Best used for	Tone
1	Sorry, I didn't catch that.	Something you did not hear	Neutral
2	Could you say that again, please?	A full repetition	Polite
3	Could you speak a little more slowly?	Speech that is too fast	Polite
4	Would you mind repeating the last part?	One missed detail	Polite
5	Could you spell that for me?	Names or technical terms	Polite
6	What do you mean by ...?	An unclear word or idea	Direct, neutral
7	Could you clarify what you mean by ...?	A more formal explanation	Polite, formal
8	When you say X, do you mean Y?	Checking one interpretation	Neutral
9	Could you give me an example?	Making an abstract point concrete	Polite
10	Could you walk me through that part?	A process or sequence	Collaborative
11	If I understand correctly, ...	Restating the main point	Neutral
12	So, what you're saying is ...	Paraphrasing in conversation	Neutral
13	Let me make sure I've got this right.	Checking several details	Neutral
14	Just to confirm, ...	Dates, numbers, or decisions	Professional
15	Am I right in thinking that ...?	Checking an assumption	Polite
16	I may not have explained that clearly.	Taking responsibility	Diplomatic
17	Sorry, that's not quite what I meant.	Correcting an interpretation	Polite
18	I think there may have been a misunderstanding.	Naming a disagreement gently	Diplomatic
19	Let me rephrase that.	Trying a clearer explanation	Neutral
20	To clarify, ...	Stating the intended meaning	Professional
21	Could you confirm whether ...?	Requesting a written answer	Formal
22	Could you clarify which ...?	Choosing between options	Formal
23	My understanding is that ...	Recording your interpretation	Professional
24	For clarity, could we confirm ...?	Reaching a shared decision	Collaborative
25	I'll summarize the next steps to make sure we're aligned.	Closing a meeting or email	Professional

Cambridge Grammar notes that English requests are usually phrased politely and indirectly with forms such as could. That is why Could you explain that again? generally works better at work than a bare command such as Explain that again.

Ask Someone to Repeat or Slow Down

Use these phrases when the problem is hearing, speed, pronunciation, or an unfamiliar name. You do not need to pretend you understood.

1. Sorry, I didn’t catch that.

Use this natural phrase when you missed a word or short sentence. It focuses on what you heard, not on how the other person spoke.

Example: Sorry, I didn't catch that. Did you say the client meeting is on Thursday?

2. Could you say that again, please?

Ask for a complete repetition when several details were unclear.

Example: Could you say that again, please? The audio cut out for a few seconds.

3. Could you speak a little more slowly?

This is useful on calls, during presentations, or when you are speaking in a second language. A little softens the request.

Example: Could you speak a little more slowly? I want to write down the figures correctly.

4. Would you mind repeating the last part?

Use this when you understood most of the message but missed the final detail.

Example: Would you mind repeating the last part? I heard the deadline, but not the file format.

5. Could you spell that for me?

Ask this for names, email addresses, product codes, and technical terms where one letter matters.

Example: Could you spell the supplier's name for me? I want to enter it correctly in the contract.

For more everyday listening and checking expressions, see 100 Daily English Sentences for Everyday Conversations.

Check What Someone Means

Hearing every word does not guarantee that you understand the idea. These phrases ask the speaker to define, narrow, or illustrate their meaning.

6. What do you mean by …?

Use this with coworkers you know when one word or phrase is vague. Add the exact words you want explained.

Example: What do you mean by "final review"? Do you want comments, approval, or both?

7. Could you clarify what you mean by …?

This is a more formal version. Cambridge defines clarify as making something easier to understand by adding details or giving a simpler explanation.

Example: Could you clarify what you mean by "urgent"? Do you need the report today or this week?

8. When you say X, do you mean Y?

Offer your best interpretation so the other person can confirm or correct it quickly.

Example: When you say "launch," do you mean the internal release or the public announcement?

9. Could you give me an example?

Ask for an example when a goal, problem, or piece of feedback is too abstract.

Example: Could you give me an example of a section that sounds too technical?

10. Could you walk me through that part?

Use this for a process with several steps. It asks for an explanation in order, not merely a repetition.

Example: Could you walk me through the approval step? I'm not sure who signs the request after Finance.

Confirm Your Understanding

Restating the message is especially useful when a conversation includes dates, money, responsibilities, or several decisions.

11. If I understand correctly, …

Follow this opening with a short summary of the main point.

Example: If I understand correctly, we can change the copy after legal review, but not the pricing.

12. So, what you’re saying is …

Use this in conversation to paraphrase the speaker’s conclusion. Keep your tone curious rather than argumentative.

Example: So, what you're saying is that the delay affects Europe, but not the US launch.

13. Let me make sure I’ve got this right.

This phrase prepares the listener for a longer summary with two or more details.

Example: Let me make sure I've got this right. I update the forecast today, and you send it to the client tomorrow morning.

14. Just to confirm, …

Use this before a date, time, number, owner, or agreed action. It works in both speech and email.

Example: Just to confirm, the revised budget is $42,000, not $40,000.

15. Am I right in thinking that …?

This politely checks an assumption before you act on it.

Example: Am I right in thinking that we need the director's approval before we contact the vendor?

Correct a Misunderstanding Politely

Avoid opening with You're wrong or You misunderstood me. Correct the message while leaving room for both sides to save face.

16. I may not have explained that clearly.

Use this when your wording may have caused the confusion. Taking some responsibility lowers the tension.

Example: I may not have explained that clearly. The draft is due Friday; the final version is due next Tuesday.

17. Sorry, that’s not quite what I meant.

This gently stops an incorrect interpretation before you replace it with the intended meaning.

Example: Sorry, that's not quite what I meant. We need fewer slides, not less detail in the analysis.

18. I think there may have been a misunderstanding.

Use this when two people remember an agreement differently. May have been avoids blaming either person.

Example: I think there may have been a misunderstanding. My notes show that delivery was scheduled for May 18, not May 8.

19. Let me rephrase that.

Say this before explaining the same idea with simpler or more specific words.

Example: Let me rephrase that. We are not cancelling the project; we are delaying the second phase.

20. To clarify, …

Use this concise transition when you need to state the correct meaning directly.

Example: To clarify, everyone may view the document, but only team leads may edit it.

Clarification sometimes requires disagreement or a firm boundary. These polite ways to say no in English help you stay clear without sounding dismissive.

Clarify in Emails and Meetings

Purdue OWL recommends clear, short paragraphs and direct, purposeful professional emails. These phrases make the question and the required reply easy to find.

21. Could you confirm whether …?

Use whether when the answer is yes/no or one of two possibilities.

Example: Could you confirm whether the quoted price includes shipping?

22. Could you clarify which …?

Use this when several people, files, dates, or options are possible.

Example: Could you clarify which version the client approved: v3 or v4?

23. My understanding is that …

State your current interpretation, then invite a correction. This also creates a useful written record.

Example: My understanding is that Marketing owns the landing page and Product owns the in-app message. Please correct me if that has changed.

24. For clarity, could we confirm …?

Use this in a meeting when the group needs one explicit decision before moving on.

Example: For clarity, could we confirm who will send the customer update and by what time?

25. I’ll summarize the next steps to make sure we’re aligned.

Close a discussion by naming each action, owner, and deadline. Do not ask everyone to rely on memory.

Example: I'll summarize the next steps to make sure we're aligned: Nina will revise the copy by Wednesday, and Omar will review it on Thursday.

For complete subject-line, structure, and closing examples, use the guide to writing a professional email.

Common Mistakes to Avoid

Avoid	Why	Use instead
What?	Can sound impatient or confrontational	Sorry, I didn't catch that.
Speak slower.	An imperative sounds too direct in most work settings	Could you speak a little more slowly?
That makes no sense.	Criticizes the speaker instead of identifying the gap	Could you give me an example?
You misunderstood me.	Places all blame on the listener	Sorry, that's not quite what I meant.
Confirm ASAP.	Vague deadline and abrupt tone	Could you confirm by 3 p.m. today?

Polite language should not hide the question. Include the exact word, number, option, or deadline you need clarified. For high-stakes details, use three passes: hear it, restate it, record it. Ask for the missing information, repeat your understanding, then put the agreed owner and deadline in writing.

If the conversation crosses languages, OpenL can translate the message while helping you preserve a professional tone.

Sources

• Cambridge Dictionary: Clarify — definition and workplace-style examples of asking for clarification.
• Cambridge Dictionary: Requests — explains polite and indirect request forms using can, could, would you mind, and may.
• Cambridge Dictionary: Politeness — explains how softening language makes English requests less direct or forceful.
• Purdue OWL: Email Etiquette — guidance on clear, concise, and professional email communication.