Asking for Clarification on a Task

Asking for Clarification on a Task

This conversation guide helps you practice asking for clarification on new assignments. It's a key skill for workplace success, teaching you to be proactive, confident, and a clear communicator, which is essential for avoiding misunderstandings and doing your best work.

SpeakItGo• 1 year ago• FEATURED• 5 min• 3 Levels

BEGINNER

Clarifying Report Numbers

with Emily
Emily:
Excuse me, Mr. Lee. I have a question about the report.
Mr. Lee:
Hello, Emily. What do you need to know?
Emily:
The sales numbers on page three. Do you want the total for last quarter or for this quarter?
Mr. Lee:
I need the total for last quarter. Good question.
Emily:
Okay, thanks. I just wanted to be sure.
Mr. Lee:
No problem. Just let me know if you have any more questions.
Emily:
I will. Thanks for your help.
Mr. Lee:
You're welcome.

Understanding a Deadline

with Mark
Mark:
Hi, Jane. I have a question about the new project. When is it due?
Jane:
It's due on Friday. Did you not get the email?
Mark:
I did, but it didn't say the time. Is it Friday at 5 PM?
Jane:
Yes, that's right. The end of the business day.
Mark:
Got it. Thanks for the help.
Jane:
No worries. It's better to be sure.
Mark:
Exactly. I'll get it done by then.
Jane:
Great.

Vocabulary 📖

clarification

The act of making something clearer or easier to understand.

  • I need clarification on the project details.
  • He asked for clarification on the meeting's purpose.
  • The email provided clarification on the new policy.

deadline

The latest time or date by which a task must be completed.

  • The deadline for the report is Friday.
  • We are working hard to meet the deadline.
  • The project's deadline was moved to next week.

Common Mistakes 🚫

❌ Staying silent and guessing what to do.

✅ Always ask for help when you are unsure. It is better to ask a question than to make a mistake.

Guessing can lead to significant errors and wasted time. It is a sign of a responsible and mature employee to admit when you don't know something and ask for help. This is much better than making a mistake that needs to be fixed later.

❌ Saying 'I don't understand any of it.'

✅ Be specific about what you don't understand, for example, 'the numbers on page three.'

A vague statement like 'I don't understand any of it' can sound unhelpful and frustrated. A specific question shows you've tried to understand the task and have identified the exact point of confusion, making it easier for your manager to help.

Grammar Tip: Using 'I have a question about...' for Clarity 💡

'I have a question about...' is a simple and effective way to introduce a question. It's direct, polite, and signals to the other person that you need information. It's a great phrase for beginners to use to start a conversation about a task.

Notes for Learners 🎓

  • Don't be afraid to ask questions. It's a sign of a good employee.
  • Be specific about what you don't understand. Pinpoint the exact part of the task that is confusing you.
  • Make sure your question is clear and to the point. State exactly what you need to know.
  • Thank your manager for their help and confirm that you will continue with the task.

INTERMEDIATE

Clarifying Data Sources

with Liam
Liam:
Hi, Mr. Chen. I'm working on the Q2 report, and I have a quick question. I just need some clarification on the data sources for the sales figures.
Mr. Chen:
Hi, Liam. What's the question? We discussed using the numbers from the CRM.
Liam:
Right, I have the CRM data. But in last quarter’s report, we used figures from both the CRM and the marketing database. I was wondering which one is the priority for this report?
Mr. Chen:
That's a good question. For this report, just stick to the CRM data. We're trying to standardize our reporting. Thanks for catching that.
Liam:
Got it. I'll proceed with the CRM data only. Thanks for clearing that up!
Mr. Chen:
No problem. It's always best to double-check.
Liam:
I agree. Thanks again.
Mr. Chen:
Anytime.

Understanding Project Scope

with Sophia
Sophia:
Hi, Sarah. I have a question about the project for the new client. I'm a little unclear on the scope of our responsibilities.
Sarah:
Hello, Sophia. What part is unclear? I thought we outlined the scope in the kickoff meeting.
Sophia:
We did, but the client mentioned 'ongoing support' in their last email. Does that mean we're responsible for maintenance after the launch, or just for the initial setup?
Sarah:
That's a key detail. We are only responsible for the initial setup. I'll follow up with the client to clarify that point and make sure there's no misunderstanding. Thank you for bringing that to my attention.
Sophia:
Okay, that makes sense. I'll continue working on the setup phase, then.
Sarah:
Perfect. You saved us a potential headache.
Sophia:
Glad I could help.
Sarah:
Me too.

Vocabulary 📖

data source

The place from which information or data is obtained.

  • I need clarification on the data sources for this report.
  • The team uses multiple data sources for its analysis.
  • Which data source should we use for the financial report?

standardize

To cause something to conform to a standard.

  • We're trying to standardize our reporting process.
  • The company needs to standardize its procedures.
  • The new software will help to standardize the data.

Common Mistakes 🚫

❌ Asking 'What do you mean?' which can sound a little direct.

✅ Use a more polite and professional phrase like 'I just need some clarification on...' or 'I was wondering if...' to frame your question more respectfully.

Framing your question politely shows that you are not questioning the manager's authority or clarity. It simply shows that you need a little more information to do your job well, which is a key part of professional communication.

❌ Not providing context for your question.

✅ Explain why you are asking the question, for example, 'in last quarter’s report, we used figures from both...'

Providing context shows that you are actively thinking about the task and have done your own research. This makes your question more efficient and shows your manager that you've put in the effort to understand the task.

Grammar Tip: Using 'I was wondering if...' for Politeness 💡

This phrase is an indirect way of asking a question, which makes it very polite. It sounds less like a demand for information and more like a gentle inquiry. It's a great tool for asking questions that might seem a little sensitive or complex.

Notes for Learners 🎓

  • Acknowledge that you might be interrupting them ('I have a quick question').
  • Show that you have already done some work on the task before asking ('I'm working on the Q2 report...').
  • Phrases like 'thanks for clearing that up' are a great way to show gratitude.
  • A good question can show your manager that you are thinking proactively and can even help them prevent future issues.

ADVANCED

Clarifying a Project's Strategic Goal

with Jordan
Jordan:
Hi, Mr. Davies. I was hoping I could get a few minutes to discuss the new marketing campaign. I just have a question regarding the overarching strategic objective.
Mr. Davies:
Sure, Jordan, what's on your mind? We outlined the main goals in the project brief.
Jordan:
I've reviewed the brief, and while it mentions increasing brand awareness, I was a bit unclear on the priority. Are we focused on generating new leads or primarily on market penetration within our existing segments?
Mr. Davies:
That's an excellent question. The primary objective is to increase market penetration, so that's where we should allocate most of our resources. The brand awareness component is secondary to that.
Jordan:
Okay, that helps immensely. So the key performance indicators should be aligned with market share growth, not just lead volume. That provides a much clearer direction.
Mr. Davies:
Exactly. I'm glad you brought that up before you got too far into the planning. It shows you're thinking strategically.
Jordan:
Thank you. I'll make sure the campaign plan reflects that focus moving forward.
Mr. Davies:
Appreciate the proactivity, Jordan.

Navigating Conflicting Information

with Fatima
Fatima:
Excuse me, David. I know you're busy, but I'm encountering a bit of conflicting information on the Anderson account. I was hoping you could lend some clarity.
David:
No worries, Fatima. What's the issue? We just had a call with them.
Fatima:
Well, the meeting notes indicate they want a full system migration by Q4, but the email from last week seems to suggest they only need a partial data transfer. I'm not sure which directive to follow.
David:
Hmm, that's a good observation. I recall them mentioning both. It's a full migration, they just wanted to start with a partial transfer for testing. The full migration is the final goal.
Fatima:
That makes perfect sense. Thank you for clearing that up. I'll document the full migration as the final deliverable.
David:
It's a good thing you checked. I'll be sure to update the meeting notes to be more explicit. Thanks for catching that discrepancy.
Fatima:
No problem. I just wanted to ensure we were on the same page.
David:
We are. Thanks to you.

Vocabulary 📖

overarching

Comprising or encompassing everything.

  • The overarching goal of the project is to increase profits.
  • The report presented the overarching theme of the meeting.
  • They need to define the overarching strategy before they can begin.

proactivity

The quality of creating or controlling a situation by causing something to happen rather than just reacting to it.

  • The manager praised his proactivity in solving the problem.
  • Proactivity is a key trait of a successful leader.
  • The company values proactivity and encourages employees to take initiative.

Common Mistakes 🚫

❌ Not providing context or rationale for your question.

✅ Frame your question by first explaining the situation and then asking for clarity. For example, 'I've reviewed the brief, and while it mentions..., I was a bit unclear on the priority.'

At an advanced level, questions are not just about getting information; they're about demonstrating strategic thinking. By providing context, you show your manager that you've analyzed the task and are now asking a targeted, high-value question.

❌ Appearing to blame others for the confusion.

✅ Use neutral language to describe the situation, such as 'conflicting information' or 'discrepancy.' This focuses on the problem, not the person who created it.

Blaming others for confusion is unprofessional. Using neutral, professional language maintains a positive working relationship and focuses the conversation on finding a solution, which is the ultimate goal.

Grammar Tip: Using 'I was hoping to...' to Soften Requests 💡

This phrase is an advanced, very polite way to introduce a request for someone's time or help. It shows deference to their schedule and acknowledges that you are asking for a favor. For example, 'I was hoping I could get a few minutes of your time to discuss...'

Notes for Learners 🎓

  • Acknowledge their busy schedule ('I know you're busy').
  • Use advanced vocabulary like 'overarching strategic objective' or 'conflicting information'.
  • Show appreciation for their time and guidance ('That helps immensely' or 'I really appreciate you taking the time').
  • If you encounter a problem, be proactive and suggest a solution or next step, like updating the documentation.

People also ask

Welcoming a New Employee
FEATURED• Today

Welcoming a New Employee

Introducing Yourself to a New Team
RECOMMENDED• Today

Introducing Yourself to a New Team

Requesting a Lunch Break
FEATURED• Yesterday

Requesting a Lunch Break