May 7, 2025
Why asking for clarification actually makes you sound MORE professional!
In today’s post, I want to address something that affects everyone working in UK workplaces: what to do when you don’t understand someone or aren’t sure if you understood them correctly.
Many professionals worry that asking for clarification makes them appear less competent, especially if English isn’t their first language. However, I’m going to show you how clarifying your understanding can actually help you appear more professional and build stronger relationships with colleagues and clients.
First, remember it’s not always you!
First, remember an important point: if you don’t understand someone, it might not be your fault. Not everyone communicates clearly—even native English speakers. We can speak too quickly or use unclear language. Don’t automatically blame yourself or your English skills when communication breaks down.
Basic Clarification Techniques
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When you have no idea what someone has said, here are some simple phrases you can use:
- “I’m sorry, could you repeat that please?”
- “Would you mind speaking more slowly please?”
- “Could you say that in a different way?”
If there’s just one unfamiliar word, be specific:
- “What do you mean by [specific word]?”
- “I’m not familiar with that word. Could you explain it?”
These are completely normal requests that even native speakers use. There’s nothing unprofessional about ensuring clear communication.
Reframing Your Worries
If you worry that asking for clarification reflects poorly on your language skills, consider this scenario:
A client explains a complex problem, you think you understand and spend five minutes giving a solution, only for them to say, “No, that’s not what I meant.”
Some British colleagues and clients, in an effort to be polite, might wait until you finish before telling you that you misunderstood. This wastes everyone’s time and creates frustration. It’s always better to clarify immediately, even when you think you understand.
This doesn’t make your look incompetent, in fact, this active listening technique is used by effective communicators in any language.
Clarification as a Professional Skill
When done well, clarification doesn’t make you look less competent—it makes you look more professional and helps build better relationships.
When someone presents a complex problem, try summarizing what they said:
- “So what I’m hearing is…”
- “Can I just clarify, you’re looking to…”
- “If I understand correctly, your main problem is…”
While you might worry you’re revealing a lack of understanding, they’re actually thinking, “This person is really listening to me.” They feel heard and valued.
For example…..
Imagine a client explains a technical issue with a database and gives you a deadline. You could respond with:
“Can I just clarify? You’re having a technical issue with the database integration and you need this done by Friday. Is that right?”
They might reply: “Yes, that’s right, but actually we need it by Thursday.”
You: “Thursday. Got it. Thanks for clarifying.”
This brief exchange confirms you both understand each other—you’re “on the same page.” It shows you care and want to get it right, which clients and colleagues appreciate.
Three Step Process for Presentations
This clarification approach is particularly useful during presentations, especially when clients ask long or multiple questions. Instead of panicking and giving a lengthy, off-target answer, follow this three-step process:
- Clarify the question: “Are you asking…?” This gives the client an opportunity to confirm or clarify further.
- Validate the question: “That’s a really good question” or “That’s a question we often get asked.” This gives you time to think.
- Contribute: Give your answer.
This process not only helps you clarify and feel more confident but also builds your client’s confidence in you because you’re paying attention to details and ensuring you understand before answering.
It might feel uncomfortable at first, but with practice, this approach becomes easier, and you’ll likely be surprised by how well people respond.
Remember, you’re not there to prove your knowledge or language skills—you’re there to help and provide value. This shift in mindset can help you feel more confident.
So next time you don’t understand something, remember: clarifying isn’t a weakness. It’s a professional communication strategy that builds rapport and leads to better outcomes.
Do you want help developing your communication skills to thrive at work in the UK?
Check out The English Fluency Accelerator Programme. This is a hybrid programme with a combination of 1 to 1 personalised coaching and group discussion sessions to help you to build confidence and fluency in English.
Find out more here: https://theenglishcoach.biz/the-english-fluency-accelerator-programme/