English Phrases for Clarifying on Calls: A Practical Guide

Video calls can move quickly, with new ideas, technical terms, and action items flying by. When English is not your first language, it's easy to miss a key detail or feel hesitant to interrupt. But asking for clarification is not a sign of weakness; it's a mark of a diligent and engaged professional who values accuracy.

This guide provides a structured list of phrases to help you clarify information politely and effectively on any professional call. Using them will help you prevent costly misunderstandings, build trust with your colleagues, and ensure everyone is aligned.

Core Principles for Seeking Clarification

Before we get to the specific phrases, let's cover three guiding principles for asking for clarification. How you ask is as important as what you ask.

• Timing is Key: Avoid interrupting someone mid-sentence unless it's absolutely critical. The best time to ask for clarification is during a natural pause in the conversation, after the speaker has finished their thought. This shows you were listening respectfully.
• Maintain a Confident Tone: Frame your question as a collaborative effort to ensure mutual understanding. You are not admitting a fault; you are ensuring the project's success. Speak clearly and at a moderate pace.
• Be Specific: Vague questions like "I don't get it" can be confusing for the speaker. Pinpoint exactly what you need clarified. The more specific your question, the faster and more accurately they can help you.

A Phrase Bank for Common Scenarios

Keep this list handy for your next call. The phrases are categorized by the type of situation you might encounter.

When You Didn't Hear Something

This can happen due to a bad connection, background noise, or someone speaking too quickly. It's a technical issue, not a language one.

• To ask someone to repeat themselves:

  • "I'm sorry, I missed that last part. Could you say it again?"
  • "My connection broke up for a moment. Could you repeat what you said about the Q3 targets?"
  • "Sorry to interrupt, could you repeat the name of that document?"

• To address someone speaking too fast:

  • "Would you mind speaking a little more slowly? I want to make sure I'm getting all of this."
  • (Politely, to the group) "This is a really important point. Let's slow down for a moment to make sure we're all on the same page."

When You Don't Understand a Word or Phrase

Business English is full of jargon, acronyms, and idioms. It's perfectly normal to not know all of them.

• For a specific word or piece of jargon:

  • "'Synergy' is a new term for me. Could you explain what you mean by that in this context?"
  • "Could you please clarify what you mean when you say 'low-hanging fruit'?"

• For an acronym:

  • "Could you remind me what 'OKR' stands for?"
  • "I'm not familiar with the acronym 'KPI'. Could you spell that out?"

When You Need More Detail or an Example

Sometimes you understand the words but not the broader concept or its practical application.

• To ask for more explanation:

  • "Could you elaborate on that point about market penetration?"
  • "I'd like to understand the proposal better. Could you walk me through the main components again?"
  • "That's an interesting idea. Could you give us a bit more detail on how that would work?"

• To request a concrete example:

  • "Could you provide an example of what a successful outcome would look like?"
  • "I think I understand. So, for example, would that mean we should...?"
  • "To help me visualize it, could you give a specific case study or scenario?"

When You Want to Confirm Your Understanding

This is one of the most powerful communication techniques. Paraphrasing or summarizing shows you were listening and gives the other person a chance to correct any misunderstanding.

• To rephrase what you heard:

  • "So, if I'm understanding you correctly, the priority is to finish the user testing before we contact the new design agency. Is that right?"
  • "Let me make sure I've got this. You're suggesting we postpone the launch by two weeks to implement the feedback from the beta testers. Did I capture that correctly?"

• To summarize action items or decisions:

  • "Just to summarize the next steps: I will email the client for approval, and you will prepare the draft presentation. Is there anything I missed?"
  • "Okay, so the key decision from this meeting is to move forward with Option B."

When You Need Something in Writing

It can be difficult to catch the spelling of names, emails, or complex terms on a call. It's completely acceptable to ask for a written version.

• "Would you mind typing that name into the chat for me? I want to be sure I have the spelling right."
• "That link sounds useful. Could you please share it in the chat?"
• "Could you put that number in the chat so I can copy it accurately?"

Quick Guide: Better Ways to Ask

Sometimes, our first instinct is to use short, abrupt phrases. Here is a small table to help you upgrade your language to be more professional and clear.

Instead of this...	Try this...
"What?"	"Sorry, I didn't quite catch that. Could you repeat it?"
"I don't understand."	"Could you explain that in a different way for me?"
"Huh?"	"I'm not sure I follow. Could you give me an example?"
"Speak slower."	"Would you mind speaking a little more slowly, please?"

Mistakes to Avoid

1. Pretending to Understand. This is the most dangerous mistake. It might feel easier in the moment, but it almost always leads to bigger problems later, such as wasted work, missed deadlines, and a loss of trust. It is always better to ask for clarification immediately.
2. Over-Apologizing. A simple "sorry to interrupt" is fine, but avoid phrases like "I'm so sorry, my English is so bad." This undermines your professional confidence. Remember, seeking clarity is about ensuring a successful outcome for everyone, not about your language skills.
3. Waiting Too Long. If you get lost at the beginning of a conversation, it will only get harder to catch up. Ask for clarification as soon as you realize you've missed something important, at the first natural pause.

Using Tools as a Safety Net

Even with the best phrases, fast-paced calls can be challenging. Sometimes the issue isn't the audio, but catching a specific, unfamiliar word. Using a tool that provides a live transcript of the call can help you pinpoint the exact term you need to ask about, making your question more specific and easier for the other person to answer. This allows you to focus on the meaning of the conversation, not just on hearing every single word correctly.

If you use any kind of transcription or recording tool, remember that in some places you may be required to get consent from all participants on the call. It is your responsibility to understand and follow the local laws. For more details, see our guide on call compliance.

Clarity is a Professional Skill

Learning to ask for clarification effectively is a skill that will serve you throughout your career. It shows attention to detail, a commitment to quality, and respect for your colleagues' time. Start by practicing one or two new phrases in your next low-stakes call, and gradually build them into your professional vocabulary.

Mastering these phrases takes practice. A tool like Subtl can provide a safety net, offering a live transcript of your calls so you never miss a detail. It helps you focus on the conversation, confident that you can always confirm what was said and ask the right questions to ensure perfect clarity. Learn more at subtl.me.