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Jan 13, 2023

Writing

How to write a clarification email with 9 samples and a template

Looking for clarification? Use one of our 9 samples to ask for clarification in an email.

Blog writer

Lawrie Jones

Writer

Blog writer

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How to write a clarification email

Need help nailing down some details about a person, product, project, or appointment? You need to create a clarification email.

Also known as clarification letters, clarification emails are used to get the information required to move forward.

Writing a letter for clarification is easy if you follow our advice. In this article, we'll show you how to request clarification via email.

You'll learn how to structure email clarifications, what to include, and see how it works with 9 examples and a template.

Clarification email format

The clarification email format should be no surprise if you're already used to writing professional messages.

We can split clarification emails into three parts. It starts with a simple subject line.

You then clear up what you need to clarify in the email body. Finally, you finish each clarification letter with all the essential details and a suitable sign-off.

1. Clarification email subject line

Some people struggle to write subject lines, but the easiest thing to do is be upfront about what you want. Keep subject lines short, sweet, and simple – like these:

  • Can you clarify some details?
  • Clarification needed – (insert info)
  • I need some extra information
  • Would you be able to confirm some details?
  • Extra information required

2. Clarification email body

We'll assume you've already got a relationship with the email recipient, so you don't need to introduce yourself (unless you want to). If that’s the case, it's best to get straight into business.

  • I was pleased to receive your job offer earlier today. Before accepting, I would like to clarify some details.
  • Thank you for sending me information about (product/service). Can you clarify some details for me, please?

It's a good idea to spell out precisely what information you need. Bullet points are the most effective way of listing out your questions. It also makes it easier for the recipient to go through them line-by-line and answer them.

Depending on the nature of your clarification request email, you may want to attach some information, including links, or add attachments. If you do, always explain what they are and why they matter.

3. How to end a clarification email

If you're facing a deadline, you should always include details about when you need to receive answers. If it's critical you get a response, you can offer to follow up. Include your contact details and how they can get in touch with you.

  • I'm keen to make a decision this week, so can you provide me with answers by (date)? You can contact me on (insert details). If I don't hear from you by (date/time), I'll give you a call.

Make sure to add a sign-off (thanks, kind regards, etc.), your name, and your signature. And that's how to end an email asking for clarification. (We told you it was easy, now see our examples!)

Asking for clarification email examples

We've outlined the process to create clarification emails. Now, here are 9 clarification email samples and a template to show you how to apply these insights.

These samples tackle many common reasons you may need clarification. You can edit and adapt these as required to get the necessary information.

Follow the format, keep things clear, and always include your contact details!

1. Politely ask for clarification email sample

First up, here's a sample email seeking clarification. This is a standard clarification email that you can use to request some answers from anyone, including a colleague, customer, client, or professional.

Hi (Recipient's name),

Thank you for your recent email. I have some questions that need clarification.

Can you provide me with details on (insert information on what you need)?

I'm working to a deadline of (insert your deadline). Can I get answers to my questions by (insert date)?

If you require any clarification or additional information, please contact me at (insert details).

Best regards,
(Your name)

2. Thank you for a clarification email sample

If someone is kind enough to provide the answers you need when you need them, it's polite to say thank you. Here's a helpful thank you template for email clarification.

Hi (Recipient's name),

Thank you for taking to the time so to provide answers to my questions. Your clarification email includes everything I need to progress.

I'll be in touch if I require anything else.

Kind regards,
(Your name)

3. Asking for clarification email to boss sample

Messaging your boss or manager is slightly different from the formal format we use above. The clarification email structure is still the same, but we can assume your boss is already on top of the details.

Hi (Recipient's name),

I hope you're well. I'm contacting you as I need some additional details about the (project name) project.

Specifically, I need your help with (insert clarification request).

I'm working on the project now, and the quicker I get answers, the more progress I can make.

If anything here needs to be clarified, or you would like to chat about my request in person, feel free to contact me here. I’m always available to chat.

Kind regards,
(Your name)

4. Clarification of dates email sample

Sometimes there can be misunderstandings about dates and times for meetings and appointments. You can set things straight with this email clarifying the dates if that happens.

Hi (Recipient's name),

I hope you accept my email apology for the recent issues we've had confirming meeting dates. I'm contacting you to clarify the details, to ensure that we experience no problems in the future.

To clarify, the dates and times for future meetings are:
  • Bullet points are a great way to share information
Can you confirm that these dates and times are acceptable?

Please let me know if you need to change any of these dates and times.

Kind regards,
(Your name)

5. Clarification email to client sample

It’s highly likely you'll need to clarify details with a client at some stage. In each case, you want to push for the information you need in a polite way to avoid damaging your relationships. This sample clarification email to a client will help you get the details and data you need positively and professionally.

Hi (Recipient's name),

I have a question related to (insert details here). So I've provided details below about the information that we need.

Hopefully, it should all be simple for you to gather this information, but do let me know if it will cause any issues.

We need this by (deadline) to stay on top of our deadline for the project. Can you help us with this?

If not, can you provide a contact for us who can help with our request?

Thank you in advance for your help. I look forward to hearing from you in due course.

Many thanks,
(Your name)

6. Clarification email after interview sample

It sometimes happens that interviewers may need extra information after your meeting. For example, a potential new employer may ask a candidate for clarification on details about a previous role.

If you need extra information from a candidate, this clarification email after an interview provides the ideal structure.

Hi (Recipient's name),

Thank you for attending the interview for the (job name) position on (date). We really enjoyed your interview and were interested in your answers.

The panel reflected on your responses, and we have had some subsequent questions, which it would be great if you could answer.

Can you… (insert whatever you need help with_

We’re assessing candidates this week and need a response by (insert date). Is this achievable for you?

If you have any questions, please don’t hesitate to contact me.
(Your name)

7. Job offer clarification email sample

Congratulations on getting a job offer! Before accepting, you may want clarification about the terms and conditions or the salary. If that's the case, this job offer clarification email sample is for you.

Hi (Recipient's name),

Thank you for your job offer. While I'm delighted to receive it, I wanted to ask for clarification regarding roles and responsibilities before accepting.

Please outline whether the following are part of the role. (Provide a list).

If you can clarify these details, I can provide you with my answer as soon as possible.

I look forward to hearing from you.

Many thanks,
(Your name)

8. How to reply for clarification email sample

If you've been asked to clarify some details, this clarification email reply sample provides a straightforward template to follow. In this example, you're a job seeker; this is how you reply to a recruiter asking for clarification.

Hi (Recipient's name),

Thank you for your request for clarification.

I've processed your email and provided answers below. Please review the information I have provided and check that it's everything you need.

Please don't hesitate to contact me if you have any other questions or require additional information.

Many thanks,
(Your name)

9 Request clarification on invoice email sample

Writing invoice emails can be tricky and they are often an area where you may need more information and clarification.

It can be a sensitive area, particularly if your figures don't match, so concentrate on being polite and professional – as we have done in the invoice clarification email sample.

Hi (Recipient's name),

We've received your invoice (reference number) dated (insert date).

We have some questions and require clarification before we process it. Can you confirm that (ask for the information that you need)?

Once I've received answers to my questions, I can process the invoice and ensure you are paid.

Kindest regards,
(Your name)

Clarification email template

If your clarification request isn't covered in the list above, or if you'd prefer to create your own, then use this clarification email template. You can use this any time further clarification is needed. Just be sure to fill in all the gaps, and proofread before sending.

Hi (Recipient's name),

My name is (your name), and I'm contacting you from (organization name).

I wanted you to clarify some details about (a person, product, or service).

My questions are as follows:
  • Insert your questions/clarification request
Can you provide me with the information I require? If not, can you put me in touch with someone that can?

Could you provide me with answers by (insert date)? Without this information, we cannot make progress (or an order, commission a service, etc.).

I look forward to receiving your reply.

Yours,
(Your name)

Clarification email template with Flowrite

Asking for clarification or something else is fast using artificial intelligence.

Here's an example showing how Flowrite can write a formal request for you from a few instructions:

Final (clarifying) words

Clarification emails are simple to write – as long as you stick to the structure and focus on the outcomes.

We hope that our clarification email guide provides some simple guidelines to follow.

To clarify, the key is to keep things simple, provide all details you need, and remember you're dealing with a real person.

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