Very complex client requirements may require several days of review and consultation before a solution can be offered to the client. Use clear and simple language in your email and avoid jargon to ensure your email will be easily understood. The client should have a clear picture of how you will handle the requirement after reading the body of your email. Additional information or details required from the client.Timeline for delivering on the requirements.Your company policy or process for fulfilling the requirement.The body of your email should provide the client with details on: It is much better to provide enough information than leave important details out. No one wants to receive information piecemeal, especially when there are cost implications. While the introduction provides a summary, the body of your email should be detailed. Provide All Relevant Information in the Email to Clarify the Client's Requirement To help you write strong email introductions, remember that your aim is to “Tell the receiver, what you want to tell them”. Recount important elements of the client requirement such as the channel used to submit the requirement, time, and other descriptive information. Summarize the client’s requirements in a few lines in your introduction to show a clear understanding of the client’s needs. Begin the email with a salutation and introduction that clearly captures the purpose of your email. Keeping your unique organizational culture and brand in mind, here are some tips to help you write emails to clarify clients' requirements: Restate the Client Requirement in the Email for ClarificationĪn email to clarify a client’s requirement must be properly written and maintain email writing best practices.
#JUST TO CLARIFY A CONFUSION HOW TO#
Tips on How to Write Clarification Email to Clients An example is, “If there's any way I can help you, please do not hesitate to let me know.” Polite ClosingĬlose your email by thanking your recipient for their time and consideration. To do this, state that you're open to offering assistance if they require it.
To do this, ask straight questions using unambiguous and direct messaging. The clearer you can express your confusion, the easier it will be for the recipient to understand how to provide clarification. If not, mention the specific section in your email that you must respond to. If this is the entirety of the message, also include this in your email as well. State the RequestĬlearly state the section you want clarification on. While you may not understand what they want yet, it is standard practice to start your email with appreciation. Your email should begin with you appreciating the recipient for their previous correspondence. Here's everything you need to know when writing an email to ask for clarification. How to Write an Email to Request Clarification Big brands such as Western Union, Heineken, and Google – are very good at maintaining a consistent brand image in their communications by using uniform fonts, colors, and email templates. Elements such as the email layout, color scheme, font, and tone should be deliberate in communicating a consistent brand image. How you write an email to clarify a client's requirement will ultimately be guided by your organizational culture, branding, and writing style. Organizations often charge add-on costs for special requirements and modifications to products or services, therefore, errors in capturing the client’s requirements are potentially costly for your organization and damaging to customer satisfaction and retention. Emails are an excellent medium to document client requirements for review and confirmation. When this happens, the only thing you can do it to send an email asking them to clarify their information.Ĭlient's requirements can vary from minor preferences in color, delivery, or packaging to more detailed modifications. While the sender may think they've expressed themselves effectively, chances are you may not understand them. And one of them is how easily it can be misunderstood or confused. While email is the defacto mode of communication for professionals, it has flaws. It serves as a means to seek clarification and gain a clearer understanding of the sender's intended meaning or information conveyed in their initial communication. A clarification email is a concise response to request a further explanation regarding a received message.
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