Source influno.com
Structure for a Clarification Email
When you need to request clarification on something, it’s important to send an email that’s clear, concise, and easy to understand. Here’s a suggested structure to follow:
1. Subject Line
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- Keep it brief and informative.
- Use action verbs.
- For example: “Clarification needed on project timeline”
2. Salutation
Start with a professional salutation.
3. Opening Paragraph
- State the purpose of your email clearly.
- Be specific about what you need clarification on.
- For example: “I’m writing to request clarification on the project timeline. I’m specifically interested in knowing when the following tasks are expected to be completed:”
4. Body Paragraphs
- Provide any additional details that may be helpful.
- If possible, include a link to the document or information you’re referring to.
- For example: “I’ve reviewed the project plan, but I’m still not clear on the deadline for Task A. Could you please provide some additional information?”
5. Questions (Optional)
- If you have specific questions, list them out clearly.
- Use bullet points for clarity.
6. Table (Optional)
If necessary, you can include a table to summarize the information you’re requesting clarification on.
7. Closing Paragraph
- Summarize the key points of your email.
- Reiterate your need for clarification.
- Thank the recipient for their time and consideration.
- For example: “Thank you for your time and assistance. I appreciate your clarification on this matter.”
8. Sign-Off
End with a professional sign-off.
Clarification Email Examples
Clarification on Time-Off Request
Hi [Employee Name],
I received your time-off request for [Start Date] to [End Date]. I’d like to clarify that the company policy requires at least two weeks’ notice for time-off requests. Please confirm if you have already submitted this request with the appropriate notice period.
If not, we can discuss alternative arrangements.
Thank you for your understanding.
Clarification on Job Responsibilities
Hi [Employee Name],
I’m writing to clarify your recent job responsibilities. I understand that you have been assigned the following tasks:
- Task 1
- Task 2
- Task 3
Please confirm if this is accurate. If there are any changes or additional responsibilities that need to be addressed, please let me know.
Clarification on Salary Expectations
Hi [Candidate Name],
Thank you for sharing your salary expectations during our recent interview. I’d like to clarify that the position we are hiring for is typically offered a salary range of [Range].
We are willing to negotiate a competitive salary package based on your experience and qualifications.
Clarification on Employee Benefits
Hi [Employee Name],
I’m writing to clarify our company’s employee benefits. As a full-time employee, you are eligible for the following benefits:
- Health insurance
- Paid time off
- Retirement plan
Please let me know if you have any questions or need additional information.
Clarification on Policy Interpretation
Hi [Employee Name],
I received your inquiry regarding the interpretation of our workplace harassment policy. Specifically, you had a question about the definition of “harassment.”
Harassment is defined as “any unwelcome or offensive conduct that is based on race, religion, sex, gender, age, disability, or any other protected characteristic.” This includes but is not limited to:
- Verbal abuse
- Physical abuse
- Cyberbullying
Please let me know if you have any further questions.
Clarification on Dress Code
Hi [Employee Name],
I’m writing to clarify our company’s dress code. Our dress code is business casual, which means that you should dress in a professional and polished manner.
Appropriate attire includes:
- Business suits
- Dress pants or skirts
- Collared shirts or blouses
If you have any questions or concerns, please feel free to contact me.
Clarification on Performance Evaluation
Hi [Employee Name],
I’m writing to clarify your recent performance evaluation. I understand that you had some questions about the feedback you received.
Specifically, you had concerns about the following:
- Concern 1
- Concern 2
- Concern 3
I’d be happy to discuss these concerns with you further. Please let me know when you are available to meet.
What is a clarification email sample?
A clarification email sample is a written communication that is used to request clarification on a specific topic or issue. It is typically used when the sender is confused or unsure about something and needs additional information to understand it better.
What are the key elements of a clarification email sample?
The key elements of a clarification email sample include:
- A clear and concise subject line that summarizes the purpose of the email.
- A polite and professional tone.
- A specific description of the issue or topic that needs clarification.
- A request for specific information or actions that will help to clarify the issue.
- A closing statement that thanks the recipient for their time and consideration.
What are some tips for writing a clarification email sample?
Here are some tips for writing a clarification email sample:
- Be clear and specific about the issue or topic that you need clarification on.
- Be polite and professional in your tone.
- Use specific examples or details to help explain the issue.
- Ask specific questions that will help to clarify the issue.
- Thank the recipient for their time and consideration.
Hey there, folks! Thanks a bunch for sticking around and checking out our email clarification samples. We hope they’ve been helpful in making your email communication crystal clear. Remember to pop back in anytime if you have more email-related questions. Until then, keep on writing like a pro!