The art of team communication, i.e. how to give or request information
Communication is the lifeblood of every organization, and the clarity and efficiency of this exchange directly impact productivity, innovation, and the bottom line. Before any decision can be made, any project advanced, or any problem solved, the right information must get to the right people at the right time. This category covers the essential phrases we use for that process—the tools for asking for, providing, presenting, and clarifying information, data, and facts. In the distributed, fast-paced work environments of 2025, where teams collaborate across time zones through emails, project management tools, and instant messaging, there is no room for ambiguity. A poorly phrased question can lead to hours of wasted work. A delayed update can cause a project to miss a critical deadline. Mastering the simple, direct language of giving and requesting information is not a soft skill; it is a core operational competency. The phrases here are the building blocks of accountability, the mechanics of collaboration, and the foundation of any well-run project or business. They are the tools you use to stay informed, keep others in the loop, and ensure that everyone is working from the same set of facts.
Table of contents
List of categories
Acknowledging/noting information (receipt)
Confirming that information was received, seen, or registered mentally (non-confirmation of correctness).
Example phrases(52)
In the asynchronous world of email and instant messaging, you can"t rely on body language to show that you"ve received a message. The short, simple phrases in this category are the essential tools we use to close the communication loop and confirm receipt. They are a fundamental part of modern communication etiquette. When a manager sends out an important memo, a quick reply of "Duly noted" or "Thanks for the update" from team members is incredibly valuable. It tells the manager that the message has been seen and registered. This is not about agreeing or disagreeing with the content; it is simply about acknowledging the transmission. The most common and efficient of these is "Got it." In a fast-paced team chat, this two-word reply confirms that you have seen a piece of information and are ready to move on. These are not filler phrases; they serve a critical function. They provide peace of mind to the sender, letting them know they don"t need to follow up. They prevent the frustrating question, "Did you see my last message?' They are the small, consistent acts of responsive communication that make digital teamwork feel smooth, efficient, and reliable Common examples include "I noted it" and "I already got". Without them, our digital conversations would be filled with uncertainty and doubt.
Asking for elaboration/further explanation
Requesting the other person to provide more context, depth, or a detailed explanation.
Example phrases(276)
A surface-level understanding is rarely enough to solve a complex problem or make a good decision. The phrases in this category are the tools we use to politely and effectively ask for more detail and to move from a superficial statement to a deeper understanding. These are not confrontational challenges; they are genuine requests for more information. After someone has made a brief or slightly ambiguous point in an email, a simple reply of "What do you mean by that?" is a direct and effective way to ask for clarification. A more formal and less direct way to ask the same thing is "Could you elaborate on that point?" This is a common and respectful phrase to use in a formal meeting or a discussion with a senior colleague. You can also focus your request on a specific aspect. For example, "Can you explain further how that will impact the budget?" These questions are a sign of an engaged and critical thinker. They show that you are not just passively receiving information, but are actively working to understand it in its full context. In any knowledge-based field, the ability to ask for and receive detailed explanations is what separates shallow work from deep, insightful analysis Common examples include "To get more insight" and "a bit more detail". It is the vocabulary of digging deeper.
Asking for updates/status
Phrases explicitly requesting the current state, progress, or latest news on a matter.
Example phrases(145)
In any collaborative effort, momentum is maintained through a shared understanding of progress, and these phrases are the simple tools we use to get that understanding. They are the essential vocabulary of project management, client relations, and everyday teamwork. In a world of remote work and asynchronous communication, you can"t simply glance across the office to see if someone is making progress; you have to ask. A well-phrased question is a polite and professional nudge that keeps the gears turning. The tone and context of these requests can vary greatly. In a quick team chat, a simple "Any updates on the presentation?" is a friendly and efficient way to check in. In a more formal weekly project email, the language might be, "Could you please provide a status update on the client deliverables for Phase 2?" This phrasing is more structured but achieves the same goal: it requests a report on the current state of the work. These questions are not inherently accusatory. A phrase like "What"s the latest on the bug fix?" is a neutral request for information, not a criticism of a delay. A manager might ask a direct report, "How are we progressing with the 2025 marketing plan?" to open a conversation about support and resources. The key is that these are not just questions for the questioner's benefit; they are tools for alignment. They ensure that everyone has the same picture of where a project stands, allowing for timely course corrections and proactive problem-solving Common examples include "any further developments" and "any further update". They are the small, consistent acts of communication that prevent a project from quietly going off the rails.
Clarifying/elaborating a statement
Rephrasing or adding detail to one's own previous statement for the purpose of better clarity.
Example phrases(285)
In the art of communication, the first attempt is not always the clearest. The ability to recognize a potential for misunderstanding and to proactively clarify your own statement is a hallmark of a skilled communicator. The short phrases in this category are the essential tools for this act of self-correction and elaboration. They are the verbal signals that you are about to rephrase or add detail to your own point. Imagine you"ve just made a complex point in a meeting, and you see some confused faces. You might say, "What I mean is, we need to focus on retaining existing customers, not just acquiring new ones." This is a direct attempt to simplify the message. In a written document, if you have made a general statement, you can add detail with a phrase like, "To be more specific, I"m proposing we allocate an additional 10% of the budget to this initiative." A classic clarifying phrase is "In other words..." This explicitly tells the reader that you are about to offer an alternative phrasing of the same idea. Using these phrases shows that you are an active and empathetic communicator Common examples include "I hope that this information brings more clarity" and "I just want to add". You are not just transmitting information; you are working to ensure it is received and understood correctly, which is the ultimate goal of any communication.
Confirming accuracy/agreement
Affirming that a statement, fact, or assumption made by another person is correct.
Example phrases(88)
In any collaborative discussion, building momentum is key. The short, positive phrases in this category are the tools we use to validate the correct statements of others, creating a shared foundation of facts and building a sense of consensus. This is a crucial part of active listening, and it makes our written communication feel more dynamic and interactive. When a colleague makes an important point in an email thread, a reply that starts with "That"s right, and we should also consider..." does two things: it validates their contribution and then builds upon it. An even stronger confirmation is "Yes, exactly!" This shows enthusiastic agreement with a point that has been well-made. These are not just polite gestures; they serve an important function. They speed up conversations by quickly confirming areas of agreement, allowing the team to focus its energy on the areas where there is still disagreement or uncertainty. In a meeting summary or a follow-up email, you might use a phrase like, "As you correctly pointed out in the meeting, our primary risk is…' This gives credit and reinforces a key takeaway Common examples include "I am as well" and "I confirm that". It is the vocabulary of building on common ground, a simple but powerful technique for making collaborative discussions more efficient and productive.
Directing attention/action (instructions)
Explicitly telling the recipient to perform an action, look at something, or check a detail (non-request format).
Example phrases(358)
When you need a specific action to be taken, a polite request is not always the right tool. Sometimes, you need to give a clear, direct instruction. This category covers the command-oriented phrases we use to direct attention and action, and they are a fundamental part of management and process control. The key to using this language effectively is the tone. A phrase like "Please take a look at the attached file" is a polite but clear directive. It is not a suggestion. It tells the recipient that an action is required on their part. To ensure quality, you might use a more specific instruction, such as "Make sure you double-check all the figures in the final column." This is the language of setting expectations for thoroughness. In a more informal context, like a team chat, you might share a link with the simple instruction, "Check this out." All of these phrases, from the formal to the informal, are about creating a clear call to action. They are used to assign tasks, to guide a review process, and to ensure that details are not missed Common examples include "I suggest you" and "add the following". It is the vocabulary of getting things done through others, and mastering its polite but firm application is a core skill for any leader or project manager.
Explicit questions (general)
Direct, interrogative statements asking for factual data, reasons, or general information.
Example phrases(379)
Every project, every solution, and every piece of analysis begins with a simple, direct question. This category covers the fundamental interrogative building blocks that drive all knowledge work. They are the tools we use to probe, to learn, and to move from a state of not knowing to a state of knowing. Think of the simple power of the classic questions. "What is the primary goal of this project?" This is the first question in any project brief, and the answer defines the entire scope of the work. "Why did our user engagement numbers drop last quarter?" This is the starting point for a deep data analysis that could lead to a major strategic shift. "How does the new software integration work?" This is the question that kicks off a technical training session. "When is the final deadline for the regulatory filing?" This question determines the timeline and priority for a whole team. These are not complex or nuanced phrases; their power lies in their directness. In written communication, like an email or a project document, posing these questions with clarity is essential. A vague question leads to a vague answer. A precise question, like "What are the specific security protocols for the new server?", gets a precise, actionable answer. This is the simple, powerful vocabulary of fact-finding Common examples include "I am interested in" and "I would like to know". It is the engine of curiosity, the tool for dismantling assumptions, and the absolute foundation of any form of problem-solving or strategic thinking in any professional field.
Expressing lack of information/clarity
Stating that the speaker does not know, is not aware, or is unsure about a piece of information.
Example phrases(125)
In a complex work environment, pretending to know something you don"t is a recipe for disaster. It leads to mistakes, delays, and a loss of trust. The short, direct phrases in this category are the essential tools for expressing a lack of information honestly and efficiently. They are not admissions of failure; they are statements of fact that are critical for effective problem-solving. The simplest and most powerful of these is "I don"t know." When asked a direct question in a meeting, this reply is far more valuable than a vague or incorrect guess. It immediately identifies a knowledge gap that the team can then work to fill. A slightly softer version is "I"m not sure, but I can find out." This combines the honesty of the first phrase with a proactive commitment to find the answer. In written communication, like an email, you might reply to a query with "I don"t have that information at the moment, but I have reached out to the person who does." This is a sign of responsible communication. It stops the spread of misinformation in its tracks and is the first step toward finding the correct information Common examples include "I thought you meant" and "as far as i know". It is the vocabulary of humility and diligence, two of the most underrated qualities in a professional.
Expressing understanding/clarity
Stating that the information has been fully comprehended or is clear to the speaker.
Example phrases(85)
After a complex explanation or a set of detailed instructions, the speaker needs a signal that their message has been successfully understood. The phrases in this category provide that essential green light. They are the words we use to confirm that we have moved from a state of confusion or uncertainty to a state of clarity. After a manager explains a new workflow, a team member saying "Okay, that makes sense" is a clear signal that the training was successful and the team is ready to proceed. A more formal way to express this is a simple "I understand." In a follow-up email after a meeting where a complex topic was discussed, you might write, "Thank you for the explanation. It"s all clear to me now.' This confirms comprehension and provides a positive, forward-looking tone. These phrases are the positive feedback in a communication loop. They tell the speaker that their efforts to explain have been successful, and they allow the conversation or project to move on to the next stage. They are the simple but powerful words that build a shared understanding, which is the absolute foundation of any effective collaboration Common examples include "I am quite aware" and "I gather that". They are the sound of a team getting on the same page.
Giving status updates (completed/current)
Statements describing a completed action, a current state, or a recent result.
Example phrases(312)
It"s about proactively communicating your progress and demonstrating that you are on top of your responsibilities. The phrases in this category are the building blocks of any effective status report, from a formal weekly update email to a quick message in a team chat. These are simple, declarative statements that provide clarity and build trust. When you complete a task, a simple message to your project manager saying "I"ve finished the data entry for Q3" is a clear and professional way to close the loop. It signals that the work is done and you are ready for the next task. To describe what you are doing at this moment, a phrase like "I"m currently working on the slides for the presentation" is equally valuable. It provides a real-time view of your activities, which is especially important in remote teams where visibility is key. This is the language of "showing your work." It is not about boasting; it is about providing the transparency that is necessary for effective team coordination. When a manager can see a steady stream of these updates, they don"t need to constantly ask "What"s the status?" This reduces a manager"s anxiety and empowers the team to work more autonomously Common examples include "I already mentioned" and "I already listened". It is the simple, powerful vocabulary of getting things done and making sure everyone knows it.
Giving status updates (future/pending)
Phrases promising or deferring the provision of information or an action to a later time.
Example phrases(200)
In a busy work environment, you will not always have the answer to every question at your fingertips. The phrases in this category are the essential tools for managing expectations in those moments. They allow you to be responsive and professional, even when you cannot provide an immediate solution. When a client or a colleague asks a question that requires some research, a reply like "That"s a good question. I"ll get back to you on that by the end of the day" is a model of professional communication. It does three things at once: it validates the question, it takes ownership of the task, and it provides a clear timeline for the answer. This is far more effective than silence or a vague "I"ll look into it." You can also use this language to describe a current state of waiting. If a project is held up by an external factor, a status report might say, "The next phase is pending approval from the legal department.' This clearly and professionally explains the delay without assigning blame. These phrases are all about managing the communication timeline. They are a promise of future information Common examples include "I am going to say" and "I will ask him". They build trust by showing that you have heard the request and are taking it seriously, which is a cornerstone of reliable and effective teamwork.
Introducing/framing information
Phrases used to preface, organize, or structure the beginning of a conversation or document section.
Example phrases(697)
The way you begin a piece of written communication sets the tone and structure for everything that follows. The short, introductory phrases in this category are the essential tools for framing your message and making it easy for your audience to follow. They are the signposts you provide at the very beginning of the journey. For any communication that has more than one part, a simple organizational phrase like "First of all..." is invaluable. It immediately tells the reader that you are presenting a structured argument. In an email with multiple points, you can use these to create a clear, logical flow: "To begin with, I"ll summarize the results. Then, I"ll outline the next steps." This is far more effective than just a wall of text. These phrases can also be used to manage the social dynamics of a conversation. If you need to interrupt an ongoing email thread with a question, a gentle opener like "Just a quick question..." is a polite way to interject. This is the vocabulary of organized thought. It shows that you have considered how to present your information in the clearest and most logical way, which is a sign of a respectful and effective communicator Common examples include "I also" and "Below is". It is how you ensure your message is not just sent, but successfully received.
Providing general facts/context
Statements offering background, context, numbers, or an overall high-level overview.
Example phrases(567)
Information rarely exists in a vacuum. To make a new piece of data or a complex idea understandable, you often need to provide the surrounding context first. The phrases in this category are the tools we use to set the scene and provide that essential background. They are the introductory clauses that prepare your audience for the main point. Before diving into a complicated explanation in an email, you might start with a simple framing phrase like, "Just so you know, the system works by connecting two different databases." This provides a high-level model before you get into the details. To provide a summary of a long discussion, you might use, "The main point is that we need to increase our marketing budget." This distills a complex argument into a single, digestible takeaway. These phrases are a key part of effective teaching and persuasion. They are how you manage your audience"s cognitive load, making it easier for them to absorb and understand your message. In a presentation or a report, you might use a phrase like "To give you some context...' before presenting a set of surprising data. This helps the audience to make sense of what they are seeing Common examples include "I remember" and "I have one son". It is the vocabulary of the skilled explainer, the words you use to build a bridge from what your audience already knows to what you want to tell them.
Providing new information/sharing news
Phrases announcing a new personal status, event, or a newly discovered fact.
Example phrases(237)
In any dynamic work environment, information is constantly changing, and keeping your team and stakeholders informed is a critical responsibility. This category is for the phrases we use to introduce a new piece of information into a conversation. They are the conversational signposts that say, "Pay attention, something new has arrived." These phrases act as a gentle preface to the news itself. A common and friendly way to share an update in an email is to start with, "Just wanted to let you know that the client has approved the mockups." This is softer and more conversational than just stating the fact. When the news is more significant, you might use "I have some important news to share." This signals to the reader that they should pay close attention. These fragments are also used to share discoveries. An analyst might send a message to their team saying, "I was looking at the data and I just found out that our mobile traffic is up 30% this month." This is the language of proactive communication. It is about pushing information to the people who need it, rather than waiting for them to ask Common examples include "I am sharing" and "I am a native of". It is the vocabulary of transparency and alignment, the simple tools we use to ensure that everyone on the team has the most current and relevant information to do their jobs effectively.
Referencing and citing sources
Directing the recipient to a source (document, link, person) where the information originates or is located.
Example phrases(318)
In any knowledge-based profession, the statements you make are only as strong as the evidence that supports them. The phrases in this category are the tools you use to link your claims to their sources, thereby building a more persuasive and trustworthy argument. This is not just for academic writing; it is a vital part of everyday business communication. In a business case for a new product, you would not just say "the market is growing." You would say, "According to the latest report from Gartner, the market is projected to grow by 15% in 2025." This simple act of citation transforms a vague assertion into a hard fact. In an email explaining a company policy, an HR manager would write, "As per the employee handbook, all expense reports must be submitted by the 5th of the month." This grounds the instruction in an official source document. This language is also used to direct people to information. A project manager might write in a team email, "For all the technical specifications, please refer to the document in the shared drive." This is about creating a single source of truth and empowering people to find the information they need Common examples include "I am sending you a link" and "I was informed that". It is the vocabulary of transparency and diligence, the words you use to show that your conclusions are based on solid ground and to help others find that ground for themselves.
Relaying/forwarding information
Phrases indicating the act of passing on a message or details from one person to another.
Example phrases(147)
In any team or organization, information is constantly flowing between people, and we often find ourselves in the role of a messenger, passing on information that originated from someone else. The short, simple phrases in this category are the essential tools for signaling this act of relaying a message. Their primary job is to provide clear attribution. By starting a sentence with a fragment like "John told me that the deadline has been moved to Friday," you are making it clear that you are not the original source of this information. This is important for accountability and for directing any follow-up questions to the right person. The most common form of this in the modern workplace is the forwarded email. While the act of forwarding itself is a signal, it is a professional courtesy to add a short introductory note, such as "Forwarding this to you for your review" or "FYI, see the message below." These phrases also appear in meeting minutes, where the secretary might write, "Sarah asked me to pass on her apologies for not being able to attend." This creates an official record of the relayed message Common examples include "I am told that" and "I have been told". It is the simple, functional vocabulary of information management, the words we use to ensure that messages are not only received, but that their origin is clear, which is essential for maintaining an organized and accountable flow of communication.
Requests for confirmation/verification
Phrases asking to check if something is correct, received, or true, often using 'confirm' or 'verify'.
Example phrases(138)
In a world of fast-moving projects and rapid-fire digital communication, assumptions are dangerous. The phrases in this category are the essential tools we use to eliminate ambiguity and ensure that everyone is working from the same set of facts. They are the verbal equivalent of a quality control check. These are not questions born of ignorance, but of diligence. Before launching a major email campaign, a marketing manager will send a final check to the team: "Just to verify, the launch time is 9 AM Eastern, correct?" This simple question can prevent a costly mistake. After a client call where a key decision was made, it is standard practice to send a follow-up email that includes a sentence like, "Can you please confirm that you have approved the revised budget of $50,000?" This creates a written record and ensures there are no misunderstandings. A more conversational way to do this is a simple "Is that right?" after stating a fact. These phrases are all about replacing "I think" with "I know." They are a fundamental part of risk management in any professional setting. They are the small, disciplined acts of communication that ensure accuracy, build trust, and prevent the kind of simple misunderstandings that can blossom into major problems down the line Common examples include "Please correct me if I am missing" and "Please let me know if otherwise". It is the vocabulary of "measure twice, cut once."
Requests for help/guidance/advice
Phrases seeking assistance, direction, or an instruction on how to proceed.
Example phrases(137)
In a complex and constantly changing work environment, nobody has all the answers. The ability to recognize when you are stuck and to ask for help is not a sign of weakness; it is a sign of efficiency and a commitment to getting the job done right. This category is for the phrases we use to seek assistance and direction. These are direct, honest requests for support. The simplest form is a direct message to a senior colleague: "Can you help me with this financial model? I"m having trouble with the formulas." This is a far more productive approach than struggling in silence for hours. When you are facing a complex problem with no clear solution, you might ask your manager, "What should I do next?" or "Do you have any advice on how to approach this client?' This is not about shifting responsibility; it is about seeking the benefit of experience. In a healthy team culture, these questions are encouraged. They facilitate mentorship, prevent errors, and speed up the learning process for junior team members. In written communication, these requests should be clear and concise. An email should briefly state the problem and the specific kind of help you are looking for Common examples include "It would be very helpful if" and "Do you have any hints". It is the vocabulary of collaboration in its purest form—the words we use when we acknowledge that we can achieve more together than we can alone.
Requests for opinion/input/feedback
Phrases asking for subjective thoughts, suggestions, comments, or personal views.
Example phrases(207)
Beyond the world of hard facts and data, there is the equally important realm of perspective, judgment, and subjective insight. This category covers the essential phrases we use to invite others into our creative and decision-making processes. These are not requests for information; they are requests for wisdom. The simple question, "What do you think?" is one of the most powerful tools in any collaborative environment. When a manager sends a draft of a new policy to their team with that question, they are fostering a culture of inclusion and psychological safety. In the process of creating any written work, this language is vital. An author might send a chapter to a trusted colleague with a note saying, "I would love to get your feedback on the flow of this argument." This is how good ideas become great ones. You can also be more specific with your request. A designer might present two mockups and ask, "Do you have a preference between these two options?" or "Any thoughts on the new color scheme?" This channels the feedback in a more focused way. These are not questions with a single right answer. They are open-ended invitations. They signal that you value the expertise and perspective of your colleagues, and they are the foundation of any team that seeks to produce work that is more than just the sum of its parts Common examples include "I need your input" and "Do you have any suggestion". It is the vocabulary that turns a collection of individuals into a true creative partnership.
Requests for specific details/content
Phrases asking for a particular piece of data, document, contact info, or a countable quantity.
Example phrases(314)
While general questions open up a topic, the real work often gets done with the specific data points that follow. This category is for the targeted requests you make when you need a concrete piece of information to move forward. These are not open-ended questions for discussion; they are surgical strikes for facts. This is the vocabulary of execution. For an accountant to do their job, they need to be able to ask, "What was the exact total on invoice #AB-2025-089?" For a designer to match a brand"s style, they need to ask, "Can you send me the hex code for the primary blue?" For a project manager to finalize a budget, they must ask, "How many hours did the development team log against this task?" The answers to these questions are not opinions; they are data. In our daily written communication, these requests are constant. An email to a colleague might contain the question, "What is the client"s direct phone number?" A message on a team chat might ask, "Can you please upload the final version of the report to the shared drive?" These are the practical, functional questions that underpin every task. They are about gathering the specific inputs needed to produce a specific output. Without the ability to ask for and receive these precise details, any project would grind to a halt in a sea of generalities Common examples include "a better clue" and "Please let me know if there is anything else I need to provide". They are the essential, transactional queries of a productive workplace.
Last updated: November 2025
|
5,000+ phrases verified
Editing plus AI, all in one place.
Stop switching between tools. Your AI writing partner for everything—polishing proposals, crafting emails, finding the right tone.