In professional and academic communication, clarity is essential. However, there are times when you may not fully understand a message and need someone to repeat or clarify what they said. Simply writing “Can you repeat that?” in an email can sound abrupt or informal. Choosing a more polite and professional phrase helps maintain respect, build positive relationships, and avoid misunderstandings.
In this guide, you will learn nine polite ways to say “Can you repeat that?” in an email. Each option includes practical examples and explanations to help you choose the best phrase for your situation.
Why Polite Clarification Matters
Email lacks tone of voice and facial expressions, so your words must clearly show politeness and professionalism. Asking for repetition the right way:
- Shows respect for the other person’s time and effort
- Prevents confusion and costly mistakes
- Demonstrates professionalism
- Builds stronger communication skills
Now let’s explore better alternatives you can use.
9 Polite Ways to Say “Can You Repeat That?” in an Email
1. Could you please clarify that point?
This is one of the most professional and widely used options. It sounds respectful and neutral.
Could you please clarify the deadline mentioned in your previous email?
2. Would you mind repeating that information?
This phrase is very polite and slightly more formal. It works well in workplace communication.
Would you mind repeating the instructions for the onboarding process?
3. I’m sorry, I didn’t quite catch that. Could you explain it again?
This option is helpful when you want to take responsibility for the misunderstanding.
I’m sorry, I didn’t quite catch the last part of your message. Could you explain it again?
4. Could you please restate that?
This is short, direct, and polite. It is suitable for formal emails.
Could you please restate the key requirements for the project?
5. I would appreciate it if you could go over that again.
This sounds warm and appreciative. It shows gratitude in advance.
I would appreciate it if you could go over the budget details again.
6. Could you provide that information once more?
This phrase is clear and professional. It works well when referring to specific data or instructions.
Could you provide the login credentials once more? I seem to have misplaced them.
7. Just to make sure I understand correctly, could you confirm…?
This is a smart option because it focuses on confirmation rather than repetition.
Just to make sure I understand correctly, could you confirm that the meeting is scheduled for Friday at 2 PM?
8. I may have misunderstood. Could you please elaborate?
This is helpful when the issue is not just repetition, but clarity.
I may have misunderstood the scope of the project. Could you please elaborate on the expected deliverables?
9. Could you kindly run that by me again?
This phrase is slightly more conversational but still polite, especially in friendly professional relationships.
Could you kindly run the new policy changes by me again?
Comparison Table: Choosing the Right Phrase
| Phrase | Formality Level | Best Used When |
|---|---|---|
| Could you please clarify that point? | Formal | You need clearer explanation |
| Would you mind repeating that information? | Very Formal | Professional or senior contacts |
| I didn’t quite catch that… | Neutral | Taking responsibility politely |
| Could you restate that? | Formal | Short, direct requests |
| I would appreciate it if… | Very Polite | When you want to sound grateful |
| Could you confirm…? | Professional | Checking specific details |
| Could you elaborate? | Formal | Needing more detailed explanation |
| Run that by me again? | Semi-formal | Friendly workplace communication |
Practical Email Example
Here is how you might naturally include one of these phrases in a full email:
Dear Ms. Patel,
Thank you for your detailed update. I’m sorry, I didn’t quite catch the timeline for the second phase of the project. Could you please clarify the expected completion date?
I appreciate your help.
Best regards,
Daniel
This example shows how polite language, context, and appreciation work together.
Key Takeaways
- Avoid writing only “Can you repeat that?” in professional emails.
- Use polite phrases such as “Could you clarify?” or “Would you mind repeating?”
- Take responsibility when appropriate (e.g., “I may have misunderstood”).
- Choose your level of formality based on your relationship with the reader.
- Always show appreciation when asking someone to repeat information.
Conclusion
Asking someone to repeat information is normal and necessary in professional communication. The key is to do it politely and clearly. By choosing thoughtful phrases like “Could you please clarify?” or “I would appreciate it if you could go over that again,” you show respect and professionalism.
Strong communication skills are not only about speaking clearly but also about asking for clarification in the right way. With these nine alternatives, you can write confident, polite emails that strengthen your professional relationships and ensure accurate understanding.