Clarifying a Vague Request on Teams or in the Corridor.

You are at your desk when a colleague drops a quick message: “Can you sort this out today?” There is no context, no reference number, and no clear owner. In this lesson you practise turning that kind of vague request into something you can actually action. You will work with a short chat thread, a basic workflow screen, and a simple task log. You will learn how to ask focused questions, confirm the deadline, and agree who is responsible for what, without sounding annoyed or overly apologetic. Because real offices are informal, you will also practise recognising relaxed workplace phrasing (including Australian-style greetings you may hear) while keeping your own tone professional. By the end, you will be able to produce a clear, one-paragraph summary of the request and the next steps, and you will have a repeatable routine you can use for almost any “drive-by” admin task.

1. A vague Teams message lands on your desk.

Right, let’s step into a very real admin moment. You’re at your desk, you’re already juggling tasks, and a colleague drops a message like, “Can you sort this out today?” That kind of message feels simple, but it’s actually risky, because it hides lots of missing information: what “this” is, who owns it, what “today” means, and whether there’s an approval step. In this lesson, we’re going to build a repeatable routine so you can respond calmly and professionally, without sounding annoyed, and without sounding like you’re apologising for doing your job properly. In this first block, I want you to read a short Teams thread and spot what is unclear. Then you’ll practise the first move: asking focused questions that turn the vague request into an actionable task. Keep the situation in mind: you’re helpful, but you need clarity and traceability.

The situation.

You’re an Office Administrator. It’s mid-morning and you’re already dealing with a few items. A colleague sends a quick Teams message with no context.

This is exactly the moment where good admin English protects you. If you act too fast, you risk doing the wrong thing. If you ask too many questions, you can sound difficult. The skill is to ask small, targeted questions that quickly reveal:

• What the task actually is (scope)
• When it’s needed (deadline, cut-off)
• Who is responsible (ownership and approval)
• Where it is recorded (traceability)

Model Teams thread (what you see on screen).

Notice how the message is friendly, but unclear. Your job is to stay professional and turn it into a proper task.

> Kai (Sales): Hey! Can you sort this out today?

>

> You: Hi Kai. Sure, I can help. Can I just check a couple of details?

What’s missing?.

When you get “drive-by” requests like this, you can’t action anything safely until you have at least a basic set of details. Here are the most useful first questions, in a natural order:

Tone tip.

Keep your tone neutral and practical. Your message should feel like: “I’m happy to do it, and I’m going to do it properly.”

In the next block we’ll add informal workplace phrasing (including Australian-style greetings), but for now we’ll focus on clarity: the first questions you ask.

Practice & Feedback

Read the Teams thread below and imagine you are replying as the administrator. Write one short Teams message (2–4 sentences) that does two things:

1. Shows you are willing to help (calm, professional tone).
2. Asks three focused clarification questions so you can actually action the request.

Stay in the same situation: Kai has written “Can you sort this out today?” and you still don’t know what “this” is. Try to use at least two phrases from the useful questions list on the screen (for example: What do you need me to do, exactly? / What’s the deadline on this? / Where is this logged at the moment?).

> Kai (Sales): Hey! Can you sort this out today? Thanks

You are the Office Administrator. You need to reply on Teams.

2. Corridor talk and relaxed greetings, professional control.

Now we’ll switch from Teams to another common version of the same problem: the corridor or kitchen conversation. Someone catches you as you walk past and uses relaxed workplace English, sometimes with an Australian flavour, like “How are you going?” or “No worries, just a quick one.” It can feel friendly, but the risk is the same: you can end up agreeing to something you haven’t properly understood, and there’s no written record. In this block you’ll listen to a short corridor interaction. Your job is to notice two things at the same time: first, the informal language the colleague uses; and second, how you can respond in a way that stays warm but moves the conversation towards clear details. You’re not shutting them down. You’re steering the conversation. After you listen, you’ll write what you would say next, using a calm, professional question style.

Corridor reality: friendly, fast, and vague.

In real offices, a lot of “requests” don’t start as proper requests. They start as quick chat:

• “Got a sec?”
• “No worries, just a quick one.”
• “Can you sort this today?”

When someone speaks like this, they often assume you already know the background. You probably don’t.

Australian-style greeting you may hear.

You might hear “Hi, how are you going?” This is a normal, friendly greeting. It does not mean “Where are you going?”. It means something like “How are you?”

A natural response could be:

• “Good, thanks. How are you going?”
• “Not bad, thanks. What can I do for you?”

How to stay friendly and still be precise.

A good strategy is:

1. Acknowledge (friendly)
2. Signal questions (so it doesn’t feel like interrogation)
3. Ask 2–3 key checks

Here are useful chunks that keep the tone light but clear:

• “No worries. Can I just check a couple of details?”
• “What do you need me to do, exactly?”
• “What’s the deadline on this?”
• “Which team is this for?”

Mini example (your side is professional).

Colleague: “Hi, how are you going? No worries, just a quick one. Can you sort this out today?”

You: “Hi! I’m good, thanks. No worries. Can I just check a couple of details? What do you need me to do, exactly, and what’s the deadline on this?”

Notice: you don’t sound cold. You sound organised.

In a moment, you’ll listen to the corridor audio and then write the next line you would say. Keep it short. Keep it clear. Keep it friendly.

Practice & Feedback

Listen to the short corridor conversation. Then write your next reply as the administrator.

Write 2–3 sentences only, as if you’re speaking (natural spoken English). Your reply should:

• Respond politely to the greeting.
• Use one friendly phrase to soften the questions (for example: No worries or Can I just check a couple of details?).
• Ask two specific questions that move the request forward.

Stay in the same story: the colleague still hasn’t explained what “this” is. You need to steer the conversation towards scope and deadline.

3. Turn vague into clear with Clarify then confirm.

You’ve now seen the same vague request arrive in two different forms: a quick Teams message and a quick corridor chat. The next step is where you start sounding very B2: you don’t just ask questions, you also confirm what you’ve understood, and you make the next step explicit. This is the core admin routine: clarify, then confirm. When you confirm, you’re doing two things at once. First, you’re checking understanding, so you don’t waste time. Second, you’re creating a mini record that the other person can agree to. In this block, we’ll build a short confirmation summary you can say or write, using simple structure: “So just to confirm… you need X by Y… I’ll do Z… and I’ll come back to you by…” Then you’ll practise writing your own confirmation based on the details we have so far about the new starter task.

The routine: Clarify, then confirm.

Once you’ve asked your questions and you have the basics, your next move is a confirmation summary.

Why it matters in admin work:

• It prevents mistakes (“I thought you meant…”)
• It sets expectations about timelines
• It gently forces the other person to correct you if something is wrong

A simple confirmation template.

Use this shape in Teams or spoken:

1. Signal confirmation
2. State the task (scope)
3. State the deadline
4. State the dependency (if any)
5. State your next step and when you’ll update

Here are ready-to-use chunks (from today’s phrase set):

• “So just to confirm, you need X by Y.”
• “What’s the deadline on this?” (if still unclear)
• “Which team is this for?”
• “Who needs to approve it?”
• “I’ll come back to you by close of business.”

Example based on our story.

You now know it’s “the thing for the new starter” and HR needs it. But that’s still vague. Let’s imagine you asked one more question and got this:

• It’s building access for a new starter.
• The new starter is Sam Patel.
• They start tomorrow morning.
• Facilities need the request today before 4 pm.

Now you can confirm:

> So just to confirm, you need me to arrange building access for Sam Patel, and Facilities need the request in by 4 pm today because they start tomorrow. I’ll check what’s already logged, and I’ll come back to you by close of business with the update.

Tone tip: confident, not dramatic.

Avoid emotional language like “This is urgent!!!” Instead, use factual time language:

• “by 4 pm today”
• “before close of business”
• “so it doesn’t miss today’s cut-off”

In the task below, you’ll write your own confirmation message using the details provided. Keep it short, but make it complete.

Practice & Feedback

Read the details below. Then write a confirmation message as if on Teams (3–5 sentences). You are confirming what you will do and by when.

Your message must include:

• One confirmation phrase (for example: So just to confirm…).
• The scope (what the task is).
• The deadline (specific time if possible).
• One next step you will take.
• A clear timeframe for your update (for example: I’ll come back to you by close of business).

Keep the tone neutral and professional. Do not add new information that is not in the details.

You asked follow-up questions and got these answers:

• Request topic: building access for a new starter
• New starter name: Sam Patel
• Start date: tomorrow morning
• Needed by: today, before 4 pm
• Colleague’s team: Sales

You still don’t know whether anything is already logged in the system.

4. Ask for traceability and agree next steps.

So far, we’ve made the request clearer. Now we add something that separates casual help from professional admin work: traceability. In many offices, the biggest problem isn’t that people ask for help. It’s that they ask in a way that leaves no record, and then later everyone forgets what was agreed. You’re allowed to protect your workflow. You can ask politely for details in a message, or ask the colleague to log it properly, without sounding like you’re refusing. The key is to frame it as a normal process: it helps you action it faster, and it keeps the right people in the loop. In this block, you’ll see a small “wording ladder” from soft to firmer language, and you’ll practise choosing the right level. Then you’ll write a message that requests logging or written details, and closes with a clear next step.

Why traceability matters (and how to say it).

When you ask, “Where is this logged at the moment?”, you’re not being difficult. You’re doing normal admin risk control.

Traceability helps you:

• avoid duplicated work
• ensure the request is in the right queue
• prove what was requested and when (audit trail)
• protect you when deadlines slip because information was missing

Wording ladder: soft, neutral, firm.

In real life, you may need to adjust firmness depending on the colleague’s attitude and the time pressure.

Micro-skill: close the loop.

Don’t leave the conversation open. End with a next step.

Useful closures:

• “If you can send the details in a message, I’ll action it.”
• “I’ll put it on hold until I have the missing information.”
• “I’ll come back to you by close of business.”

Example message (traceability + calm tone).

> “Thanks, Kai. Where is this logged at the moment? If it isn’t logged yet, can you send me the details in this thread, including the start date and who needs to approve it? Once I have that, I’ll action it and come back to you by close of business.”

Notice: it’s polite, but it also makes the rule clear: no details, no action.

Next, you’ll write your own message using the ladder. Aim for confident, normal workplace language, not legal language.

Practice & Feedback

Write a Teams reply to Kai that focuses on traceability. Your message should be 4–6 sentences and must include:

• One question about logging (for example: Where is this logged at the moment?).
• One request for written details if it’s not logged (for example: If you can send the details in a message, I’ll action it).
• One boundary or holding phrase (for example: I’ll put it on hold until I have the missing information), but keep the tone polite.
• A closing line with a clear update time (for example: I’ll come back to you by close of business).

Stay in the same situation: it’s about building access for Sam Patel, needed today before 4 pm.

Context reminder:

• Kai wants you to "sort it out today".
• The task is building access for new starter Sam Patel.
• Facilities need the request before 4 pm.
• You need traceability (a logged request or written details) before you action it.

5. Chat simulation: clarify, confirm, and keep it moving.

Now we’ll practise this as a short, realistic chat simulation. The goal is to keep the story moving: you need to get enough details to action the request before the 4 pm cut-off, but you also need to maintain a good relationship with Kai. In real admin work, the best messages do three jobs: they ask, they confirm, and they set the next step. In this simulation, you’ll write what you would type on Teams at each moment. I want you to sound like you, but with the structure we’ve built: start friendly, ask focused questions, then summarise what you’ve understood, and finally request traceability. Remember that Kai is busy and slightly impatient, so long paragraphs won’t work. Short messages, clear questions, and a calm closing line. After you write your chat turns, I’ll help you tighten the phrasing and make it feel more natural and professional.

Simulation rules (keep it realistic).

You’re chatting on Teams with Kai (Sales). The task is building access for Sam Patel, needed before 4 pm today.

Kai is not rude, but they are rushed. Your job is to stay calm and guide the conversation.

The language you should aim to use.

Try to include several of these chunks naturally:

• “Hi, how are you going?” (if you want a friendly opener)
• “No worries, just a quick one” (this is often what the other person says)
• “What do you need me to do, exactly?”
• “Can I just check a couple of details?”
• “What’s the deadline on this?”
• “Which team is this for?”
• “Who needs to approve it?”
• “Where is this logged at the moment?”
• “So just to confirm, you need X by Y.”
• “If you can send the details in a message, I’ll action it.”
• “I’ll come back to you by close of business.”

What good looks like (mini rubric).

A strong chat in this situation:

1. gets the missing facts quickly (scope, deadline, ownership, logging)
2. avoids blame (“you didn’t send…”)
3. creates a mini record (“So just to confirm…”)
4. ends with a next step and timeframe

What not to do.

Avoid:

• “This is not my job.” (too blunt)
• “I’m too busy.” (sounds defensive)
• “You should have logged it.” (blame)

Instead, use process language:

• “Where is this logged at the moment?”
• “If you can send the details in this thread, I’ll action it.”

Next, you’ll write a short multi-turn chat. Don’t worry about perfection. Focus on control and clarity.

Practice & Feedback

Write a short chat-style exchange on Teams. Use this format with labels so it’s clear:

• You: (message 1)
• Kai: (what you imagine Kai replies)
• You: (message 2)
• Kai: (Kai replies)
• You: (message 3)

Your messages (the three You turns) should:

• ask focused questions first (scope/deadline/approval/logging),
• then include a confirmation line (So just to confirm…),
• and finish by requesting traceability and setting an update time.

Keep each message short (1–2 sentences). Keep the same scenario: building access for Sam Patel before 4 pm today.

Starter line from Kai:

> Kai: No worries, just a quick one. Can you sort the building access for our new starter? Need it today.

6. Final output: one-paragraph summary and next steps.

We’re going to finish by producing the exact outcome you need at work: a clear, one-paragraph summary of the request and the next steps. This is the kind of message you can paste into a Teams thread, send in email, or add to a task log. It should be short, but it must include the key admin elements: what the request is, who it’s for, the deadline, what is already logged, what you will do next, and what you’re waiting for. Think of it as a mini audit trail written in plain English. In many offices, this one paragraph is what prevents confusion later when someone says, “I thought you were doing that,” or “I never said 4 pm.” You’ll get a small set of “case details” like a basic workflow screen, and then you’ll write your paragraph plus a short task-log note. Aim for calm, precise, and complete.

Your end-of-lesson task.

You will write two items:

1. A one-paragraph summary you could post in Teams (or email) to confirm the request and next steps.
2. A short task log note (audit-friendly) you could paste into a workflow tool.

This is a key B1 to B2 step: not just speaking well, but documenting clearly.

What your paragraph should include.

Keep it to one paragraph, but include the essentials:

• Request: what you are being asked to do
• Person / team: who it is for
• Deadline: what “today” means (use the specific time)
• Status: where it is logged and what stage it’s at
• Ownership / dependency: who must approve or provide something
• Next step: what you will do now
• Update time: when you will come back to them

Useful language you can recycle.

These chunks are designed for exactly this kind of summary:

• “So just to confirm, you need X by Y.”
• “Where is this logged at the moment?”
• “If you can send the details in a message, I’ll action it.”
• “I’ll put it on hold until I have the missing information.”
• “I’ll come back to you by close of business.”

Example (mini model).

> “So just to confirm, I’m arranging building access for Sam Patel (Sales) for their start tomorrow morning. Facilities need the request submitted by 4 pm today. This is now logged under reference FAC-18427 and is currently awaiting manager approval. Once approval is confirmed, I’ll submit to Facilities and I’ll come back to you by close of business with the status.”

Task log note style (short and traceable).

A good internal note is factual and timestamp-friendly. It often includes:

• what happened
• what you requested
• what you’re waiting for

Example:

• “13 Dec 11:05 Received request from Kai (Sales) for new starter access (Sam Patel). Deadline: 4 pm today. Ref FAC-18427 created. Awaiting approver: Sales Manager. Follow-up sent to Kai to confirm approver and required details.”

Now you’ll write your own, using the case details below.

Practice & Feedback

Use the case details below to write:

A) One-paragraph Teams summary (70–110 words).

• Include scope, deadline, ownership/dependency, and your update time.
• Use at least three chunks from the lesson (for example: So just to confirm… / Where is this logged at the moment? / I’ll put it on hold… / I’ll come back to you by close of business).

B) A short task log note (2–4 lines).

• Make it factual and traceable.
• Include a date/time line, who requested it, reference number, and current status.

Stay in the same story. Do not invent a new task.

Case details (what you now know):

• Request: Arrange building access for new starter
• New starter: Sam Patel (Sales)
• Start: tomorrow morning
• Deadline for submission to Facilities: today, 4 pm (cut-off)
• Logged reference: FAC-18427
• Current status on workflow screen: "Pending approval"
• Approver needed: Sales Manager (name not confirmed yet)
• Kai has promised to confirm the approver name in this Teams thread
• Your next action: submit to Facilities once approval is confirmed