How to say “Politely draw attention to information” professionally

“Politely draw attention to information”

Say this insteadLV.1 Professional

“To ensure we're all operating from the most current understanding, I wanted to gently highlight the attached report/section that contains relevant data for our discussion. This information might provide additional context as we move forward with the project.”

SafeUnhinged

The Anatomy

The chain of dysfunction that forced you to say this.

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The Multiverse

You said one thing. Everyone heard something different.

YOUR INTENT

I sent this to you last week, you illiterate corporate drone. Are you even pretending to read?

YOUR BOSS'S READ

Ah, good initiative! They're proactively helping me remember things I was about to recall myself. Excellent display of memory support.

PM'S READ

Excellent, another team member is helping manage information flow. I'll add 'Information Steward' to their next performance review criteria.

HR'S READ

An exemplary display of collegial support and proactive communication, reinforcing our culture of shared knowledge and continuous improvement. We're all in this together!

How to say "Politely draw attention to information" to your boss

Level 1: To ensure we're all operating from the most current understanding, I wanted to gently highlight the attached report/section that contains relevant data for our discussion. This information might provide additional context as we move forward with the project.

Level 2: Before we finalize the approach, I'd like to redirect our focus momentarily to the specific data point within [document/email] that outlines [key detail]. Aligning on this detail upfront could streamline our subsequent actions and ensure comprehensive planning.

Level 3: Per the established protocols for information dissemination, I've taken the liberty of re-circulating the foundational data points previously shared in [date/document name]. This ensures all decision-making matrices are informed by the comprehensive dataset, as per our documented workflow.

Level 4: It's critical that the decision considers the information presented in [document/report] concerning [specific issue]. Proceeding without acknowledging this data could result in [concrete consequence, e.g., scope creep, budget overruns, project delays].

Level 5: It's in the email.

How to say "Politely draw attention to information" to your client

Level 1: To ensure clarity on [topic], I wanted to politely draw your attention to the specific clause/section within the [SOW/agreement] that addresses [detail]. This helps manage expectations effectively and ensures alignment.

Level 2: Before we proceed with [action], I wanted to gently remind you of the parameters outlined in [document, e.g., project brief, initial proposal] concerning [specific constraint/deliverable]. This helps us maintain alignment with the agreed-upon scope.

Level 3: In adherence to the meticulously documented scope of work (SOW) mutually agreed upon on [date], I would direct your attention to Appendix C, section 2.1, subsection 'Financial Limitations.' This comprehensively details the parameters governing the requested adjustment.

Level 4: The information in [SOW/contract] clearly states that [specific item] is not included in the current scope of work. Any deviation from this will require a formal change request and revised timeline, impacting project costs.

Level 5: Pay more.

How to say "Politely draw attention to information" to your coworker

Level 1: Just wanted to bring to your attention the details in [document/email] regarding [specific point]. I thought it might be helpful for your current task and prevent any redundancies.

Level 2: As you're working on [task], I wanted to gently highlight a piece of information from [source] that might be relevant. It's related to [impact] and could save us some time.

Level 3: Following our standardized information retrieval protocols, I've re-indexed the pertinent data points previously located in [shared drive/Slack channel]. This ensures parity of information across all contributors, aligning with our collective objectives.

Level 4: Please review the information in [document/email] specifically concerning [key detail] before proceeding. This data is critical for the accuracy of your component, and proceeding without it will cause issues later.

Level 5: Read the channel.

The Decoder's Analysis

In the modern corporate landscape, effectively drawing attention to critical information without appearing confrontational is a vital professional communication skill. This often becomes necessary to clarify the scope of work, establish clear boundaries regarding responsibilities, or manage expectations around delegation. Mastering this allows for efficient workload management and ensures that all stakeholders are aligned, preventing misunderstandings and fostering a more productive environment.

When to use this

USEWhen a colleague or superior has overlooked crucial data impacting a project's direction.

USEWhen a decision is being made based on incomplete or outdated information that you are aware of.

USEWhen clarifying a previous communication or document that seems to have been misinterpreted or forgotten.

AVOIDWhen the information is trivial, already acknowledged, or your role doesn't require you to be the arbiter of all data.

Related Deflections

→ How to say “Politely provide information” professionally → How to say “Politically draw attention to information” professionally → How to say “Politically share information” professionally

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