How to say “Politely refer to informal conversation” professionally

“Politely refer to informal conversation”

Say this insteadLV.1 Professional

“Regarding our brief discussion earlier about [topic], I wanted to follow up to ensure I've captured the key action items correctly. Could we briefly formalize the scope to align with our current priorities?”

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

Stop trying to give me extra work via casual chats. If it's important, put it in writing.

YOUR BOSS'S READ

Ah, they're just being thorough, making sure they don't miss any of my brilliant ideas. Good initiative!

PM'S READ

Another instance of scope creep via undocumented channels. Good, now I have leverage to push back on the timeline.

HR'S READ

An excellent demonstration of proactive communication and commitment to clarity, fostering a culture of accountability and transparency.

How to say "Politely refer to informal conversation" to your boss

Level 1: Regarding our brief discussion earlier about [topic], I wanted to follow up to ensure I've captured the key action items correctly. Could we briefly formalize the scope to align with our current priorities?

Level 2: Building on our recent informal exchange regarding [topic], I've noted a potential impact on current project timelines. To maintain strategic alignment, perhaps we could outline how this fits into our existing roadmap.

Level 3: As per our highly efficient, undocumented 'synergy session' near the coffee machine, I'm logging this potential task into the backlog. Per standard operating procedure, I'll await its formal prioritization in the next sprint planning, assuming it meets the Q3 OKRs.

Level 4: I recall our informal conversation about [topic], but for this to become an actionable item, it requires formal approval and a clear allocation of resources. My current bandwidth is fully committed to existing, documented deliverables.

Level 5: What conversation?

How to say "Politely refer to informal conversation" to your client

Level 1: Regarding our recent discussion about [topic], I've noted your interest in exploring [new idea]. To ensure this aligns with our current Statement of Work, could we schedule a formal review of these potential enhancements?

Level 2: Following up on our informal exchange concerning [topic], I wanted to clarify how this new aspect integrates with the defined project parameters. We'll need to assess the impact on timelines and resource allocation.

Level 3: Referencing our delightful 'blue sky' chat, I've logged the aspiration for [new feature] into our 'Future Delusions' tracker. Any actual commitment, of course, requires a formal change request, a revised SOW, and a significant expansion of the financial commitment, per Section 4.b of our master services agreement.

Level 4: I acknowledge our informal conversation, but any new requests or scope additions must follow our established change management process. Our current agreement does not cover these items, and further action will require a formal amendment.

Level 5: Read the SOW.

How to say "Politely refer to informal conversation" to your coworker

Level 1: Referring back to our chat last week about [topic], I just wanted to confirm my understanding of the agreed-upon next steps. Could you clarify your current progress on [their part]?

Level 2: Following up on our brief discussion regarding [topic], I wanted to ensure we're both aligned on the current ownership of these tasks. My recollection was focused on [your part].

Level 3: Circling back to our 'brainstorm' at the water cooler, I've filed away the relevant points under 'Things I definitely don't own.' Please ensure any new deliverables from that interaction are formally assigned in Jira, or they simply don't exist in my reality.

Level 4: I recall our informal conversation, but for anything to be actioned, it needs to be clearly defined and assigned. My current priorities do not include tasks that were not formally communicated or agreed upon.

Level 5: That was a conversation?

The Decoder's Analysis

In fast-paced corporate environments, informal conversations often blur the lines of responsibility and commitment, leading to ambiguous expectations. Professionals frequently need to reference these discussions to clarify expectations, set realistic boundaries, or ensure alignment with established project scopes. Effectively articulating prior informal agreements is crucial for preventing miscommunication, managing workload effectively, and maintaining professional communication standards, especially when formal documentation is lacking.

When to use this

USEWhen a new task or expectation appears to be added to your plate based on a casual chat, but was never formally approved or documented.

USEWhen a previous verbal discussion needs to be documented, confirmed, or translated into actionable steps in a formal project setting.

USEWhen you need to gently remind someone of a commitment or decision made verbally without appearing accusatory or confrontational.

AVOIDWhen the informal conversation was genuinely irrelevant, purely social, or so vague that bringing it up would only serve to confuse or appear petty.

Related Deflections

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