A colleague writes, ‘We need to discuss the proposal.’ You may read concern, criticism or urgency into that sentence. The fact is that they want a discussion. The reason and timing are still unknown.
Before replying, divide your interpretation into three parts: what the message states, what you are inferring and what you need to know to act. You do not need a formal worksheet. A brief mental pause can reveal where you are filling in gaps.
A useful response is: ‘Sure. Which part would you like to discuss, and is there a time you need a decision?’ It addresses the request without first defending a proposal that may not have been criticized.
This distinction is especially useful when drafting for someone else. A sentence that sounds natural can still contain an unsupported assumption. ‘I’ll finish it tonight’ introduces a commitment even when the source only says the work is underway.
Try checking your next important reply for three things: an emotion you have assigned to the other person, a fact you have not verified and a promise you have not decided to make. Remove or clarify any of them before sending. Accurate communication starts with knowing which parts of the story you actually know.