Clarification meetings exist because something was unclear and people are working off different assumptions. The template below forces the ambiguity to be named explicitly so the discussion stays targeted.
State what is unclear in specific terms. “The scope of X is unclear” is better than “we need to discuss X.”
Each relevant person states what they currently believe to be true. Differences surface naturally.
Walk through each point of confusion. The goal is a single shared interpretation, not a compromise. If external input is needed, identify who provides it and by when.
Write down the clarified understanding in real time. Read it back to confirm everyone agrees with the written version, not just the verbal one.
Confirm where the documentation will live. Assign any remaining follow-ups.
Pre-meeting checklist
- Ambiguity stated in writing in the invite
- Relevant documents or specs linked
- People with direct knowledge of the unclear area are invited
When to use 50 minutes instead
When multiple interconnected ambiguities need to be resolved in sequence, or when the clarification involves a handoff between teams with different terminology.