Confused About When to Use 'Mean', 'Intend', or 'Refer to' in My Sentences
I'm writing some emails at work and keep getting stuck on whether to use 'mean', 'intend', or 'refer to' when I'm explaining things. For example, when I want to make sure someone understands what I am talking about, should I say, 'What I mean is...' or 'What I intend is...' or even 'What I refer to is...'?
Another sentence I'm unsure about: Should I write, 'In this context, I mean the following,' or 'I refer to the following'? These words seem similar, but I feel like they have subtle differences, and I'm worried I might sound confusing or too formal by picking the wrong one. Can someone explain when to use each?
Context:
Writing professional emails, American English
What to Know
| What to Know | Why It Matters | Example | Quick Check |
|---|---|---|---|
| 'Mean': Use when clarifying your intended message or explaining what you want your words to convey. | Practice: Pick a sentence from your own draft email and ask yourself: Am I clarifying my message ('mean'), my purpose ('intend'), or which item/concept I am mentioning ('refer to')? | I used "'mean'" because it matched the meaning in my sentence. | Does this sentence need 'mean' or 'intend' based on my intended meaning? |
| Writers often treat 'mean' and 'intend' as interchangeable even when context and meaning differ. | This helps you choose wording by meaning instead of surface form. | I used "'intend'" because the context required that meaning. | Did I choose this form for meaning, not because it looked familiar? |
3 Answers
Understanding the common usage patterns helps you choose the right word:
1. 'Mean': Use when clarifying your intended message or explaining what you want your words to convey.
- "What I mean is that the meeting will start at 9 a.m."
2. 'Intend': Use when clarifying your purpose or what you plan to do, especially about actions or outcomes.
- "What I intend is to propose a new agenda for our meetings."
3. 'Refer to': Use when you want to point specifically to something or explain which thing you are mentioning.
- "When I say 'the report', I refer to the Q2 financial summary."
Practice: Pick a sentence from your own draft email and ask yourself: Am I clarifying my message ('mean'), my purpose ('intend'), or which item/concept I am mentioning ('refer to')? Replace the verb if it doesn't match your focus.
Let's look at how these verbs differ in usage with side-by-side samples:
- "What I mean is that we're switching to a new schedule." (Clarifies your message or explanation)
- "What I intend is to finish this project by Friday." (Clarifies your plan or desired result)
- "Here, I refer to the budget outlined in last week's document." (Clarifies specifically what item or term you are mentioning)
Quick Tip: If you are clarifying your thoughts, use 'mean.' If you are stating your purpose or planned action, use 'intend.' If you are identifying what a term or phrase points to, use 'refer to.'
Try it: Write two versions of a sentence from your email—one with 'mean' and one with 'refer to.' Which better matches your intended message?
When deciding between 'mean,' 'intend,' and 'refer to,' ask these questions:
- Did I say something complex that needs clarification? → Use 'mean.'
e.g., "To clarify, what I mean is the training session on time management." - Am I expressing my desired purpose or outcome? → Use 'intend.'
e.g., "What I intend is for everyone to participate in the discussion." - Am I specifying exactly what term or item I am talking about? → Use 'refer to.'
e.g., "By 'update,' I refer to the most recent version of the software."
Practice: Review your email and underline places where you're explaining, planning, or pointing to something specific. Then check—did you use the right verb?
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