We’ve all sat staring at our inbox, trying to craft the perfect follow-up email without sounding too pushy or impatient.
Source: Unsplash
“Just checking in” might seem like a harmless phrase, but it can often come across as vague or even passive-aggressive. Please, for the love of all that’s holy, ditch that overused phrase and explore some fresh (and less annoying) alternatives that convey your message clearly and professionally.
1. “I hope this email finds you well.”
Starting your email with a warm and friendly greeting sets a positive tone. It shows that you care about the recipient’s well-being and are not solely focused on the task at hand. This simple phrase can make your email feel more personal and less transactional.
2. “I’m reaching out to follow up on [specific topic].”
Source: Unsplash Instead of vaguely “checking in,” be specific about what you’re following up on. Whether it’s a project proposal, a meeting request, or a pending decision, clearly stating your purpose shows that you’re organised and value the recipient’s time. It also helps them quickly understand the context of your email and respond accordingly.
3. “I’d love to get your thoughts on [specific question].”
Source: Unsplash Instead of just checking in on the status of something, ask a specific question to engage the recipient and get their input. This shows that you value their opinion and want to collaborate effectively. It also gives them a clear direction for their response, making it easier for them to reply promptly.
4. “I’m available for a quick call to discuss [topic] if that’s easier for you.”
Source: Unsplash Sometimes, a quick conversation can be more efficient than a series of emails. Offering to hop on a call shows your flexibility and willingness to accommodate the recipient’s preferences. It can also lead to a more productive discussion and quicker resolution of any outstanding issues.
5. “I wanted to see if you had any updates on [specific request].”
Source: Unsplash This phrase directly addresses the issue you’re following up on without sounding demanding or impatient. It acknowledges that you’re waiting for a response or action from the recipient and gives them an opportunity to provide an update. It’s a polite and professional way to keep the conversation moving forward.
6. “I’m eager to hear your feedback on [specific project/proposal].”
Source: Unsplash This phrase shows your enthusiasm for the project or proposal and your desire to get the recipient’s input. It’s a way to express your eagerness to move forward while respecting their time and perspective. It also conveys that you value their feedback and are open to collaboration.
7. “I wanted to follow up on our conversation about [topic].”
Source: Unsplash This phrase is a subtle way to remind the recipient of a previous discussion without making them feel pressured. It can be used to revive a stalled conversation, clarify any misunderstandings, or simply show that you’re still interested in the topic. It’s a polite and non-confrontational way to keep the dialogue going.
8. “I’m checking in to see if there’s anything I can do to help with [specific task/project].”
This phrase demonstrates your willingness to help and support the recipient. It shows that you’re not just checking in for the sake of it but are genuinely interested in their progress and success. Offering your assistance can also lead to a more collaborative and productive relationship.
9. “I’m curious to know how [specific project/task] is progressing.”
Source: Unsplash This phrasing shifts the focus from simply “checking in” to expressing genuine curiosity about the progress being made. It’s a subtle way to inquire about the status without sounding pushy or demanding. It also shows your interest in the project or task and encourages the recipient to share updates.
10. “I wanted to make sure you have everything you need for [specific task/project].”
Source: Unsplash This phrase demonstrates your willingness to help and support the recipient. It shows that you’re not just checking in to see if they’re done but are also genuinely concerned about their success. Offering your assistance can also lead to a more collaborative and productive relationship.
11. “I’m reaching out to see if there are any roadblocks I can help remove for you on [specific project/task].”
Source: Unsplash This proactive approach shows that you’re not only interested in the progress but also willing to actively contribute to it. It also conveys that you’re a team player and willing to go the extra mile to ensure the success of the project or task.
12. “I hope you’re having a productive week. I’m touching base to see if you have any questions or concerns about [specific topic].”
Source: Unsplash This phrase combines a friendly greeting with a specific inquiry, making it more engaging than a simple “just checking in.” It shows that you’re interested in the recipient’s well-being and want to ensure they have the support they need.
13. “I’m following up on my previous email regarding [specific topic]. Please let me know if you have any updates or if there’s anything I can do to assist you.”
Source: Unsplash This phrase clearly refers to your previous communication, reminding the recipient of the context and your ongoing interest in the topic. It also offers your assistance, demonstrating your willingness to be helpful and supportive.
14. “I wanted to see if you had a chance to review [specific document/proposal].”
Source: Unsplash This direct approach focuses on a specific action you’re expecting from the recipient. It’s a clear and concise way to request their attention and feedback without resorting to vague phrases like “just checking in.”
15. “I’m available to chat about [specific topic] whenever you have a few minutes.”
Source: Unsplash This phrase offers a flexible and open-ended invitation for further discussion. It shows that you’re respecting the recipient’s schedule while also making yourself available to address any questions or concerns they may have.
16. “I’m touching base to see if you have any questions or feedback about [specific project/task].”
Source: Unsplash This phrase invites the recipient to share their thoughts and perspectives, making them feel valued and involved in the process. It also shows that you’re open to feedback and willing to adjust your approach based on their input.
17. “I wanted to check in and see how you’re doing with [specific challenge/goal].”
Source: Unsplash This phrase demonstrates your genuine interest in the recipient’s well-being and progress. It shows that you’re not just focused on the task but also on the person behind it. It’s a more personal and supportive approach than a generic “just checking in.”
18. “I’m here to help in any way I can. Please don’t hesitate to reach out if you have any questions or need anything.”
Source: Unsplash This phrase reinforces your willingness to be a helpful resource. It encourages the recipient to reach out and seek your assistance whenever they need it, creating a sense of trust and collaboration. It’s a positive and proactive way to end your email and leave a lasting impression.
