To politely chase an update, start with a friendly greeting, provide context for your request (like the project/topic), ask an open-ended question ("Would it be possible to get an update on..."), offer help ("Is there anything I can do?"), and end with gratitude and a clear sign-off, keeping it brief and helpful rather than demanding.
Keep it polite.
Use a professional and respectful tone to avoid appearing pushy. For example, phrases like “I wanted to kindly check in” balance persistence with politeness. Avoid overly frequent follow-ups, which can seem intrusive; spacing them out by a week is typically a good rule of thumb.
How do I politely follow up an email?
To politely ask for a follow-up, be brief, offer context, assume they're busy, and include a clear, gentle call to action, like "Just checking in on the proposal from last week – do you have any questions?" or "Could I get your feedback by Thursday?". Focus on making it easy for them to respond by asking if they need more info or a second copy, and thank them for their time.
Use Polite Language
Start your follow-up message with a polite apology for the inconvenience and clearly explain why you need a response. For instance, you could write, “I apologize for pressing the matter, but I need your response to proceed with the project.”
Could you kindly provide an update on the hiring process and let me know if there are any next steps I should be aware of? Thank you for your time and consideration. I look forward to hearing from you soon. This approach is polite and shows your continued interest in the position without sounding pushy.
Alternatives to “Just checking in” include opening your message with context, requesting a specific status update, sending a friendly reminder, and asking your recipient for any questions or concerns.
How to Write a Polite Gentle Reminder Email (Without Sounding Pushy)
To politely remind someone, use a friendly tone with phrases like "Just a gentle reminder" or "Following up on..." in a concise message, acknowledge they might be busy, provide context, and offer help, often by replying in the original thread to make it easy for them to recall. Timing is key, with mid-mornings on weekdays being ideal, and a simple question mark should be avoided as it can seem passive-aggressive.
5 Characteristics of an effective update request
Keep the message concise and focused
A gentle reminder email should be brief and to the point. Start with a friendly greeting, then clearly state the reason for your follow-up. Avoid long explanations or unnecessary details that may overwhelm the reader.
“I'm Looking Forward To Hearing From You ”: Business-Friendly Alternatives
Alternative phrases to “just checking in”
Hope you're doing well! Wanted to touch base with you. Checking up on how things are going.
Provide New and Valuable Information Every Time. One of the fastest ways to annoy a prospect is to follow up with the same generic message over and over. Instead, make each touchpoint worth their time by bringing something fresh to the table.
I hope you're doing well. I'm just checking in to request a status update about our project. We're making some good progress here and are looking forward to moving on to the next step. Thanks for your time, and I hope this email finds you well.
Here's how to keep your message clear: